Administrative Assistant Executive
Resume:
Sonia F. Coleman
Richmond, CA ***** ***********@*******.*** 510-***-****
SUMMARY:
Experienced administrative professional with over a decade of expertise in supporting executives and managing complex schedules within healthcare, government, education, and nonprofit organizations. Known for exceptional organizational skills, attention to detail, and the ability to prioritize and manage multiple tasks efficiently in fast-paced environments. Recognized for maintaining effective communication with stakeholders at all levels. Committed to delivering high-quality work and contributing to the success of the teams and executives supported. KEY COMPETENCIES:
• Executive Administrative Support
• Project Management
• Meeting Coordination & Minute Taking
• Event Planning
• Calendaring & Scheduling
• Data Management & Reporting
• Technology: MS Office, Google Suite, Concur,
Zoom, Teams, Type 75 WPM
EMPLOYMENT:
California Department of Public Health (CDPH), Richmond, CA - Temporary via Robert Half May 2024 - Present Executive Assistant
• Provided executive support to two Physicians, managing their schedules and attending high-level meetings.
• Accurately took and distributed minutes for multiple meetings, including Director’s Meetings, Lab Bi-Weekly meetings, and various weekly check-ins.
• Coordinated meeting logistics and ensured timely availability of minutes on the shared drive for revisions and additions.
• Participated in a wide range of departmental meetings and seminars, ensuring accurate documentation and follow-up.
• Assisted in organizing the CLS Summer All-Hands Meeting and other key events, contributing to smooth execution.
Hospice of the East Bay, Pleasant Hill, CA - Temporary via Robert Half Dec 2023 - Apr 2024 Administrative Assistant / Scheduler
• Coordinated daily scheduling for hospice staff, including doctors, nurses, LVNs, and CNAs, ensuring timely patient visits.
• Managed appointment scheduling for hospice clientele, addressing various needs such as comfort care and medical visits.
• Conducted daily meetings with executive staff to update them on staff availability and patient care schedules.
• Typed correspondence for the Executive Director and maintained organized filing systems. Alameda Health System, Oakland, CA - Temporary via Robert Half Dec 2019 - Oct 2023 Executive Assistant (Jul 2023 - Oct 2023)
• Supported two Chief Administrative Officers at John George Psychiatric Hospital and Fairmont Hospital, Post- Acute Services.
• Attended and documented minutes for 8-10 weekly and monthly meetings, distributing them to CAOs and committee members.
• Collected and reported data for daily safety huddles, including census, falls, and HAPI reports.
• Participated in Post-Acute MOR and PHI meetings, contributing to discussions on racial equality in healthcare.
• Supervised and led monthly meetings for Support Staff, ensuring team alignment with organizational goals. Page 2 of 2
Administrative & Project Assistant (Dec 2019 - Jul 2023)
• Acted as a liaison and provided administrative and project support for 5 hosipitals, ensuring seamless communication and coordination.
• Managed office administrative tasks, including maintaining inventory, overseeing filing systems, and updating internal procedures.
• Coordinated and documented minutes for daily Safety Huddle meetings during the onset of COVID-19, ensuring timely communication.
• Participated in The Joint Commission Survey and Mock Survey, presenting safety binders and reports.
• Handled special projects, including researching information, summarizing data, and preparing statistical reports. Beth Jacob Congregation, Oakland, CA - Temporary via Robert Half May 2017 - Oct 2019 Administrative Assistant
• Managed communication with members and the community by typing and distributing the weekly BEAT through Constant Contact.
• Proofread and produced the quarterly bulletin, "The Voice of Beth Jacob," for distribution via mail, website, and social media.
• Coordinated and published schedules for classes, events, and guest speakers, ensuring accurate and timely communication.
East Bay Church, Oakland, CA - Temporary via Robert Half Oct 2015 - Apr 2017 Office Manager
• Managed day-to-day office operations, including answering calls, distributing mail, and setting up meetings.
• Updated the church’s website and managed rental space agreements, ensuring smooth operations and income security.
• Typed and distributed payroll checks, ensuring accurate and timely payment to staff.
• Organized and prioritized workloads to meet deadlines, providing high-level support to all church staff. Alta Bates Summit Medical Center, Berkeley/Oakland, CA Aug 2009 - Aug 2010 Chaplain Resident
• Acted as a liaison and provided spiritual care and resources to patients, families, and staff.
• Documented patient visits, ensuring accurate and complete records of spiritual care services. Muskegon Heights Public School District - Glendale Elementary School, Muskegon Heights, MI Apr 1992 - Jan 2004 Administrative Secretary / Administrative Assistant to Superintendent of Schools & Curriculum Director
• Managed correspondence, student records, and scheduling, ensuring efficient school operations.
• Coordinated meetings and supply orders, supporting staff needs and ensuring a well-functioning environment.
• Attended and documented board meetings, distributing minutes to members promptly.
• Scheduled meetings and secured office files, ensuring smooth administrative operations for the Superintendent.
• Published the district’s quarterly newsletter, keeping the community informed of educational initiatives.
• Managed orders for curriculum tools and testing benchmarks, supporting academic success. EDUCATION:
Clinical Pastoral Education - Alta Bates Summit Medical Center, Berkeley, CA Aug 2010 Master of Divinity - Graduate Theological Union, American Baptist Seminary of the West, Berkeley, CA May 2009 Courses in Business Administration - Tennessee State University, Nashville, TN Aug 1982 - Jan 1984
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