Senior Executive Assistant

Diana Capato

**** ** ***** *******

Davie, FL ***24

Cell: 954-***-****

Email: ***********@*******.***

Professional Profile

Over 20 years’ experience in Office Administration & over 11 years’ experience providing Executive Secretary Level Assistance support to Senior Executives and point of contact for Board of Directors

Experience with general Human Resources & Office / Vendor Management functions

Experience working with General Contractors and Subcontractors

Experience working as a Personal Assistant for senior and C-Level Executives

Property Management, Insurance Experience and Non-Profit Organizations

Knowledge of AHCA regulations & Credentialing Process in accordance with NCQA

Experience with Managed Care Organizations & Centers for Medicare & Medicaid Services (CMS) credentialing and registration processes

Experience with certificate of insurance to include general liability & workers’ compensation

Notary Public, Florida, valid until 2025 # HH203754

Bilingual (Fluent in English and Spanish)

Advanced knowledge with Microsoft Office 365: Word/Excel/PowerPoint, Teams, Outlook, QuickBooks, Publisher, Salesforce, Insperity and Paylocity Payroll Software, Google Docs

Areas of Expertise

Ability to work independently with minimal supervision

Efficient multi-tasking skills

Strong interpersonal and collaboration skills

Maintain high level diplomacy & confidentiality

Outstanding communication skills and maintain professional demeanor

Highly Energetic

Self-Driven

Highly Resourceful

Proactive

Extremely Organized

Excellent Time Management Skills

Attention to Detail

Calendar Management

Coordinate travel arrangements and itineraries

Preparing Agendas & Meeting Minutes

Coordinating Special Events – Onsite and Offsite Office

Able to thrive, adapt and succeed in a fast-paced environment

Employment History

6/2021 – Current Sr. Executive Assistant to Executive Director / Administrator – Catholic Health Services/St. John’s Rehabilitation Hospital & Nursing Center & St. Joseph Residence, Lauderdale Lakes, Florida

Assists, Executive Director I Administrator in managing regulatory requirements with Agency for Healthcare Administration (AHCA), The Joint Commission (TJC), Center for Medicare and Medicaid Services (CMS), Comprehensive Emergency Management Plan (CEMP) and other regulatory compliance agencies.

Assist Chief Medical Officer, Dr. Brian Kiedrowski, in coordination with weekly Optum meetings and Quarterly Professional Affairs Committee Board meetings

Responsible for monitoring/maintaining licensure renewal, contracting and credentialing applications.

Maintain certificate of insurance for vendors and affiliated facilities.

Responsible for the data collection/input and timely worksheet submission located on the shared drive.

Prioritize grievances/concerns to the appropriate department head and informs Executive Director /

Administrator.

Coordinates and arranges seminars, conferences, and travel plans for the Executive Director/Administrator and Medical Director, Dr. Clinton Jules

Maintains and updates files for the Administration offices.

Assist in coordinating outside management team meetings as needed.

Collects data and prepares daily, weekly, monthly quarterly reports and distributes as needed.

Prepares, summaries and distribute meeting minutes for facility and corporate as required by organizational Bylaws (Professional Affairs, Quality Assurance Performance Improvement (QAPI), Quality Management Council (QMC) and Medical Staff Executive.

Opens mail of the, Executive Director I Administrator pointing out items of highest priority.

Participates in daily, weekly and/or monthly meetings as required or requested.

Manages calendar of conference rooms for all (3) facilities.

Meets with Executive Director I Administrator and Chief Medical Officer

to discuss escalated matters, obtain direction and set time frames for planned activities.

Manages and maintains the facility Guardian Angel Program.

Independently facilitates family/residents’ issues and concerns, acts as the facility Liaison/Ambassador providing solutions using all resources, discretion, and judgment.

12/2020 – 5/2021 Executive Assistant/ Personal Assistant to CEO – Health Business Solutions, LLC, Cooper City, Florida

Perform administrative work, including scheduling meetings on site and off site, heavy calendar management,

Assist CEO, who serves as Chairman of the Board for Broward Health, with clerical support functions in preparation for meetings such as, compose and proof correspondence, including e-mail, letters and gather materials for upcoming Webex and onsite meetings and corresponding with Executive Team members on behalf of CEO.

Assist with Revenue Cycle Management business, Personal businesses, and Real Estate properties

Maintain CEO updated and prepared for all appointments and meetings both professionally and personally

Maintain personal and confidential records for CEO

Coordinates complex and frequent travel/lodging/car rental for CEO, Leadership Team, and extended family members

Maintain all insurance policies, including personal health, life, auto, property and corporations, update database of information, assist in personal financial documents, collect rental payments from tenants, deliver late rent letters and notices to vacate.

Assist in multiple accounting, loan, and financial projects, create agendas, complete minutes for meetings

Review Real Estate documents for bank closings, real estate property management, facilitate changes in ownership of companies, properties, and bank accounts, make bank deposits

Assist attorney with multiple probate items, opening and setting up a new corporation with IRS

Update master key / alarm access codes for the company

Ordering of all office supplies

Manage Coca Cola products and restocking machine

Responsible for coordination and active planning and execution of company events both on-sight and off-site such as office events, catering, and special celebration requests

Facility Management of service for office building, such as lights, air conditioning and other office building needs, interact with outside vendors on facility / property issues

Open office on designated day as the office key holder

Assisting in managing vendors relationships to include shredding services, paper supplies, etc.

Assist in other duties as assigned

3/2018 – 7/2020 Executive Assistant / Credentialing / Office Manager to President & CEO – SurfMed (Durable Medical Equipment) Inc, Pembroke Park, Florida

Assist with HR administrative duties, such as managing online job postings, maintain personnel files, team up with department managers to identify talent for open positions, assist with payroll preparation, conducting phone screenings, coordinating / scheduling interviews, reviewing policy handbook, conduct background checks / drug screenings, references, and additional HR administrative duties

Answers telephone calls in a timely/professional manner and assure messages are communicated

Develops familiarity with callers and maintain fine-tuned sense of priority of callers and time sensitivity of matters, as that can change

Manage executive’s schedules, calendars, and appointments

Prepare internal and external corporate documents for team members and industry partners

Responsible for developing and implementing office policies by setting up procedures and standards to guide the operation of the office to include ordering, inventory and replenishing of office, kitchen, and janitorial supplies

Coordinates and assist in facility management to include vendor orders, coordination, property management communications

Coordinates complex and frequent travel/lodging/car rental schedules for CEO, President, and members of the Executive team

Schedules meetings, noting need for advance scheduling due to nature of executive calendars

Coordinates with multiple departments regarding Executive team attendance at meetings, events, or participation in specific events

Reviews all incoming mail and escalate, distribute as necessary

Responsible for coordination and active planning and execution of company events both on-sight and off-site

Prepares, updates, maintains, and reviews presentations and correspondence, including materials for meetings and agendas; prepares and distributes materials for meetings/team members

Within scope of authority, independently composes correspondence and other professional written communications internally and externally

Act as a liaison for the company in credentialing of contracts, insurance, permits and property management related items for both existing and operating locations

Performs accounts payable functions such as checking and processing credit applications

Performs accounts receivables functions to include preparing check deposits

Strives to ensure that the Executive team to include CEO and President is set-up for success in all working matters through a high standard of preparedness

Manage HME license renewals for all locations and accreditation processes with Agency for Healthcare Administration (AHCA), The Joint Commission (TJC), Center for Medicare and Medicaid Services (CMS), Comprehensive Emergency Management Plan (CEMP) and other regulatory compliance agencies.

Assist in preparation of new contracts from insurance companies

Process subpoena request

8/2015-3/2018 Executive Assistant / Credentialing Coordinator / Claims Assistant to Sr. Vice President / Southeast Zone – Gallagher Bassett, Inc., Miramar, Florida

Manage executive’s schedules, calendars, and appointments

Provides “gatekeeper” role to maximize and prioritize the Sr. Vice President’s time

Schedule appointments and office meetings as requested

Create and maintain master forms designed to enhance efficient office operations

Update, create and maintain Excel spreadsheets (Pivot Tables & VLOOKUP exp)

Operate standard office equipment efficiently and call to schedule technician to repair equipment as necessary

Run monthly reports, draft letters, and correspondence

Interact daily with office personnel and other branches on various projects

Prepare Power Point presentations

Prepare and confirm travel and accommodation arrangements

Follow up with customers to collect information, verifying and answer questions relating to their claim

Provide clerical support to assigned claims adjuster by contacting providers, attorneys and maintain claims files up to date.

Assist Provider Network Development Manager with various projects relating to existing or new providers

Responsible to complete necessary credentialing forms to maintain active providers list and urgent care directories

Maintaining deletions, additions, and changes to the maintenance file pertaining to physicians and to gather pertinent information such as certificate of insurance and license

Establishing and maintaining detailed provider relations application process (including sample applications) specific state requirements, with name, address, and phone number of the contact people at each practice location.

Archive meeting minutes and agendas after quarterly board meetings

Prepare written correspondence such as letters and emails for injured workers, employers, medical practitioners, and legal representatives

Undertake registration of new claims and data reviews

10/2013-7/2015 Executive Assistant / Contracts Manager - Weekley Asphalt Paving, Pembroke Pines, Florida

Provide administrational support to (6) Project Managers, Superintendent and Human Resources Manager

Run monthly reports, correspondence and generate documents for weekly project meetings

Interact and follow up with subcontractors & vendors daily

Create contracts for vendors & suppliers

Maintain files and other records

Prepare release of liens, notice to owners, process submittals/ shop drawings and certification of sublets to Florida Department of Transportation

Data entry in EOC website, entry of new projects in Street Smarts Database

Create estimates using Excel to formulate links

Collect and maintain vendors insurance certificates current

Sign for and distribute UPS/Fed Ex/DHL packages

Organize invoices and checking them against existing proposals

Keep track of open / active projects and update in a daily spreadsheet for Project Manager’s review

Cover the front desk and answer phones as needed

Create and maintain file folders for vendors

Respond to vendor inquiries

Arrange for equipment repairs and routine services

4/2004-10/2013 Operations Manager- Club Florida Fit, Cooper City, Florida

Provided administrational support to the owners

Created Excel spreadsheets daily, coordinating & preparing materials for department meetings

Manage travel arrangements and coordinate pre-planning of trips, track travel expenses

Handled confidential correspondence for the owner in a professional and discreet manner

Data entry & maintained filing system,

Posted payments received from members in Club Manager Database

Typing memos and letters

Communicate with staff on member concerns

Created and mailed monthly invoices on delinquent accounts past due 30, 60 & 90 days

Post job openings, interview, and conduct onboarding of all new hires

Order gym and janitorial supplies

Supervise front desk & daycare departments

Maintain employee records and credentials

Processed monthly EFT billing and ACH wire transfers

Collections on past due monthly membership dues

Handled daily bank deposits

Interact with outside vendors as needed

Generated invoices for members on past due accounts

Assisted with startup gym locations in training and developing new staff

Served as back up to the front desk as needed

Provided support to Sales Department in creating flyers, newsletters, and promotional sales items

Created forms to be utilized at all gym locations

10/2000-4/2004 Staffing Manager - Medical Staffing Network, Boca Raton, Florida

Ensures compliance of the onboarding process, monitors task completion in adherence of organizational policies, as well as other federal and state requirements, i.e., with Agency for Healthcare Administration (AHCA), The Joint Commission (TJC), Centers for Medicare and Medicaid Services (CMS) and other regulatory compliance agencies

Evaluate the qualifications of applicants, recruits, interviews and make offers

Responsible for interviewing, hire, train, manage our caregiving staff and nurses and serve as a resource and mentor

Create credential records for new candidates

Register candidates for drug screens, tests and any other credential requiring third party assistance

Assist with conducting required verifications and follow-ups

Perform E-Verify activities

Maintained employee records and files

Facility Management, i.e., order office supplies, payroll, greet customers, handle all correspondence, schedule equipment maintenance / repairs, manage janitorial service

Provided administrative support on special projects required by our corporate office

Visit hospital supervisors on all staffing needs

Build and maintain solid relationships with hiring managers

On call every other weekend to answer hospital calls and place nurses on open shifts

Prepare orientation packets for new employees

Manage the scheduling of clients, caregivers, and nurses

Education

Business Courses, Broward College, Davie, FL. 1995-1997

High School Diploma, South Plantation High School, Plantation, FL. Graduated, 6/1992

Certified Medical Assistant, Concorde Career College, Lauderdale Lakes, FL. 5/1993

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