Mimi M. Hall

Scottsdale, AZ ***/***-**** ad4z4u@r.postjobfree.com

Objective

Highly motivated, energetic individual seeking an administrative position where I can apply my experience and abilities to add value to a dynamic and successful organization, while achieving professional and personal satisfaction. Excellent work ethic, organized, bright, responsive, analytical, anticipates needs, detail-oriented, yet appreciates the “big picture,” with a professional and friendly demeanor. Demonstrated success in providing administrative support, efficiency, streamlining and management of processes and procedures in the operations and functions of a busy, professional office.

Key Skills and Leadership Abilities

Efficient, organized, detail-oriented

Supervisor and conflict-resolution experience

Experience maintaining confidentiality

Responsive and anticipates needs

Experience in streamlining office processes

Self-directed and solution-focused

Professional Experience

CenCal Health – Santa Barbara, CA

Executive Assistant – 2018 to December 2023

Provide Executive Administrative support to the Chief Medical Officer and Health Services Officer.

Strong calendar management, proactively organizing executive’s time as required using expert judgment and discretion.

Act as a liaison to CMO’s Direct Reports, including scheduling of various meetings, both internal, and with external partners.

Coordinate, proofread, and edit monthly Health Services Board Report for submission to the CEO’s office.

Have industry knowledge and stay current with changing programs and trends. Research and craft reports for CMO and HSO.

Share department and organization knowledge on an on-going basis with Health Services Administrative Assistants, and in other departments, as well as with staff, in general.

Research, prioritize, and follow-up on multiple incoming issues and concerns addressed to the CMO, including those of a highly sensitive and/or confidential nature, determine appropriate course of action, and referral and/or response.

Compose correspondence, create, and update various spreadsheets, and prepare reports, as directed.

Prepare an on-boarding agenda and schedule introductory meetings for new Directors of the Health Services Division.

Represent Health Services Division with professionalism while interacting with community partners, vendors, employees/peers, Committee members, and Board members.

Display a high level of interpersonal communication skills, both verbal and in writing.

Demonstrated ability to be flexible in shifting priorities, while maintaining a calm, professional, and positive demeanor.

Maintain diplomacy, integrity, confidentiality, and discretion in all aspects. Respect and honor the organization’s mission and values and execute duties and responsibilities in alignment with those principles.

Make travel arrangements, including flights, hotels, car rentals, for CMO and Health Services Officer.

Register Health Services executives for in-person or virtual conferences, providing agenda and meeting materials, when applicable.

Utilize Chrome River platform for purchase orders, invoices, expense requests, credit card reconciliation, and reimbursements for Health Services executives.

Coordinate quarterly Health Services Committees meetings. These Committees include the Quality Improvement & Health Equity Committee and Pediatric Clinical Advisory Committee. Prepare meeting agendas, calendar initiations to staff and Committee members, attend meetings, and take minutes. Prepare transcribed minutes for approval at the next Committee meeting.

Prepare agendas for internal Direct Reports meetings, attend, and take notes, and update associated spreadsheets and documents with related activities of meetings. Follow-up with Direct Reports concerning agreed-upon on action item, as necessary.

Schedule, attend, and take notes for internal meetings concerning Health Services topics with other departments of the organization, as requested.

Maintain subscriptions to professional organizations, journals, periodicals, and web-based medical reference tools, for Health Services executives.

Visiting Nurse & Hospice Care (VNA) - Santa Barbara, CA

Executive Assistant - 2016 to 2018

Supported Chief Executive Officer to ensure that all administrative aspects of the Executive Office ran smoothly and accurately. Presented a positive and professional image to the community, Board of Directors, Committee members, regulatory agencies, and internal staff.

Prepared for, attended, and took accurate minutes for Board, Committees, and internal staff meetings to ensure accurate and timely minutes were available for attendees, and others that needed the information, and to fulfill legal requirements.

Scheduled meetings, appointments, and conference calls. Kept the CEO on schedule and apprised of changes to ensure her time was used most efficiently.

Experience in laptop, projector, and conference call set-up for meetings.

Using Constant Contact, created and wrote the monthly staff newsletter: “What’s Going Well?”

Managed and oversaw intranet site: CareNet.

Coordinated conference registration, travel arrangements, hotel reservations, and rental car reservations.

Managed a complex, ever-changing, and detailed CEO calendar.

Prepared monthly expense reports for the CEO.

Communicated with the public and staff by phone, ensuring accurate, timely, and professional screening of calls, taking of messages, answering of questions, and referring of calls as appropriate.

Organized and prioritized large volumes of information, ensuring the information was analyzed, accurate, and presented in the most usable manner possible to meet the needs of the CEO.

Managed incoming and outgoing correspondence. Assisted the CEO in the prioritization of incoming and outgoing correspondence.

Designed and prepared general correspondence, memos, charts, and other types of correspondence for the CEO.

Created and developed visual presentations for the CEO from data obtained to ensure the accurate and timely preparation of presentations.

Handled non-routine and sensitive information, ensuring complete confidentiality.

Santa Barbara Center for Oral & Maxillofacial Surgery

Practice Manager – 2014 to 2016

Office manager for a three-doctor, three-office oral surgery practice.

Personnel management: supervised and managed 16 employees, including surgical and office staff. Managed and delegated tasks to office staff where appropriate. Assessed employee issues and concerns, developed and proposed solutions to doctors. Implemented employee issue resolutions and monitored outcomes. Acted as a liaison between staff and doctors. Managed staff assignments between three offices. Responsible for recruitment and hiring of office and surgical staff. Successfully hired eight surgical staff and coordinated their training and on boarding.

Responsible for management of patient treatment schedule, and information technology issues; office management software, and digital imaging issues.

Coordinated and collaborated with outside information technology vendors for solutions to software and hardware malfunctions, in addition to assessment of computer and software needs for all offices that operated 24 workstations.

Researched services and procured bids for various services and processes of the offices, including an upcoming remodel of one of our offices.

Managed and assisted front desk with patient service; answering phones, scheduling patients for consultations and treatments, verify dental insurance eligibility, and answer patient billing questions.

Managed doctors’ schedules and calendars, as needed.

Santa Barbara Unified School District, Santa Barbara, CA (continued)

Human Resources Specialist - 2013 to 2014

Provided administrative support to the Assistant Superintendent, Human Resources, and the classified and certificated coordinators.

Posted and advertised open positions on Edjoin, Linkedin, CalJobs, etc.

Screened applicants, coordinated interviews, administered, and scored employment examinations.

Interpreted and communicated district hiring processes and protocols to staff and prospective applicants.

Participated in interview panels, discussion, and hiring of applicants.

Composed letters of acceptance/denial to applicants.

Responded to inquiries from internal and external applicants.

Prepared new hire paperwork for data entry and scheduled new-hire orientation.

Maintained employee records, files, and other employment-related databases.

Santa Barbara Unified School District, Office of the Superintendent, Santa Barbara, CA

Executive Assistant - 2008 to 2013

Executive Assistant to the Superintendent of 23 elementary and secondary schools.

Prepared, researched, and compiled documents used by the Superintendent in the performance of his job duties.

Acted as a liaison between the Superintendent and numerous professionals, including the Board of Education, district office cabinet members, school district personnel, parents, the general public, and many business and community organizations.

Prepared agenda and related materials for Board of Education meetings.

Produced minutes of each Board of Education meeting and maintained official Board minutes as required by law.

Maintained strict adherence to the Brown Act meeting provisions and requirements, as required by law.

Performed highly complex secretarial assignments and assisted with administrative details, including, but not limited to correspondence, background summaries and reports, research, organizing and maintaining confidential, personnel, and administrative files.

Coordinated daily activities of the Office of the Superintendent, including the coordination of the Superintendent’s demanding schedule, scheduling of meeting with Cabinet members, teachers, parents, outside entities, school donors, and other members of the public. Monitored workload of the office, ensured that deadlines were met, and that quality work was produced and executed.

Maintained strict confidentiality at all times.

Received and responded to inquiries from staff and the public, referred assignments to appropriate departments in the district office, resolved problems and complaints, and interpreted district policies and procedures for others.

Successfully implemented the conversion from paper Board meeting books to a web-based Board meeting and materials application for 30 users.

Supervised the Office Assistant; delegated tasks and duties, oversaw production and quality of work product, and managed workflow to ensure efficiency and organization of the office.

Santa Barbara Bank & Trust – Executive Administration, Santa Barbara, CA

Executive Assistant - 2006 to 2008

Executive Assistant to Chairman of the Board of Directors, Executive Vice President & General Counsel, and Corporate Secretary, serving a $7.4 billion, 50-branch network.

Performed varied and complex administrative duties with a very high degree of confidentiality and professionalism.

Prepared and maintained various reports, legal logs, and documents using Word and Excel software.

Monitored, reviewed, and prepared expenditures for payment.

Compiled documents from various business units to prepare board books and coordinated all aspects of quarterly board meetings.

Professional interaction with board members, bank executives, bank personnel, members of the local business community, and federal regulators with courtesy, tact, and diplomacy.

Coordinated daily activities and schedule of the Office of the Chairman of the Board and the Legal Department. Maintained Board of Directors and Committee calendar.

Ensured appropriate understanding of Risk Management policies, procedures, and processes pertaining to the Legal Department and the Office of the Chairman of the Board are incorporated into daily assignments and workflow processes.

Santa Barbara Bank & Trust – 2001 to 2006

Customer Service Center Representative

Risk Management Assistant

Loan Support Services Trainer

James H. Sturgeon, DDS, Goleta, CA

Dental Front Office Manager - 1995 to 2000

County Bank (Resolution Trust Corporation), Santa Barbara, CA

Loan Administration Assistant - 1991 to 1993

County of Santa Barbara – County Counsel’s Office – Santa Barbara, CA

Legal Secretary (Confidential) – 1988 to 1990

Education

University of California at Santa Barbara Extension – Human Resources Management Program

Human Resources Development

Diversity and Inclusion in the Workplace

Santa Barbara City College – General studies – Anthropology Major

Santa Barbara City College - Certificate of Completion – Legal Secretary

Santa Barbara Senior High School

Proficient in Word, Excel, Power Point, Adobe, Outlook, Visio, Teams, Constant Contact, Survey Monkey, Chrome River, Gmail, and Google Docs

Familiar with Mac, SharePoint, and Access

Usual and customary office equipment use; copier, printer, scanner, facsimile, Dictaphone

References available upon request.

Contact this candidate