Executive Administrative Assistant

Mrs. Rachel A. Prophett-Scott

**** ******** **. - **********, ** 45213-2025

513-***-****/ ********@*****.***

Summary of Qualifications:

Skilled executive administrative professional offering more than 25 years of expertise in the areas of office management, event coordination, facilities management, document management, office management, project assistance, communications, travel arrangements, purchasing and expense management. Possess a strong commitment to customer satisfaction and a natural determination to produce quality results. Maintains confidential and sensitive information. Possess meticulous attention to detail, critical thinker and problem solver, self-motivated, team player with the ability to interact with all levels of management.

Technical Proficiency:

Microsoft Office Suite (Word, Excel, Outlook, PowerPoint, Publisher), Adobe Suite, NetSuite Accounting Software, Adobe InDesign Desktop Publishing software.

Professional Experience:

Cincinnati-Hamilton County Community Action Agency (C-HCCAA) Cincinnati, OH (5/1998-Present)

Facilities & Operations Executive Assistant: - 07/2012- Present

Purchasing/Accounting Management:

Purchase janitorial supplies for administrative office and 4 satellite facilities.

Process all accounts payables and receivables, including purchase orders and electronic check request utilizing NetSuite software. Work with Finance staff to ensure payments, purchase orders are completed in a timely manner.

Project Assistance: Research late or missed payments at vendor’s request.

Security Management: Coordinates badge management using System Galaxy software,

Office Equipment/Supplies: updates preventative maintenance tracking spreadsheet for five facilities, office entry management, serves as liaison to ensure problems are addressed in a timely manner.

Calendar Management: Coordinate reservations for multiple meeting spaces.

Coordinate cubicle name plates for new hires, update and maintain agency telephone directory.

Meeting Support: attend and capture meeting minutes.

Attends board meetings as a backup.

Events Management: - 07/2012-Present

Provides assistance to internal and external customers regarding requests to utilize conference halls, facilitates client walk-throughs, coordinates rental paperwork, quote prices for rental, discuss rental logistics, work with clients on setup logistics to ensure that room is set up according to client’s request, attends event to ensure quality customer relations.

Work with contractors on setup and cleaning practices for every event;

Develop processes to ensure that all aspects of event coordination are consistent;

Research venues and make recommendations for improvements.

Receive payments, issues statements/receipts for facility rentals. Places collection calls/emails to clients with outstanding balances, resulting in 100% collection average.

Mrs. Rachel A. Prophett-Scott

3554 Edgeview Dr. - Cincinnati, OH 45213-2025

513-***-****/ ********@*****.***

Professional Experience (continued):

Cincinnati-Hamilton County Community Action Agency (C-HCCAA) Cincinnati, OH (5/1998-Present)

Administrative Assistant to Grantee Head Start/Early Head Start Director: - 10/1998-07/2012

Managed director’s office using excellent customer service, organizational, interpersonal, communication, project and multi-task management skills,

Maintained director’s calendar and conference room reservations

Screened and directed calls and correspondence, responded independently when required,

Composed confidential and routine business correspondence

Ensured confidentiality and controlled access to sensitive information,

Prepared and reconciled expense reports, check requests, purchase requisitions, ordered and maintained office supplies,

Arranged complex and detailed travel plans; assisted with event planning and special projects, prepared presentations, itineraries, meeting arrangements and recorded minutes,

Served as a liaison between the Director, President/CEO, funders, and senior management team. Remained flexible when priorities and/or requests changed.

Assisted in the interview process, trained and supervised receptionist.

Administrative Assistant/Executive Office: 05/1998-10/1998

Maintained executive calendars

Prepared travel arrangements senior management team

Supported other administrative teams by helping to facilitate daily operations across departments

Prepared board meeting materials

Performed inventory control procedures of office supplies and equipment

Education:

University of Cincinnati, Blue Ash Campus

Associate’s Degree: Administrative Support Management/Event Planning; Program cancelled due to low enrollment.

Professional Development/Certifications/Trainings:

Facilities Management 2-Day Training, Fred Pryor Trainings 09/2021

The Art of Participatory Leadership, Cincinnati Community of Practice 11/2014

Leadership Skills for Women, National Seminars 12/2012

Marketing using Social Media, National Seminars 10/2012

Event Planning, SkillPath Seminar 09/2008

Excel – Level I, C-HCCAA 03/2007

Executive Administrative Assistant, Certificate/University of Cincinnati 11/2000

Professional Administrative Assistant, Certificate/University of Cincinnati 04/1999

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