Customer Service Office

Marsha B. Thomas

Cell: 202-***-**** ********@*****.*** Home: 202-***-****

EXECUTIVE SECRETARY /ADMINISTRATIVE ASSISTANT/OFFICE MANAGER/ MEETINGS & EVENTS PLANNER

A proactive, highly organized, results driven assistant with extensive experience across the full spectrum of administrative fundamentals. Recognized for ability to handle confidential matters with a high degree of professionalism, ability to remain calm under pressure and flexible as priorities change. A successful meetings/events planner with a successful history of managing the execution of all aspects of meetings and events. Key areas of expertise include the following:

Administrative Support

Personal Effectiveness/Credibility

Office Management

Thoroughness

Scheduling & Event Coordination

Collaboration Skills

Communication Proficiency

Maintain Policies & Procedures

Human Resource Functions

Problem Identification & Resolution

Team Building & Leadership

Flexibility

Screening, routing and prioritizing e-mails for Sr. VP for Human Resources

Preparing and editing documents in Word, spreadsheets in Excel and PowerPoint

Assist with the coordination of departmental projects

Point of contact for all off-site meetings

Track department expense and create reports

Supervised office receptionist

ReportXpress (Payroll automation software)

Proficient in GroupWise and Ceridian

Purchasing and vendor contract review

Employee labor and union relations

COMPUTER SOFTWARE SKILLS

Microsoft Office Suite, ReportXpress HR Payroll, Ceridian, GroupWise, Microsoft Outlook Adobe

PROFESSIONAL EXPERIENCE

ADMINISTRATIVE ASSISTANT/OFFICE MANAGER 2014-2015

Access Group, Inc.

Washington, DC

Under the direct supervision of the Sr. Vice President this position provided administrative support to the Sr. VP and two direct reports. Essential responsibilities included maintaining responsibility and follow-up. Ensuring that the office is prepared to handle daily activities. Worked with Sr. VP daily to ensure time was used wisely. This allowed for any unexpected activities to be dealt with. Daily duties included the following: scheduling, making travel arrangements, travel reimbursement, coordination of meetings, maintaining office supplies, kitchen supplies, coordinating and working on special projects. Answer correspondence, assemble highly confidential and sensitive information. Respond to external callers and visitors as well as internal contacts at all levels of the organization. Independent judgment was required, when needed, to plan, prioritize and organize diversified workload, recommend changes in office practices or procedures.

Key accountabilities include the following:

Recognized and rewarded by Sr. VP for level of professionalism.

Awarded a merit increase within the first six months for demonstrated support to the Sr. Vice President’s two direct reports.

Acknowledged for accomplished work with vendors to maintain office equipment.

Recognized by Sr., VP for ability to quickly ascertain problems and deliver an appropriate response.

Maintained, expense reports, confidential correspondence for Sr. VP and two direct reports.

EXECUTIVE SECRETARY/OFFICE MANAGER

Dimensions Healthcare System 2004-2014

Cheverly, Maryland

Reported to Sr. VP for Human Resources within health administration environment. Supervised and coordinated the activities of front desk support and customer relations. Provided daily administrative and operational support to the human resources team, to include the Director for Compensation and Benefits, and the Director for Legislative Affairs. Scope of responsibility diverse and includes, providing word processing support, document preparation, proofreading, copying, collating, etc. Act as point of contact via telephone and in-person for those contacting the Sr. VP’s office. Process invoices and check requests. Also served as payroll editor for a staff of 24. Deadline oriented and able to work on multiple tasks with efficiency and accuracy.

Key accountabilities include the following:

Served as Office Manager for Human Resource Department staff of 24. Saved department 25% of supply budget annually.

Oversaw status of projects by continually gathering information and following-up with directors and staff.

Maintained activity reports, expense reports, confidential correspondence, and collateral-material preparations.

Coordinated team events, meetings and recognition programs.

Designed templates to automate production of award letters and other common correspondence, reducing generation time by 75%.

Achieved appreciation certificate for arranging meetings and awards programs.

Point of contact for monitoring time and attendance records, track and calculate hours (time worked, leave and other types of pay). Information entered is gathered and calculated and then used to generate the bi-weekly paycheck. Applauded by department for consistently submitting accurate and timely reports.

Provided backup support for other departments which was highly admired by Sr. VP.

Assigned and regulated clerical/secretarial functions – Delegated work responsibilities to front office personnel.

Recognized by Sr. VP, Human Resources for ability to remain calm under pressure and show flexibility as priorities change.

Received a 25% increase in department customer satisfaction survey scores as a direct result of shifting focus to a culture of excellent customer service.

Spearheaded office remodeling project to present a more professional appearance, improve space utilization, and streamline foot traffic.

Reorganized records and files, sending obsolete files to off-site storage to improve utilization of office space.

Coordinated planning and logistics for office meetings, preparing agendas, minutes, financial reports, and confidential documents.

Maximized executive’s productivity by maintaining multiple calendars, scheduling meetings, arranging travel, tracking expenses and prioritizing e-mail

MEETINGS/EVENTS PLANNER 2004-2014

Dimensions Healthcare System

Cheverly, Maryland

Key accountabilities include the following:

Developed and managed the full execution of all aspects of events, meetings, recognition programs to include planning day-today coordination, volunteers, selecting vendor sites, and exit strategies. Recognized for site-management capabilities.

Alleviated VP’s workload by handling contact with vendors.

Spearheaded and implemented annual employee recognition program resulting in program being implemented on a 6 months basis to reach back and acknowledge past employees who were never recognized for their contributions to the effectiveness of the hospital operations.

Demonstrated excellent abilities in customer service orientation by assisting with promotional activities and campaigns.

Program served to improve attitudes (based on results of survey) and generated positive feedback.

Created employee award programs using MS Word.

Directed a team of volunteers.

Received senior leadership recognition for ability to implement and manage an excellent annual program while maintaining secretarial and office management duties.

EXECUTIVE SECRETARY 2001-2002

Airbus North America

Herndon, VA

Key accountabilities include the following:

Provided administrative support to President/CEO.

Successfully managed a diverse range of projects from conception through implementation.

Effectively prioritized and organized workloads in a constantly changing environment to meet daily and weekly schedules.

Created and presented an excellent image of the company and its services to customers, and coordinated and communicated well with clientele and management at all levels.

Responsible for international conference calls.

Facilitated the performance of the executive by expertly anticipating and attending to office and management tasks.

Reorganized the executive department filing system to facilitate document retrieval and minimize time searching for files.

Commended by management on numerous occasions for the quality and consistency of my performance.

EXECUTIVE SECRETARY/OFFICE MANAGER/EVENTS PLANNER 1996-2001

Spina Bifida Association of America

Washington, DC

Key accountabilities include the following:

Facilitated all administrative duties within office setting while supporting Associate Executive Director and CPA.

Assigned and regulated clerical/secretarial functions – Delegated work responsibilities among the office personnel.

Supported membership director in developing and executing new membership strategies.

Negotiated vendor contracts.

Conceptualized sponsorship opportunities.

Researched and recommended publications that resulted in becoming a permanent part of library of information.

Point of contact for all events.

Organized, promoted, and managed vendor formats for annual meetings attended by over 1500 attendees.

Recognized by leadership for willingness to do whatever is necessary to get the job done.

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