Executive Staff Assistant
Resume:
Resume of
Sylvia Sibley
Texas Notary
**********@*****.***
Plano, TX 75075
• 11 years experience as an Executive Assistant
• 15 years budget experience
• 15 years AP/AR
• Management of heavy calendar schedules
• Preparation of reports, correspondence and presentations
• Complex travel arrangements
• Conduct New Hire Orientation
• Expense reports for CEO, VP, Directors, and Managers
• Purchasing of office products/ price negotiation with vendors
• Work very well under pressure
• Detail-oriented / Multi-task / Organized
• MS Office Software (Word, Excel, PowerPoint, Access), Outlook/GroupWise/Lotus Notes
Bookkeeping, Texas Notary, Certified MOA, OAS system, EPIC/Lawson/Sales Force/Flowcast, SAP,
PeopleSoft/ Kronos, AS400/LPS/FPS, Ebinder, Mainframe, Doc 4.4, Synergy, Internet, Scanning and Visio,
E-Verify/ADP/HRIS/FMLA/E.R./Worker’s Comp
Professional Experience
Dallas Morning News August 2013 to October 2013
Contract (Temporary)
Executive Assistant to Chief Revenue Officer
• Daily calendar monitoring
• Heavy travel
• Screen incoming calls
• Schedule meetings
• Setup catering needs
• Coordinate various projects
• Monthly statistics
• Receive and distribute entertainment event tickets
• Greet Guest
• Daily communication with all C-level management
• Heavy Excel, PowerPoint, Word
• Heavy G-mail usage
• Handle highly confidential calls/paperwork
• Worked directly with HR (PAF)
• Head Director meetings
• Heavy handling of client contracts
• Errands as needed
• Assist with training
Transamerica January 2013 to August 2013
Contract (temporary)
Premium Analyst
• Heavy use of Microsoft Excel, Mainframe, AWD, Synergy, SAP
• 10-key
• Outlook
• Accounts Receivables
• Reconciliations
• Process $100M+ accounts
• Morning Balancing
• Vouchers
• Audit accounts
• Month-end Reports
• Train staff as needed
• All administrative support as needed
• Heavy communication with clients/customers
Better Business Bureau October 2012 to January 2013
Contract (temporary)
Executive Assistant to CEO
• Manage and schedule all executive meetings
• Membership A/P and A/R
• Heavy/Daily usage of MS Word, Excel, PowerPoint, SAP
• Reports/Presentations
• Heavy scanning and storage of documents into a system called Ebinder
• Create daily correspondence (denial/terminations/revocations)
• Monitor all incoming calls/traffic to CEO’s office
• Assist VP’s and Directors as needed
• Budget
• Maintain CEO’s calendar
• Plan all travel
• Meeting Minutes
• Direct contact with all levels of management
• Ensure all administrative needs are completed
Blue Cross Blue Shield
Executive Assistant to VP and Director October 2011 – October 2012
Contract (temporary)
• Managed and scheduled a high volume of meetings
• Created and revised PowerPoint presentations for all meetings
• Heavy Excel/PowerPoint/Word, SAP usage
• Billing/Invoicing
• Monitored all department spending
• Expense reports
• Proposals
• Bi-weekly and monthly reports
• Adobe conversion of documents
• Monitored all department incoming calls
• Managed all travel and stay for local and out of state employees
• Coordinated and organized assigned projects to ensure completion in a timely manner
• Payroll/Time and Attendance
• Meeting minutes
• Daily direct contact and communication with all levels of management
UT Southwestern Medical Center
Senior Administrative Associate July 2008-October 2011
• Scheduling for the needs of all executive staff
• Liaison for interfacing with corporate auditors, customers, and executive staff
• Maintain and controlled department budget
• Billing/Invoicing
• Reconciling customer accounts/AP/AR
• Maintained and monitored open lines of communication between executive staff and other departments
as needed
• Responsible for the start and completion of assigned projects by executive staff.
• Maintained and secured department documents ensuring confidential handling
• Composed correspondence as needed
• Monthly budget reports, forecasts, grant proposals and other monthly/weekly/quarterly reports.
• Scheduled all travel
• Weekly Expense Reports for Executives
• Prepared and sent documents to State Auditors
• Ordered supplies and maintained spending
• Monthly Activity Reports
• Planned Retreats, organized and took meeting minutes as required.
• Managed Executive’s company credit cards
• Conduct New Hire Orientation
• Planned/Organized clinical workshops
Parkland Health and Hospital Systems
Executive Assistant to the EVP/Executive Director August 2001 - June 2008
• Managed and directed administrative and business functions of the department
• Prepared/monitored budget (department spending, monthly weekly and quarterly statistical financial
reports and forecasted spending
• Processed and authorized department purchase orders
• Matched audits submitted by the Accounting Department and controlled the outcome of the match audit
findings
• Monitored and revised all department procedures
• Supervised assigned duties of 10 clerical staff
• Grant Proposal liaison (composing and ensuring timely submission)
• Clerical recruitment (disciplinary action as needed, terminations as needed, salaries for clerical staff,
evaluations, merit increases)
• Expense Reports / billing
• Coordinated moves / renovations
• Coordinated and handled all capital and non-capital equipment / billing
• Heavy use of PeopleSoft, Word, PowerPoint, Excel, GroupWise, SAP
• Electronic and manual ordering of supplies
• Production Summary Reports
• Payroll
• Assisted executive staff in handling daily personnel problems of 200+ department staff
• Generated and processed all month-end billing reports and invoices for the department
• Ensured all office needs were met and all problems were solved for the customers
• Coordinated special projects and delegated responsibilities as needed
• Liaison for TDH/TDI auditors
• Scheduling
• Ensured proper flow of executive meetings and took minutes as needed
Contact this candidate