Administrative Assistant Executive, Travel and Events Coordinator

JESSICA BENIASH

Phone: 203-***-****

**************@*****.***

Professional Summary

A seasoned Executive Assistant, who possesses exceptional interpersonal, organizational and communication skills as well as a positive attitude. A dedicated individual who goes above and beyond for the organizations, Executives and departments she supports and leads. Detail-oriented and excellence-driven with 17 years of high-level administrative and office management experience.

Experience

State of California

California State Lottery

Administrative Assistant I June 2022-September 2024

Act as a right-hand to the Deputy Director of the Sales and Marketing Division by advising Deputy Director of problematic issues and concerns, upcoming meetings, schedule conflicts and daily to-do items

Act as a confidential and diplomatic advisor to Deputy Director

Complex meeting calendar management

Schedule and coordinate high-level meetings with lower, mid and high-level management

Prepare meeting agendas and communicate information effectively to management

Create correspondence, forms, reports, graphs, visual presentations and other related documents

Develop, format and distribute information to internal and external stakeholders

Create and maintain effective electronic filing systems

Route documents for e-signature to appropriate parties and track progress

Act as Attendance leader for Sales & Marketing Division employees

Facilitate and lead virtual meetings

Event planning (room reservation, invite lists, A/V equipment, etc.)

Train and on-board new employees

Partnership Health Plan of California

Administrative Assistant I

(Contractor) December 2021-February 2022

Successfully supported a team of 12 (2 Executives and 10 team members) in administrative functions and needs

Complex calendar and schedule management for 2 Executives and 10 team members

Created correspondence, forms, reports, graphs, visual presentations and other related documents

Organized catering for events

Developed, formatted and distributed information to internal and external stakeholders

Developed organizational charts for the department

Acted as Training Coordinator for professional development requirements

Shasta County Health and Human Services

Subject Matter Expert/Office Assistant III

(Contractor) June 2021-August 2021

Subject Matter Expert and Lead/Trainer for lower-level support staff on the COVID-19/Containment team in the areas of: Staging, Isolation/quarantine & releases, file bound, missing lab results, letters to COVID cases, LHJ transfers, quarantine extensions and vaccinated contact letters

State of Connecticut

Capital Community College/CT State Capital

Executive Assistant/Staff Liaison to the CEO December 2018-August 2020

Acted as a trusted Advisor and right-hand to the CEO of the College

Ensured the successful mission of the College by organizing, coordinating and maintaining functions within the CEO’s office including staff and faculty promotions, tenure and sabbatical processes and student relations

Successfully managed and scheduled meetings, events, conferences and committees to maintain the integrity and efficiency of the office

Responsible for the overall operation of the CEO’s office, relieving him of administrative details, acted as the CEO’s second in command

Acted as a professional and confidential support person including email correspondence and phone calls, managing the CEO’s inbox, maintenance and creation of files, correspondence, reports and data, coordinated logistics and financials for travel including airfare, hotels and transportation

Received and analyzed correspondence initiating appropriate action such as direction to appropriate administrators, preparing routine correspondence, and responding to routine inquiries

Compiled and coordinated complex data for action by the CEO; in the CEO’s absence directed correspondence to the delegated Director in charge

Assisted the CEO in maintaining liaison with the Board of Regents, staff at other colleges, students, state agencies and the public

Assisted in the coordination of large special events such as Commencement, Convocation, Legislative breakfasts etc. by coordination of guest speakers, external content, catering, tracking RSVPs, mailing correspondence, etc.

Acted as a representative of the College by providing supportive services to the CEO in sensitive situations requiring tact and diplomacy

Trained student workers in the office of the CEO as a mentor

State of Connecticut

Department of Mental Health & Addiction Services

Administrative Assistant to the Director of Hospital

Services Division

(Promotion within the division) January 2017-December 2018

Provided confidential and high-level support to the Director of the Hospital Services Division and acted as her right-hand, relieving her of administrative details

Responsible for the overall operation of the division of 150 + employees

Ensured the successful operation of the hospital by providing skilled administrative functions such as coordinating travel arrangements, developing travel reimbursements, creating reports, spreadsheets, data and correspondence, responding to phone and email inquiries from state agencies, organizations and personnel

Successfully managed and scheduled meetings, events and conferences for Executive leaders

Coordinated and executed meetings and special events by preparing materials, creating flyers, providing assistance and transcribing meeting minutes

Trained lower-level secretarial staff in one-on-one coaching using excellent communication skills and by remaining attentive to their specific needs

Secretary II

(Promoted within the division) January 2016-January 2017

Performed skilled, confidential administrative support to the Hospital Services Division through complex calendar management and scheduling of meetings and conferences

Prepared reports, agendas and data for meetings

Developed travel reimbursements

Ordered and inventoried supplies

Scheduled job interviews

Transcribed meeting minutes for large meetings

Provided exceptional office management and organization to the division

Trained lower-level secretarial staff in their roles and functions

Secretary I May 2014-January 2016

Provided skilled secretarial support to the Co-Occurring Treatment Unit of 50+ Mental Health Assistants, Nurses and management by

oSuccessfully organizing and creating files and records

oImproving processes and procedures of health-related data

oCreating forms and spreadsheets for tracking purposes

oCoordinated special events for clients and management

oTranscribing meeting minutes

oOrdering and inventorying supplies

oPreparing travel reimbursements

Skills

Organization/Attention to Detail

Effective and clear communication

Hospitality

Time management

Customer relations

Customer service/diplomacy

Problem Solving

Education

Capital Community College

Hartford, Connecticut

College coursework completed

2019

Eastern Gateway Community College

Youngstown, OH

College coursework completed

2017-2018

Global Awakening College of Ministry

Mechanicsburg, PA (online)

College Coursework Completed towards Certification

2022-2024

International Leadership & Ministry School

Redding, California

2020-2023

Naugatuck High School

Naugatuck, Connecticut

High School Diploma

1996-2000

Leadership Positions

Risen King Community Church

Redding, California

Elementary Teacher to grades 1-5

2023-2024

Contact this candidate