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Ramona Smedley

Summary:

Ramona is both a Seasoned Senior Managing Executive Assistant with well over 10 years of experience supporting Senior Executives and experienced as a Supervisor/Director overseeing large & small staff Technical Skills:

• G-Suite, MS Office Suite, MS Teams, MS Visio, SharePoint, Zoom, EPIC (APeX), Adobe Pro DC, Adobe Premiere Pro, Harvard Graphics, Qualtrics, Mailchimp, Survey Monkey, Box, Dropbox, WordPerfect Suite, FileMaker Pro, Slack, Dagesh, Davka Writer, Websites, Mailchimp, Survey Monkey, Entrata, Yardi Education:

• High School Diploma, Clay High School – 1981

• University of Wisconsin-Madison (Bachelors in Process – 4th year standing, 120+ credit hours obtained) Volunteer Service:

Board of Directors (Citizen Representative) – Chamber of Commerce, South Bend, IN Board of Directors (Member & Chair) – 1st Church, Christ Scientist Board of Directors – Transforming Action through Power (TAP) – Provide Administrative Support, Consultancy & Agent Representation

Professional Experiences

Senior Managing Executive Assistant / Analyst Officer IV to VP/CNO UCSF, Oakland & San Francisco Jan 2021 – Present

• This role supports the Vice President, Chief Nursing Officer, BCH-SF onsite at two locations (Oakland San Francisco); this role requires high volume - weekly travel

• This role (solid-line) manages four interns; and (dotted-line) manages four executive assistants—provides training, management, oversight to administrative staff & office interns; facilitates weekly admin meetings

• Serves as coordinator of communications/pertinent data among executive’s subordinate management staff (Direct Reports)

• Approving manager with payroll, finance, travel, supply, information technology, contracts creator & 1st line initiating approver (vendor, third-party)

• Provides & oversees, heavy calendaring management, creates formal minutes, meeting notes, manages special projects

• Handles details and oversees work of a highly confidential and critical nature to support the executive on matters of significance

• A high volume host of miscellaneous - affiliates invoice creation (monthly/quarterly), creation of spreadsheets, creation of slide (PowerPoint) presentations, creation of staff recognition videos, tutorial and training videos, note taking (Zoom Meetings), provide software and document training to colleagues administrative staff (various software), multiple miscellaneous

Two Short-Term Contract Positions Jun 2019 – Mar 2020 1) Executive Assistant, Sutter Health, Burlingame, CA (Office of the CEO)

• Worked with three other EAs to support the CEO and her executive team (five).

• Heavy calendaring, screened a high volume of calls (switchboard), processed weekly and monthly minutes, maintained department documents within a shared server environment, monitored and setup video conferencing, and scheduled travel and accommodations

2) Executive Assistant, Mercy Housing, San Francisco, CA (Office of the CEO)

• Reported to the CEO and the Regional Vice President, Operations

• Supervised the front office staff & interns

• Task processing: monthly credit card reconciliations, expense report reimbursements, heavy calendaring for CEO and Regional VP, created quarterly board of director minutes/agendas, created monthly executive officer minutes/agendas, and monthly teams minutes/agenda, setup shared files on MS Teams and utilized MS Teams and Zoom for video conferencing. Created correspondence and advance PowerPoint presentations with graphs. Created Fillable PDFs, created and updated excel workbooks 2 of 3

Executive Admin Assistant & Notary Public (State of California) Arden Wood, LLC, (non-profit) San Francisco, CA Dec 2017 – Apr 2019

• Notary Public, State of California (Commission expires 2022)

• Provided Administrative Support to CEO, 3 Directors and Department Staff

• Administrator for Code Alert System (Equipment [pendants, pagers & tablet kiosks] and Software)

• Technical Administrator & Technical Support for Patient Billing Charting Software

• Liaison for Temp Nurse Employment Program, Process Work Visas with Legal Team

• Provided Technical & Administrative Support for Trustees Quarterly Meetings

• Live Stream Organization’s Annual Meeting on Company Website, Administrator for Company-Wide Zoom Account for Video Conferencing and Webinars; Performed as Video Editor (Webinars & Video Conferences)

• Payroll Support (Time Reporting) for all Nursing Floors, Liaison between Payroll and Nursing Staff

• Hosted of Miscellaneous: Book Travel [Domestic & International], provided Monthly & Quarterly Statistical Reports, assisted with Annual Fiscal Reporting, minute taking, transcription, expense reporting, created correspondence and fillable pdf applications and forms

Agent Representative & Consultant Jul 2011 – Feb 2015 Transforming Action through Power (TAP), South Bend, IN

• Serve as liaison to create partnerships with area businesses, institutions, communities

• Create and play key role in heading fundraising initiatives

• Create organization website, research and provide content for landing pages

• Create entrepreneur/small business initiative as additional service for member base

• Serve as consultant to provide leadership to Board of Directors when needed re: research, new service options, contracts creation/maintenance

Business Development Consultant

Types 4 U, LLC, South Bend, IN & Racine, WI Jun 2008 – Jul 2017

• Provide Virtual Executive Assistant services to multiple clients

• Assisted multiple clients (individuals, startups, mid-size & large organizations) with executive administrative support

(calendaring, creating: documents/spreadsheets/presentations) as well as technical support (software training, website creation and website content management; agent representation (create relationships) to obtain partnerships/clients (Industries: Real Estate, Legal, Literature: Writers, Authors, Nonprofits

• Brand creation and promotion utilized heavy marketing campaigns; tools: E-Marketing, Digital and Print Marketing), Created Social Media Platforms to Lease-Up properties, collected rents, created leases, coordinated/managed vendors, oversaw staff related to leasing process owned by a Real Estate Developer

• Provided Lease-Up Services to an Off-Campus (University Housing) Real Estate Developer – created/facilitated weekly, monthly events (small and large), tours and recruitments to drive traffic to property and social media platforms

• Provided Property Management, supervised a small staff (Office & Maintenance), created partnerships with local universities and government entities (Local Politicians), managed vendors and vendor accounts. Large, host of miscellaneous duties

Director, Residential Services and Leashing, Annex Student Living Milhaus Property Management Group Jun 2015 – Jul 2017 Indianapolis, IN (position onsite in S. Bend IN)

• Provided Leasing and Property Management to a 66 Unit/133 bed Multi-Family Residential Living Community

(Academic Community served: IUSB, Notre Dame, St. Mary's, Ivy Tech & Bethel College)

• Provided Marketing, Created Leads, Created and Maintained Relationships with area businesses and same-market housing competitors, worked with vendors & created/edited and approved contracts, assisted with creation of brochures, publications, marketing videos, made presentations to community groups and organizations, multiple miscellaneous, etc.

• Managed a staff of four, interviewed, hired, created and administered performance reviews, signed time cards, worked with benefits & HR regarding staff hiring process and discipline process

• Daily, Weekly and Monthly leadership meetings (reporting data related: finance, occupancy, leasing, marketing)

• Trained other Directors on leasing and marketing

• Top Sales achieved (monthly from 2016-2017) in leasing

• Created marketing videos, brochures, strategies

• Oversaw Lease-Up Project at new developments and failing properties/communities (occupancy low) 3 of 3

Supervisor, Member Services

YMCA Edison Lakes Oct 2016 - 2017

Mishawaka, IN

• Managed a team of 25+ Member Service Associates; interviewed, hired, fired, scheduling, approved time cards, trained staff

• Oversaw Corporate Accounts; Created leads, signed new accounts, created contracts, created partnerships; heavy customer service contact; accounts receivables and collections (high volume), multiple miscellaneous (etc)

• Oversaw marketing campaigns, created community partnerships Circulation Supervisor

University of Wisconsin-Madison, Grainger Business Library Nov 2005 – Sept 2006 Madison, Wisconsin

• Supervised Undergraduate Student Workers (20)

• Administer Performance Reviews, Train new employees

• Fill shifts during employee absences, Various Miscellaneous duties

• Provide high volume copying services to professors (Syllabus)

• Administer & reserve laptops and devices to student population; reset devices

• Administer & reserve conference rooms, study rooms to staff and student populations

• Inventory stock, restock library shelves, maintain & oversee all areas Sr. Executive Assistant

Beth Emet Synagogue, Evanston, IL Mar 2000 – Mar 2003

• Maintained daily calendar (high volume), created board agendas/minutes

• Scheduled appointments, screened calls, opened and sorted mail (red-flagged in order of priority)

• Composed various correspondence, bulletins, reports (financial), book manuscripts, speeches

• Processed expense reports, fiscal statements (Excel)

• Served as liaison in supervisor’s absence for various meetings, creating agendas, and taking minutes

• Scheduled speaking engagements, coordinated honorariums

• Coordinated travel, i.e., airline, car/limo rental, scheduled restaurant and hotel reservations Executive Assistant to VP

Holy Cross Health System, Mission Standards, South Bend, IN Oct 1994 – Aug 1997

• Maintained daily computerized GroupWise calendar

• Scheduled all appointments, screened calls, opened and sorted mail (red-flagged in order of priority)

• Prepared handouts, itineraries, agendas and presentations for monthly company meetings

• Created advanced graphic presentations and slide shows for meetings (Harvard Graphics/Presentations)

• And served as Administrative backup to the Senior Executive Assistants in the 3 areas listed above: (Office of President, Human Resources, Mission Development)

• Processed large scale team projects (revised mission standards, employee handbook, catalogued and maintained corporate library {shelving located thru-out the building], coordinated company wide-new employee software training)

• Select and Implement Software Re-Training Plan and Provide Mandatory Training Modules Corporate-Wide to all Employees

• Revised Mission Standards (Large Handbook) for corporate office, all holdings and subsidiaries in 7 States; Created Library Catalogue System of all literature at Corporate Office

• Served as Co-Chair and Member, Staff Diversity Council for Corporate Office; Provided administrative support to coordinate yearly corporate office retreat for all employees; Provided administrative support to coordinate and facilitate monthly "7 Habits for Highly Effective People" 2-day training seminar for all new employees

• Processed expense reports, fiscal statements, gathered/compiled budget details for monthly/quarterly reports (Lotus), Prepared daily correspondence, reports, minutes, heavy transcription

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