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Executive Assistant Administrative

Hampton, Georgia, 30228, United States
November 25, 2018

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As of **.**.** relocated to: ***2 Mount Carmel Road, Hampton, Georgia 30228

c: 551-***-****


Administrative: Robert Half International 07.2018-08.2018 Performed executive reception functions as needed

Administrative Support to Compliance Officer, Senior Auditor: City of Jersey City, Division of Community Development (DCD)


Reorganized HIP manual for Compliance Officer according to Director’s model

Prepared IDIS records for closeout in order to drawdown HUD funding

Coordinated with Senior Auditor, Grant Analyst and Subgrantees to resolve submission issues

Took and transcribed minutes for distribution for pre-construction, team and other administrative meetings

Maintained multiple Outlook calendars

Due to attained knowledge utilized as resource for HORP grant during change of managers

While Executive Assistant on sick leave, stepped up and partnered with Director when she first joined team, eased her transition into government position; handled confidential and sensitive matters, “go to person”, researched various subjects related to HUD, competitors, grants, forms and potential new vendors, drafted various correspondence, assisted with creation of new Policies and Procedures and SOP manuals, meeting coordination and logistics, minute taking and transcription, strategizing and projects

After retirement of Executive Assistant, contributing member of support team for Director, utilized for background in contractual documents, Requests for Proposals and Public Notices

Instituted Internship Program for four colleges, in addition to VISTA, Governor’s Hispanic Fellowship and Mayor’s Programs: researched, wrote up job descriptions for, annual postings for universities; candidates’ point of contact; coordinate interviews

Mentored other assistants providing MS Office skills assistance, strategizing, information and resources to promote excellence in service and potential job growth

Provided support as needed to other assistants with time sensitive projects; provide support to other managers when assistants not available

Investigated and found Document Custodian for Section 108 loans: set up conference calls to aid in selection process, coordinated transfer of files from existing to new Custodian

Encouraged other assistants to share their insights, come up with ideas, think creatively and dynamically, confidently support director akd their manager, and define their brand

Requested and completed HUD Financial training online resulting in expediting Partial Payment Voucher processing by re-reviewing submissions for budget compliance prior to review by supervisor. Created and maintained budget tracking sheets

Produced electronic fillable forms in aid supervisor in time management and expedie processing

Trained and supervised two summer interns, assigned work and followed up with guidance and encouragement. Enlisted others to mentor members of each new team of interns

Served as intermediary between DPW manager, painter, Division contact and Director during office rehabilitation

Devised and implemented improvements to administrative processing; informally identified as lead administrative support; conceived and initiated archive project; reorganized files closer to teams; utilized interns to achieve goals

Organizer and co-organizer of Public Hearings, Focus Group, Stakeholder, Technical Assistance and other meetings, coordinating logistics (agenda, venue, catering, PowerPoint presentations, handouts, IT, etc.)

Complimented by constituents for dispensing relevant information (learned from each team) in caring and sensitive way

JENNIFER FLEMING, 551-***-**** Page 2


Executive / Administrative Assistant: Axelon Services Corporation; Robert Half International 02.2008-11.2010

Assignments included: Pfizer Inc.; Hospital of Saint Raphael; Yale University; Xerox

Cultivated relationships with other departments resulting in continued processing within strict guidelines.

Capitalized on background in finance and contracts to review and resolve complex contract files for current and future payments to global Healthcare Professionals (HCP). Met with other teams to work out issues.

Coordinated logistics for Board meetings; took, transcribed and distributed minutes

Utilized as a resource by new meeting planners navigating intricacies of contract payment process

Led team in early completion of time-sensitive project for Legal department: trained and supervised volunteers and 17 Accounting, Legal and Purchasing team members, demonstrated Excel, organized collection and assembly of data with coordinating documents

Enhanced grant team strength by sharing knowledge of contracts resulting in earlier migration

Increased efficiency in data analysis of 8000 files by coding criterion that facilitated quicker review

Processed invoices, receivables, payables, reconciliations and journal entries for multiple entities

Reduced strain on executives by being effective gatekeeper, monitoring calendar and email, reorganized closets and files for ease of use, expedited processes, improved workflow, kept projects on track

Coordinated meetings, including amenities and logistics, for different Boards, events and sessions

Served as first point-of-contact for visitors and vendors, dispensing accurate information and referrals

Rallied team spirit by enlisting group participation in creating PowerPoint for fundraising events Executive/Administrative Assistant, Adecco 05.1997 – 12.2007 Assignments included: General Electric; St. Vincent’s Medical Center; Marinus Pharmaceuticals; Southern Connecticut State University; Yale University School of Medicine; Bristol-Myers Squibb Co

Alleviated executives’ stress by managing disruptions, handling minutiae and keeping them informed and on time. Acknowledged by spouses for calmer executives and managers.

Managed emails and shifting meeting arrangements in Outlook calendars for teams of 2-10 executives

Provided executive and departmental Human Resource support including organizational charts, offer letters, training and seminar packages, awards, onboarding process, employment forms, benefits, garnishments and timesheets

Processed vouchers, purchase orders, coded and data entered invoices, receivables, payables, payroll, expense reports, deposits, reconciliations, journal entries, taxes, beginning and end-of-year processes, W-2s and 1099s

Arranged domestic and international travel via Corporate Travel and other online resources, for team events of 3-500 executives, executives and associates

Served as intermediary resolving purchasing issues for Engineering department

Handled logistics for on- and off-site meetings, events fundraiser and team building activities

Successfully negotiated: lower costs for supplies; improved healthcare coverage; better accommodations and perks for team building events

Motivated others to achieve by providing training in processes, having positive attitude in performing routine and complex tasks, and being available for brainstorming, assisting with projects

Restructured radioisotope inventory recording system that resulted in scientists’ greater efficiency Education

Nassau Community College, Accounting Major: Accounting I, II, Business Law I, II, Computer Science, Statistics I, II, Calculus I, II, Economics I, II, Composition I, II, Psychology, Chemistry, Child Psychology, Swimming

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