Part-Time Executive Assistant

Sharilyn S. Wagatsuma

**************@*****.*** 808-***-****

OBJECTIVE

Seeking a part-time position. Will use my proven administrative skills to assist and support a progressive organization.

QUALIFICATIONS

Exercises high level of judgement, discretion, and confidentiality in the execution of administrative support.

Excellent written, communication, problem-solving, organizational, and interpersonal skills.

Anticipates what is needed to find solutions to potential issues.

Able to multitask and establish priorities.

Positive attitude, team-player, flexible and comfortable working in a dynamic environment with changing priorities.

Highly organized and detailed oriented.

Able to take initiative and deal with challenges in a calm, professional manner.

Goes above and beyond and does whatever necessary to accomplish tasks

CURRENT RESPONSIBILITIES

Provides administrative executive level support to Executive Chairman (EC), and other C-Suite level executives, including the Board of Directors.

Works closely with other Executive Assistants and various departments at all levels.

Schedules meetings: internal/external, often involving multiple parties and in various time zones, using different platforms.

Maintains complex calendars and identifies any potential conflicts.

Composes and transcribes correspondence and meeting minutes when necessary.

Keeps current, EC’s extensive contact and email distribution lists.

Receives visitors - Ascertain nature of business and personally handles those requesting information and appointments with CEO; directs remainder to appropriate personnel.

Intake customer complaints directed to EC’s office and address customer’s concerns.

Works very closely with Board Directors and their assistants.

Prepares detailed itineraries and coordinates EC’s extensive travel arrangements – air, ground, and hotel accommodations.

Processes monthly expense report for self and EC.

Screens incoming phones calls for EC.

ADDITIONAL RESPONSIBILITIES

Provides leadership to other Executive Assistants (EAs) to ensure delivery of cohesive support to the executive team.

oManage EAs work schedules to ensure there is a primary and secondary person assigned to physically be in the office each day. Monitor schedule discrepancies, coordinate changes in scheduling due to unexpected absences, sick leave, and vacation plans.

oConduct monthly meetings with EAs to promote better communication and to address issues affecting overall operation of the administrative office.

Manages company-wide inter-office and outer island mail distribution.

oCoordinates courier service distribution of interoffice mail among various office locations throughout the complex and off-site locations to ensure the most efficient and cost-saving routes.

Point of contact for call center in the Philippines who answer company’s main phone line.

oResponsible for forwarding and updating pertinent company information to operators to assist them with properly directing customer calls to the correct location.

oApproves monthly invoices for payment.

EXPERIENCE

05/2005 - Present Executive Assistant, Servco Pacific, Inc. / Honolulu, HI

01/2005 – 04/2005 Executive Assistant, Hawaii Insurance Bureau, Inc. / Honolulu, HI

Assists the President, CEO in a variety of duties. Gathered data, prepared material, and coordinated Board of Directors meetings. Maintained membership database and calculated assessments. Responsible for overseeing general office services including travel arrangements, processing mail and procurement of supplies.

03/1998 – Present Office Manager, RW Supply Inc. / Mililani, HI

Manages the business affairs of RW Supply, a commercial flooring and construction product distributor. Processes accounts payables and receivables. Responsible for payroll and filing monthly, quarterly and annual payroll, State, and Federal taxes.

09/1992 – 12/2004 Executive Secretary, The Estate of James Campbell / Kapolei HI

Managed the business affairs of the Estate’s Vice President of Information Technology and the Vice President of Beneficiary Relations. Support activities included scheduling and coordinating meetings and appointments, preparing materials and transcribing minutes for Board of Director’s meetings, and maintaining consultant and service contracts including software licensing and renewals. Additional responsibilities include supporting a team of five IT managers and staff members, initiating correspondence, making travel arrangements, computer software training for Estate personnel, and managing operations of the company’s PBX phone system.

12/1991 – 09/1992 Personnel Secretary, The Estate of James Campbell / Honolulu, HI

Successfully managed the business affairs of the Estate’s Personnel Manager and Personnel Specialist. Responsibilities included: Maintaining confidential files on the Trust’s 120 employees on Oahu, Maui and California; preparing and processing necessary paperwork for new hires, promotions, transfers and terminations; and collecting and compiling time sheet information for payroll purposes.

09/1991 – 12/1991 Lecturer, Leeward Community College / Pearl City, HI

Served as a lecturer in the college’s Office and Technology program. Taught keyboard skill-building class to help students improve speed and accuracy while word-processing. Assumed full responsibility for the preparation, instruction, and evaluation of the class.

09/1990 – 08/1991 Teacher, Nanakuli High & Intermediate School / Nanakuli, HI

Full-time Hawaii State Department of Education teacher for grades 9 through 12 in the school’s Business and Foreign Language departments. Taught Beginning Typing and Japanese Language, levels I, II and III. Assumed full responsibility for preparation, instruction and evaluation for the classes.

09/1989 – 09/1990 Training Coordinator, Hawaii Medical Services Association / Honolulu, HI

Provided training and support for physicians’ office staff on the use of HMSA’s computer billing, tracking, claims-submission system. Additional responsibilities included: editing and updating training manuals, planning and coordinating training seminars to familiarize users with new software.

EDUCATION

1989 Bachelor of Education, University of Hawaii at Manoa

Emphasis: Secondary-Level Business Education

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