Elvira (Val) Day

Hampton, VA *****; Cell 757-***-****, Email: ad1eq8@r.postjobfree.com

Qualification Summary

Detailed oriented Registered Notary with over 30 years of Administrative Assistant experience supporting top tier Executives in Aviation, Human Resources, Finance, Funeral Services, Medical Centers, and Nonprofit Organizations, adept at developing and maintaining administrative procedures that reduce redundancy, improve accuracy and efficiency, while achieving organizational objectives. Proven team player with the ability to work with people at all levels of a corporation Areas of Expertise

Executive Administrative Support

File Organization

Customer Service

Appointment Setting

Meeting Coordination

Correspondence Preparation

Editing and Proofreading

Travel Coordination

Schedule Management

Expense Reporting

Database Management

Event Planning

Microsoft Word

Microsoft Teams

Expense Reporting

Telephone Etiquette

Conflict Resolution

Staff Training

Process Improvement

Microsoft Excel

Microsoft Outlook

Professional Experience

Marketing and Sales Executive May 2022 – Current

Nippon Express USA Inc (Norfolk Office) Newport News, VA

• Ocean Import/Ocean Quoting; quote international freight and drayage for shipments to VA and MD ports

• Developing business relationship with potential and exiting customers in logistics

• Report activities for assigned accounts to ocean team

• Apply knowledge of local import regulations and requirements, staying abreast of new regulations and programs that may impact the operations.

• Liaise with outsourced vendor (e.g. trucking) and manage performance to ensure desire service levels can achieve. Ocean Import Agent October 2021– May 2022 (Promoted) Kelly Employment Services (assigned to Nippon Express Norfolk Office) Newport News, VA

• Responsible for coordinating the import shipments on FCL and LCL containers; Liaison for various international and US ports, overseeing an estimate of 150 shipments per month.

• Ensure accurate and timely data entry into AS400 and GS Net operating systems for shipment monitoring

• Ensure time sensitive documents are sent to customer, drayage, consignee, or brokerage

• Process invoice for account receivable to assure proper delivery

• Prepare invoices for account payable after upon shipment arrival to destination

• Provide excellent communication, timely responses to emails and requests (internal and external)

• Train new hires on AS400 import system operations Administrative Assistant IV January 2012 – October 2021 Vertex Aerospace Flight International Newport News, VA

• Provide executive administrative support for Senior Leadership for a DOD aviation contractor; Coordinate executive communications including taking calls, responding to emails, agenda updates, meeting summaries, general memos; create PowerPoint presentations for meeting and training, Proofread documents for accuracy; Manage calendars, and schedule appointments; Perform a variety of accounting activities such as petty cash and company credit card reconciliation, Allocate purchases in a monthly report; Receive checks for deposit; Manage office supply logistics; Order office supplies; Organized supply room; Keep accurate inventory record for expense reporting;

• Oversee Import/Export; Responsible for the movement of merchandise and/or material in/out of the country in compliance with federal, state, and local regulations. Prepare document such as commercial invoices, combined product list and aircraft licenses.

• Primary Travel Arranger; Responsible for all domestic and international travel arrangements; schedule flights, hotel bookings and ground transportation, and handle any other trip-related issues; Create cost estimates forms and travel itineraries; Develop/prepare travel training manual, and train new Travel Arrangers

Promoted from Flight Operations Administrative Assistant to Executive Administrative Assistant

Created travel procedures and file structure

Completed Global Trade Practitioner course for Empowered Officials and Export Coordinators

Registered Notary for the Commonwealth of Virginia -Commission exp July 2024

Recipient of Flight International Employee of the Quarter

Member of Employee Advisory Committee

Elvira (Val) Day

Resume, Page 2

Administrative Assistant III March 2009 – January 2012 Adecco Employment Services -(L3 Communications Flight International) Newport News, VA

• Performed administrative support to the Director of Flight Operations, Chief Pilot, and Flight Training Manager; functions included taking calls, responding to emails, and interacting with service providers, accurately proofread training manual changes and manual revision inserts; Created and maintained pilot manual and electronic training folders according to FAA standards and audits; Submitted time sensitive paperwork pertaining to pilot recurrent training, PRIA paperwork, Federal Civil Aircraft Landing Permits and Flight Standards District Office (FSDO) landing permission correspondences

• Responsible for domestic and international travel arrangements for Flight Department and deployments; schedule flights, hotels bookings and ground transportation, and handle any other trip-related tasks; Create cost estimates in Excel spreadsheet and travel itineraries

• Assisted Human Resources with timesheets allocations for payroll and completing personnel action forms

Temporary position hired as a permanent employee

Maintained over 1000 pages in 6 volumes of training Manuals for over 40 Pilots and Managers

Processed time sensitive material to maintain flight operations and to meet the requirements facilitated by the Federal Aviation Administration (FAA)

Successfully arranged group travel for over 15 annual domestic and 5 international deployments

Recipient of successful FAA file audits and On the Spot awards Field Operations Support Assistant October 2007 – April 2009 Parklawn-Wood Funeral Home Hampton, VA

• Performed administrative support to Location Management, Sales, Family Service Counselors and Accounting; entered service contracts into a database; Responsible for filing sensitive documents to local health departments, insurance companies, local or state medical examiner with accuracy; composed obituaries for newspapers

• Created service programs and announcements, memorial videos, and service pamphlets

• Processed accounts payable transactions, Received and processed payments on contracts

• Coordinated the ordering of memorials and related products, Controlled storage inventory HIMS Assistant November 2007 – June 2008

Riverside Regional Medical Center Newport News, VA

• Assisted Health Information Management Systems Department by converting patient medical records to electronic imaging/scanning and indexing accurately using barcode system; Maintained medical records within HIPAA standards and regulatory compliance

• Responded to inquiries and requests for information from staff and the public in accordance with legal, regulatory, and departmental policies and procedures; researched inaccuracies; adhered to privacy, security, and consent mandates in the completion requests

Office Administrative Assistant August 2005 – November 2007 Nelsen Funeral Home Williamsburg, VA

• Performed administrative support to Directors and Accounting, entered service contracts into a database

• Responsible for filing sensitive documents to local health departments, insurance companies, local or state medical examiner with accuracy; composed obituaries for newspapers; Created service programs and announcements, memorial videos, and service pamphlets; Prepared reports, and documents

• Processed accounts payable transactions, Received and processed payments and contracts

• Liaison with hospitals, nursing homes, worship centers, ministers, local and state police Education

Liberty University Online, Lynchburg, VA Current

B.S.-Business Administration – Healthcare Management ~ Completed 72 credits of 120 credits Virginia Western Community College, Roanoke, VA June 1999 AAS -Business Administration –Administrative Assistant; Specialization Office Technology

Contact this candidate