Executive/Personal/Administrative Assistant

Joe Ward

770-***-**** ********@*****.***

Profile

Accomplished Office Manager with demonstrated success managing busy offices to support executive management team, nurture sales growth, and ensure daily organization and operational efficiencies. Proven ability of providing full executive administrative support, office management, technical writing, supervision, training and employee development, marketing, and managing key account relationships. Strong leader with take-charge attitude, excellent problem solving, and interpersonal skills. Resilient, efficient, flexible, compassionate, meticulous, and adaptable to the challenge of learning new industries, computer systems, and software applications.

Core Competencies & Technical Skills

Demonstrated MS Office Suite, PC, CRM & Salesforce Experience

Typing: 85 wpm & Data Entry

Basic Quickbooks, Accounting, Bookkeeping & Payroll

Professional Office Management

Front Office Receptionist & Check-In/Check-Out

Travel Arrangements & Event Planning

Supply Management, Procurement & Budgeting

Strong Relationship Management With Clients, Vendors & Referral Sources

Effective Business & Public Relations Communications To Internal & External Customers

Impeccable Writing, Proofreading, Copyediting & Reporting

Excellent Grammatical, Verbal & Written Communication

SEO, Website Development & Strong Knowledge Of Web Technologies

Social Media Marketing, Networking & Sales Support

Content Design & Technical Writing

Team Building, Training & Employee Development

Human Resources & Employee Benefits

Compliance, Regulations & Quality Assurance

Accurate & Detail-Oriented Multi-Tasker

Excellent Organization & Time Management With Focused Prioritization

Maintain Confidentiality Of Highly-Sensitive Information

Complete Multiple Ongoing Projects On Time, With Follow-Through & Within Specified Budget

Private Medical Practice Experience

Executive-Level Telephone Etiquette

Equipment Maintenance & Inventory

Work Independently, Require Little Supervision & Exercise Sound Judgment

Polished, Precise & Proactive

Federal Employee Clearance

Education

The University of Georgia BBA in Management

Professional Experience

Physicians Hair Transplant Center, Inc.

Executive/Personal/Administrative Assistant April 2015 – July 2015

Provided full administrative support to the Owner/Medical Director, including filing applications for medical licenses in foreign countries and updating his curriculum vitae; wrote technical articles published on blogs and social media accounts; and managed the company’s online reputation.

Input customer accounts into Salesforce and assigned tasks, leads, and opportunities for follow-up with the appropriate owner; scheduled personal appointments and meetings with vendors and visiting physicians.

Provided administrative support as needed to the Clinical Coordinator, the surgical sales team, Cole Instruments’ Global Director of Business Development, and the Vice President of Finance.

Established and maintained the owner’s business and personal files; coordinated technical service requests with IT contractors; organized the office and professionally displayed awards, diplomas, and certificates; researched, recommended, and coordinated technical upgrades for a new phone system, network firewall, office communications, equipment, and future technology needs while ensuring minimal disruption to daily business operations.

Booked international flight arrangements, hotel reservations, and car rentals; prepared the owner’s travel itinerary and assisted with packing tools, medical supplies, and personal articles for planned trips; communicated the owner’s travel itinerary to relevant colleagues; inventoried and ordered office supplies; inventoried medical supplies loaned out for surgical training presentations made during business trips; placed medical supply orders with international vendors; secured accommodations for visiting physicians, patients, and research assistants; and performed personal errands for the Owner.

U.S. Department of the Treasury – Internal Revenue Service

Tax Examining Technician February 2014 – April 2015

Responded to taxpayer’s inquiries regarding preparation of a variety of tax returns, related schedules, and other documentation.

Resolved account inquiries, advised taxpayers of enforcement actions, and managed sensitive case problems designated as requiring special case handling.

Analyzed and resolved tax processing problems; adjusted taxpayer accounts; prepared and issued manual refunds; performed multiple credit transfers; and computed tax, penalty, and interest, including restricted interest.

Secured payments of delinquent taxes and filing of delinquent returns; recommended lien and/or levy action, including supporting information for release.

Served as a technical advisor by writing five procedural job aids for Lead Tax Examiner, Embedded Coaches, and peer Tax Examiners; created Source Document Case Log and Weekly Closures Tracking documents for management team’s supervisory reference.

Home Instead Senior Care Athens, GA

Office Manager March 2004 – May 2013

Performed high-level administrative support duties of a confidential nature for the Owner, having broad discretionary judgment and contact with persons at all levels of the organization.

Maintained confidentiality of proprietary information and customer confidence; protected company assets and operations.

Conserved Owner's time by reading, researching, and routing correspondence; drafted letters, memos, marketing communications, brochures, forms, and documents; collected and analyzed information; initiated telecommunications.

Produced reports by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics.

Maintained Owner’s appointment calendar by planning and scheduling meetings, conferences, teleconferences, and travel; entered expense reports and travel authorizations; adjusted schedules, meetings, and activities based on the Owner’s daily priorities, which changed frequently; anticipated potential conflicts in priorities and resolved them appropriately.

Wrote and updated service agreements/contracts and a broad variety of internal and external documents; established and maintained service policies and procedures in compliance with state and federal licensing requirements.

Welcomed guests and clients by greeting them in person or on the telephone; answered or directed service inquiries and scheduled consultations.

Provided administrative and customer support for sales representatives; prepared sales-related documents throughout the sales process and promoted awareness of brand image internally and externally; gathered marketing materials and assembled information packets using sales techniques that maximize revenue while maintaining existing client loyalty; entered, retrieved, reconciled, and verified information (e.g., bonuses, leads, third parties) in software involved in the sales process.

Developed and conducted an ongoing quality assurance program.

Performed basic accounting functions such as bookkeeping, payroll, and invoicing.

Maintained office supplies inventory by checking stock to determine inventory level; anticipated needed supplies; evaluated new office products; placed and expedited purchase orders for supplies and verified receipt; managed office supplies and equipment budget to identify optimal potential for reductions.

Compiled, copied, sorted, and filed records of office activities, business transactions, and other functions; secured information by completing daily database backups.

Hired, trained, and managed administrative staff responsible for daily operations.

Coordinated payroll files and Paid Time Off (PTO) submission for Owner; maintained personnel files and established, wrote, and enforced office policies and procedures; streamlined workflow while providing direction, guidance, and motivation to staff.

Created, managed, and maintained complex computer- and paper-based filing systems, databases, filing archives, and organization systems for records, reports, and documents.

Planned, organized, promoted, and encouraged attendance at staff meetings and team-building events; provided historical reference by recording meeting minutes; prepared and distributed presentations, training curriculum, and educational materials; represented the Owner to others by attending meetings in his absence, often speaking on his behalf.

Initiated the company’s social media marketing program by performing SEO and maintaining corporate websites; created and updated all social media accounts; encouraged content submissions to improve exposure, relevance, and ranking.

Organized, prioritized, and expedited flow of work through the executive office; initiated follow-up actions; interpreted and communicated owner’s instructions to other personnel.

Acted as Owner’s gatekeeper to determine importance of telephone calls, personal visitors, and incoming mail; provided answers to immediate issues in the owner’s absence or contacted the Owner remotely to alert him of critical work situations.

Enhanced the owner’s effectiveness by providing information management support; researched and compiled data from a variety of sources; analyzed and summarized data to provide the Owner with relevant recommendations for management decision-making.

Maintained professional and technical knowledge by attending educational workshops; reviewed professional publications; established personal networks; participated in professional societies.

Home Instead Senior Care Atlanta, GA

Executive Administrative Assistant December 1999 – March 2004

Performed all executive administrative support functions and managed operations concurrently in the Atlanta and Athens Home Instead franchise offices until the owner sold the Atlanta franchise in December 2011.

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