Executive Assistant Office

Ingrid Shields

804-***-**** Hampton, VA ***** *******.******@*****.***

OFFICE ADMINISTRATOR

“Administering with Pride and Integrity for the Best in Business”

Efficiency Driven / Trusted / Technology Inclined

Highly organized and detail oriented Office Administrator who takes pride in every aspect of her work. Excel in turning disorganized environments into smooth-running operations and overhauling administrative processes to improve accuracy and efficiency. Known for exceptional professionalism and thorough understanding of the importance of discretion and confidentiality when handling sensitive matters. Self-starter and quick learner who always exceeds expectations, am able to serve the organization in countless capacities.

PROFESSIONAL EXPERIENCE

THOMAS NELSON COMMUNITY COLLEGE /AARP – Hampton, VA 2018 – 2019

Office Assistant (Temporary/Part-Time)

Execute administrative duties as assigned in the Human Resources Department in support of faculty and staff while maintaining a seamless flow of service and a well-organized office.

Greet and assist administrators, faculty, staff and students in a professional manner.

Effectively communicate all issues and concerns to appropriate Human Resources staff member as needed in response to phone, email and in-person inquiries.

Create, scan and maintain all physical/electronic personnel files efficiently in DOMA system.

Conduct research fast and proficiently requested by staff utilizing the internet and intranet.

Support Human Resources team with special projects to include all campus events and new employee orientation.

Perform other administrative duties as assigned.

FROEHLING & ROBERTSON – Chesapeake, VA 2018 – 2018

Branch Administrator

Performed various administrative duties while assisting the Project Managers of Environmental, CMT, Geotechnical and the staff as needed in all aspects of business.

Set up new client projects in the company’s project management system.

Answered phones and directed client inquiries to the proper staff member.

Maintained daily site assigned testing scheduling for all techs.

Greeted and assisted all clients and visitors.

Processed all monthly client invoices in the company’s accounting software with accuracy.

Created and maintained all client files to include data, correspondence, reports and analytics.

Purchased office supplies.

Performed a variety of office support as assigned.

Kept a clean work environment and a well-organized office.

RIGHT MANAGEMENT – Richmond, VA 2013 – 2017

Office Administrator

Managed day-to-day operations of Richmond Career Management Center. Primary contributions were in expediting business, discovering operational efficiencies, and bringing challenging projects to successful conclusions.

Enhanced client relations by reviewing emails and responding to candidate concerns and inquiries on team’s behalf in a timely and professional manner.

Contributed to effective candidate experience by compiling all Getting Started Orientation materials for newly termed candidates.

Managed office and maintained clean and functional atmosphere for our clients to feel welcomed and comfortable.

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Supported office operations and Center staff by

oApplied extensive computer knowledge in resolution of all office technical issues

oAssisted colleagues with all meeting set ups (on and offsite)

oMaintained all office supplies to ensure availability at all times while remaining cost conscience of expenses

Actively participated on many company committees where I was able to contribute valuable ideas and insight into daily corporate activities.

Ensured compliance to corporate protocol by assuring Branding legalities were adhered to on corporate documents.

Collaborated with other team members and managers to resolve organizational concerns and suggest solutions to produce a flawless working environment resulting in optimization of candidate utilization of Center resources.

Worked with Building facility to resolve all office concerns in order to ensure all mechanicals were functioning properly for the comfort of our clients.

DIGITAL TRAFFIC SYSTEMS (DTS) – Ashland, VA 2012 - 2012

Administrative Assistant / Asst. Project Coordinator

Managed VDOT complex database on newly installed road sensors and outages on Virginia roads for the implementation of driver safety.

Precisely maintained VDOT Service Calls and Task Work Order databases and compiled all pertinent information received in preparation for the division’s Daily Report of all sensor outages to be repaired for that day.

Updated all Service Call notifications for completion of repairs and installation tasks performed by technical crew members dispatched to site.

Recorded and updated all surge board information in order to track all utilizations for sensors.

STAFFMARK – (Formerly Venturi Staffing Partners) – Richmond, VA 2008 – 2010

Executive Assistant (Contractor)

Trusted to provide administrative and brand management support to Marketing Compliance executives at Altria Group, Inc.

Organized and managed all graphic design processes in order to improve productivity, effectiveness and efficiency in all departmental activities and operations.

Accurately reviewed marketing materials for approval to and from attorneys for appropriate packaging production.

Handled sensitive and confidential marketing documents and prepared analytical reports based on brand marketing studies.

Managed steps within the various assigned corporate projects while communicating to all relevant parties involved, producing flawless and seamless events.

Contributed to the implementation of the corporation’s Record Retention technical design which was mandated and still being used to date by the entire corporation.

JOHN RANDOLPH MEDICAL CENTER (HCA Division) – Hopewell, VA 2007 – 2008

Executive Assistant

Provided high-level administrative support to the CFO and COO of an HCA hospital which provided healthcare services not only to individuals but to our Fort Lee military personnel.

Simultaneously maintained multiple calendars, keeping schedules productive but manageable while coordinating meetings, interviews, conference calls, appointments, events and other similar activities for HCA executives. This included travel and lodging arrangements and exercised skillful judgment when accepting invitations.

Typed professional email correspondence on behalf of all Chief Officers of our facility as requested and proficiently submitted.

Accurately transcribed recorded departmental meeting minutes for precisely kept records; also expedited information needed for printing healthcare industry’s monthly newsletters.

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Professionally designed all PowerPoint presentations used to present at corporate’s monthly meetings held for all doctors and executives.

Created all Professional Services Agreements for contractual physicians.

TECHNICAL SKILLS

MS Word, Excel, PowerPoint, Access, Adobe Acrobat Professional, SharePoint, DOMA, PeopleSoft

Email Applications: Outlook

Typing: 65 WPM

EDUCATION

LAGUARDIA COMMUNITY COLLEGE - Data Processing/Information Technology

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