Administrative Assistant Executive

JENNIFER FLEMING

Hampton, Georgia *****

********.***@*****.***

INTRODUCTION: Confidential administrative gatekeeper with over ten years of progressive support and finance experience. Highly organized and focused on meeting and exceeding needs and goals of busy executives. Proven record of maintaining order that allows management to focus on their objectives. Work well with limited to no supervision. Capable of exercising independent judgment.

SUMMARY OF QUALIFICATIONS

Successful handling minutiae for multiple busy C-Suite executives; providing comprehensive support including changing calendar, meeting coordination and travel arrangements

Proven record of developing relationships with all levels of personnel and external contacts in order to facilitate positive work interactions

Results and detail oriented, focused on delivering simple to complex projects within specific time constraints

Demonstrated ability to streamline office functions that improve work product and efficiency to achieve business objectives

Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook, Publisher, Access); financial software including Concur; Timberline, AS/400; Aruba; Platinum; Peachtree; QuickBooks

PROFESSIONAL EXPERIENCE

Administrative: Robert Half International 07.2018-08.2018

oCoordinated guests with security and executive floor personnel, maintained security badges

Administrative Support to Compliance Officer, Senior Auditor: City of Jersey City, Division of Community Development – HUD funded 03.2014-06.2018

oPerformed clerical functions: compiled data in spreadsheets, simple to complex document and report drafting, project follow-up, expense reports, scanning and filing (electronic and coordinating hardcopy), database maintenance, multiple Outlook calendar maintenance, resolved conflicting appointments, ad hoc projects, created fillable timesheets and forms, HUD and other research, grant reports, drafted correspondence, assisted with creation of new Policies and Procedures and SOP manuals, strategizing, troubleshooting, problem solving, data analysis and research, reception coverage: visitors, call screening, maintaining conference room

oOrganizer and co-organizer of meetings; coordinated logistics with assistants (“save the date” and invitations, attendee follow-up, agendas, venue, PowerPoint, handouts, name badges, IT setup, recording, minute taking and transcription)

oLiaised with City and HUD personnel, stakeholders, community groups and constituents

oFacilitated Internship Program: researched and wrote up job descriptions for annual postings with universities; candidates’ point of contact; coordinated interviews and onboarding

oImproved processing of grant payments: created and maintained Excel budget tracking sheets to aid supervisor with time management and to expedite processing

oLearned grant programs in order to competently answer phone and visitor questions

Contracted:

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

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

oReviewed and resolved complex contract files for payments

oCoordinated scheduling and logistics for Board meetings; took, transcribed and distributed minutes

Jennifer Fleming, 770-***-**** Page 2

oProvided support to executive and team: gatekeeper, meeting and calendar coordination, financial

oreports, PowerPoint presentations, document creation, expense reports, filing, call screening

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

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

oProcessed invoices, receivables, payables, reconciliations, reports and journal entries for multiple entities

Executive/Administrative Assistant, Adecco 05.2000 – 12.2007

Assignments included: General Electric; St. Vincent’s Medical Center; Simeone & Costantini Architects LLC; Marinus Pharmaceuticals; Southern Connecticut State University; Kelly Construction Company; Yale University School of Medicine; Bristol-Myers Squibb Company

oProvided executive and departmental Human Resource support including call screening, calendar maintenance, meeting coordination, personal projects, document creation, data analysis, transcription, supplies, mail distribution, supporting other assistants, cubicle reassignment, organizational charts, offer letters, training and seminar packages, awards, onboarding process, employment forms, benefits, W-4s, I-9s, garnishments and timesheets

oProcessed 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

oArranged domestic and international travel via Corporate Travel and other online resources, including flights (including last minute revisions), hotels, car (service), trains, meeting coordination and electronic itinerary, for team events of 3-500 (global) executives, managers and associates

EDUCATION

National Career Institute, dual certification: Medical Administrative Assistant, Medical Billing and Coding Specialist

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

Contact this candidate