Administrative Assistant Customer Service

Adeline Wilson

*** ****** ***** ****** 267-***-****

Alabaster, AL 35007 ********@*****.***

Background

I am an outgoing and resourceful Executive Assistant with 25+ years of experience specializing in “C” level executive support. I am respected as a strategic partner in the management of business activities, possess excellent business acumen, and a willingness to accomplish assigned tasks. I understand the value of integrity, a strong work ethic, and efficiency in running the daily operations of a large and a growing business and how it can impact and improve team performance and operations across the board. My professional background includes experience in customer service, event planning, travel coordination, fundraising and the capacity to discreetly handle sensitive and confidential material. Over my career I have demonstrated and proven my ability to size up a situation and independently take appropriate action to handle any requests or issues.

Experience

January 2015 – Present

Cahaba Medical Care and Family Medicine Residency Centreville, AL

Executive Administrative Assistant

In support to the CEO, CMO and Executive Management Team my responsibilities include:

Management of multiple schedules and calendars including clinical, meeting and trip variables

Document control of confidential paper and digital files

Provide administrative and clerical functions, author and/or edit correspondence and communications

Support in meetings with agenda, documentation of action items, milestones and coordinate follow-up

Coordination of multi-location meetings using WebEx or Google Meeting

Event registration, itinerary management, travel coordination and materials for symposiums, conferences, trade shows and special events

Create spreadsheets, presentation materials for educational lectures

Assist and coordinate grant application proposals and presentations

Streamlined operational practices and procedures to improve productivity and workflow

Maintain multiple licenses, professional affiliations and annual memberships

Post employment opportunities, review applicants, schedule interviews.

Coordinated and assisted in the successful implementation of a new electronic health records system

Spearhead and coordinate special events and organize employee appreciation

Contribute to team effort by accomplishing tasks as assigned

Act as personal assistant

March 2007 - January 2015

City of Philadelphia ~ Office of Innovation & Technology

Executive Administrative Assistant (Confidential)

Administrative Support for the COO, Integrity Officer, Director of Infrastructure Services and Sr. Executive Team

Maintained multiple Outlook calendars including coordination of all on-site meetings, all catering and AV requests

Facilitated workflow by managing extensive email folders; determine proper distribution, prioritize and respond to messages as well as establish and maintain folders and manage archives

Liaison between Executive Staff, vendors, internal and external clients

Coordinated internal and external training programs

Team member of the Infrastructure & Operations (I&O) Workgroup; Prepared materials, agendas, documentation and Meeting Minutes for weekly initiatives.

Work group member facilitating Organizational Maturity utilizing the Gartner Maturity Model and Best Practices Business Model to support the IT Service Management Maturity Initiative

Created and implemented an effective communications plan which significantly improved communication across all levels of the Organization

Created and standardized formatting for internal documentation of agendas, meeting minutes, memorandums and external communications

Coordinated and assisted in implementing a sustainable standardization of policy and processes documentation for work flows.

Team member of the Technology Review Board; Coordinated review of New Project Requests, Progress Reports, Requests for Proposal (RFP), Departmental Procurement Requests (DPR), Agendas, Documentation and follow-up communications.

Arrangement of all travel, itineraries and detailed expense reports for Executive Staff

Responsible for getting competitive quotes for procurement of services and the purchase of hardware and software.

Conduct research, assemble and analyze data, and prepare reports as requested

Prepared, documented and participated in weekly Technology Review Board, Operations Meeting, and monthly IT Directors meeting.

Department Co-Chair for the Annual Employee United Way Combined Campaign and Co-chair of the OIT Employee Social Committee

December 2004 – March 2007

City of Philadelphia ~ Department of Public Property

Executive Administrative Assistant

Executive support to the Commissioner and Deputy Commissioner:

Prepared documentation and follow up reporting for the Vacant Property Review Board

Researched and documented detailed information prior to properties being auctioned by the City at Sheriff Sale

Tracked and recorded certified Ordinances from City Council

Supported the Arts & Culture Division in the planning of the "Welcome America City of Philadelphia 4th of July Celebration” in 2005 & 2006

Administrative support for the Annual Film Festivals 2004, 2005, 2006

Annual review all agreements for City leased properties and office space

Maintained contact files on Outlook and assisted with maintenance of property data base

November 1993 – December 2004

City of Philadelphia ~ Office of Supportive Housing - Riverview Home

Administrative Assistant; Resident Account Manager

Riverview Home is a personal care boarding home for the frail and indigent population with an average census of 280 residents.

Administrative Support to 6 Social Workers and the Business Office: Maintained confidential client files, resident care workflows and monitored the needs to the client.

Coordinated and managed social calendars for residents including travel, catering and supervision for outside activities

Managed the Resident’s Accounts Office and oversaw the fiscal needs of the resident by keeping detailed account activity reports regarding income, stipends, and necessary expenses in support of the resident.

Filed tax forms and Rent Rebate applications on behalf of the residents.

Monitored and reconciled a revolving petty cash account of $5,000 on a daily basis.

Established and implemented a pet therapy program that involved in house projects that included a fish tank, chinchilla environment, birds, rabbits, cats and visiting therapy dogs.

Initiated an internship cooperative for the in house physical, occupational, and art therapy programs.

Managed the in house Commissary including sales, stock inventory, daily receipts, filing quarterly tax reports and resident credit accounts.

Organized and supervised large annual special events in house: Sr. Prom, Harvest Festival, Christmas Celebration, Summer Fling and Mardi Gras

Activities/Community Service

January 2002 – January 2016

SisterSpace of Delaware Valley

Director / Weekend Planner

Director / Planner of the annual SisterSpace weekend hosting up to 300 women for a 4-day festival.

Collaborate throughout the year with a small all-volunteer team to coordinate strategic planning, fundraising and community awareness.

Key areas of responsibility included: Camper Services, New Camper Orientation, Accessibility, Community Safety, Early / Late Registrations, Administration and Allocation of the Scholarship Fund, Volunteer Coordination and Communications.

Creating a weekend that is successful, sustainable and profitable for the upcoming generation. www.sisterspace.org

Memberships:

ASAP – American Society of Administrative Professionals, 2010

IAAP – International Association of Administrative Professionals, 2008

Proficiencies:

Microsoft Suite: Word, Excel, Power point, Outlook

Google: Drive, Sheets, Docs, Slides

Adobe Acrobat and Adobe PDF

DocuSign

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