Executive Assistant

KATHLEEN G. RAMIREZ

(H) 657-***-**** / **************@*****.***

LinkedIn Profile: https://www.linkedin.com/in/kathleen-r-b5629932/

Professional Summary

Driven Executive Assistant adept at developing and maintaining detailed administrative and procedural processes that reduce redundancy, improve accuracy and efficiency and achieve organized objectives

Skills

Powerful negotiator

Methodology implementation

Skilled in Microsoft Office Suite

Project Management

Materials Preparation

Strong verbal communication

Self-motivated

Interpersonal and written communication

Extremely organized

AP/AR, basic book keeping, cash receipts, expense reports, credit card reconciliation, timekeeping

Meeting/Calendar coordination, minutes, refreshments, documents creation/distribution

Complicated travel arranging - national and international

Program management, vender contract negotiator

Office management - point of contact

Database management, file organization

Work History

Executive Assistant Feb 2017 - May 2018

Orange County Global Medical Center, Notary Public Comm. #2223833 Santa Ana, CA

Coordinate Medical Staff Physicians and AHP Provider expirables, to include State License, DEA License, Board Certificate, Medical Liability Insurance, Medical History, Radiology Certification, iStat Competency, BLS/ACLS/ATLS/NRP certifications in conjunction with MD-Staff software for over 600 providers

Maintain a twice daily suspension list for expirables and post on the company intranet utilizing WordPress. Create, distribute and post monthly ER Call Schedules / Medical Staff Calendar

Assist in Credentials Coordination in the absence of staff in that position. (Resigned x2 in 6 month period)

Assist Director with ongoing quality control: create and mail OPPE Results letters, Stroke Order Set letters, Use of Paper Letters (after going all electronic), Alternate Coverage letters

Creating yearly Medical Staff Calendar Master and create monthly calendars for distribution.

Create CME Post Program Summaries and add CMEs for providers in MD-Staff.

Create policy on maintaining Medical Staff documents on company intranet.

Create/update Word templates in MD-Staff.

Create new resident Roster for distribution.

Create new provider Hospital name badges in Human Resources utilizing Premsys software.

Utilize MD-Staff to send electronic new applications to potential providers and AHP applicants.

Process Physician Activity reports for requesting facilities.

Maintain the Community Non-Staff Provider List and email monthly

Process Resignations

PACE Department Specialist (Temporary Position) Jun 2016 - Dec 2016

InSync Staffing - Medtronic,, Notary Public Comm. #2048684 Irvine, CA

Notary Public Comm. #2048684 - My commission expires 11/10/2017

Coordinate AIS Regional Roundtable and EMS Outreach national Educational events for Medtronic’s medical educational PACE dept.

Secure event speaker, venue and meal in conjunction with regional representative for HCP attendees

Speaker payment approval prior to event

Venue agreement negotiations in conjunction with the Sunshine Act guidelines and reporting procedures

Siebel database entry for all aspects of events for transparency reporting

CAR Amex Meeting card reconciliation for all programs within the department

Forms creation for the department

Maintain event and venue trackers

IT Department Specialist (Temporary Position) Jun 2015 - Dec 2015

Ultimate Staffing - Edwards Lifesciences,, Notary Public Comm. #2048684 Irvine, CA

Notary Public Comm. #2048684 - My commission expires 11/10/2017

Coordinate national/international travel for Executives, acquire Visas and TSA Known Traveler status for Execs

Calendar and coordinate department meetings and national conference calls in conjunction with time zones

Heavy meetings, training meetings, catering, interview calendaring

Serve as receptionist for our offsite location, three floors, 200+ employees

Temporary floor warden for building safety evacuations, IT SharePoint management

Serve as contact to property managers for maintenance needs/parking validations

Human Resource Executive Assistant (Temporary Position) May 2015 - Jun 2015

MedSearch Staffing - Torrance Memorial Hospital,, Notary Public Comm. #2048684 Torrance, CA

File confidential employee paperwork into the Human Resource active and inactive files while employee was on medical leave

Executive Assistant Nov 2012 - Apr 2015

Elements Behavioral Health, Notary Public Comm. #2048684 Long Beach, CA

Notary Public Comm#2048684 - My commission expires 11/10/2017

Coordinate national travel for Executives, acquire TSA Known Traveler status for Execs

Calendar and coordinate meetings and national conference calls in conjunction with time zones

Create travel and mileage expense reports, prepare monthly company credit card allocation reports for accounting

Share Office Manager duties with another Executive Assistant, supplies, office move/growth operations, building management contact person, safety officer, obtain keys and keycards

Coordinate Strategic meeting setups at hotels to include, rooms, daily food and costs, meeting setup/breakdown, activities, offsite formal dinners

Contact point person for national locations at the Corporate office

Fill in for Executive Assistant to CEO and COO

Coordinate all contracts for signature for CFO and finance department

Handle special Human Resource projects for VP and HR Managers

Assist with Board Meeting PowerPoint presentations, meeting rooms, food and travel accommodations

Executive Assistant Oct 2010 - Jun 2012

Ziptech Media Orange, CA

Perform general office duties, ordering supplies, maintaining records management database systems, and performing basic bookkeeping

Assist Finance and Human Resource Executive daily with confidential employee and accounting functions.

Review Expense Reports and Petty Cash receipts for accuracy from 4 companies.

QuickBooks reconciliation for Credit Card payments and refunds against client database.

Collect and disburse funds from cash accounts, and keep records of collections and disbursements.

Collect and review salary and hourly employee timesheets for payroll

Research and interview new vendors.

Maintain AR and AP files for 8 Companies.

Maintain confidential Employee general and Medical files.

Maintain company equipment lists

Maintain CEO’s Employee Directories by company

Prepare announcements and make arrangements, such as coordinating catering for holiday parties, employee luncheons, birthday celebrations and other meetings.

Greet visitors and coordinate switchboard to determine whether they should be given access to specific individuals.

Manager Special Projects Aug 2006 - Aug 2009

SASCO Fullerton, CA

Maintain Project Log Master database.

Supported VP of Special Projects

Managed Outlook email job folders and permissions for all employees.

Coordinate satellite office Christmas party and special functions.

Create and manage custom distribution groups and emails in Outlook.

Create and manage all company forms.

Assist VP with all new projects for all departments.

Company invoice entry into custom PLM Access Finance database.

Assistant Office Manager in her absence.

Education

CSUF, Fullerton, CA 2017

HR MGMT CERTIFICATE – in progress

SKILLPORT ONLINE COURSES SHARED HR 2012

ADMINISTATIVE SUPPORT CURRICULUM HR TRENDS

HUMAN RESOURCE CURRICULUM

SOFTTIME ONLINE COURSE 2012

SOFTTIME HRIS SOFTWARE COURSE

American Career Development Institute, Louisville, KY

Administrative Assistant Certificate

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