Executive Assistant Data Entry
Resume:
Cara McCullough
** *. ********** ***, **********, CT 06002
*********@*****.***
Professional Skills
MS Office Suite (Advanced Excel, PowerPoint, Publisher, Word), Adobe Creative Suite, Lotus Notes, Mac OS, Web Content Editing, Foundant Grant Software, Trello, E-Clinical, Athena, EMR, Oracle Calendar, Quicken, E-Filing, Blackbaud Raiser’s Edge
●Database Management
●Data Analysis
●Year End Reporting / Analysis
●Financial Aid Practices
●Scholarship Calculation
●Customer Service
●Confidentiality Practices
●Scheduling and Project Coordination
●Special Events Coordination / Planning
●Calendar Management / Meeting Coordination
●Travel Arrangements
●Office Management
●Supervisory Experience
Work History
02/2023 – Present
Executive Assistant to the President and CEO, Oak Hill, Hartford, CT
Supports the President & CEO and other executives in prioritizing projects, tasks, and meetings through proven processes to improve time, communications, and overall organization.
Supports the Board of Directors providing administrative services and supports and functions as the Assistant Secretary to the Board.
Provides excellent administrative service and support related to greeting visitors, coordinating visits, vendor coordination, room/lunch preparation for meetings, travel arrangements, and calendar management.
Maintains files, logs, and records as well as creation and maintenance of shared documents.
Schedules and attends meetings, takes notes and records minutes and serves as Board Secretary.
Ensure proper conference room setup/breakdown and food setup for meetings.
Performs tasks using independent judgment and discretion, e.g., preparing documents and presentation materials; screening and responding to incoming correspondence, inquiries, and phone calls; drafting letters and official information releases; adheres to internal standards, policies, and procedures.
Demonstrates excellent judgment in ambiguous situations and creative problem solving.
Leads other administrative assistants and cross-trains in other areas as needed to provide depth of operations within the department.
Coordinate projects and leaders to implement agreed project planning and monitoring and ensure the tracking and reporting is accurate and timely.
Complete and submit executive expense reports, working directly with Finance.
Other duties as required.
08/2022 – 02/2023
Administrative Assistant, State of Connecticut- Judicial Branch, Hartford, CT
Create typewritten and word-processed material such as court reports, correspondence, financial and statistical statements and other documents
Operate and receive training in operating data entry equipment
Process forms and documents such as purchasing, billing and agency forms
Receive, record and disburse money
Maintain records and summaries
Meet and greet public visitors and perform other personal receptionist duties
Answer telephones, route calls and provide information regarding agency procedures
Make records of assignments and dispositions of court cases during court proceedings Maintains and batches files, forms and documents
Prepare documents for data entry including reviewing such documents for apparent errors
Operate a variety of office equipment such as copiers, printers and similar equipment
Perform other related duties as required.
02/2022 –8/2022
Office Clerk, State of Connecticut- Judicial Branch, Rockville, CT
Create typewritten and word-processed material such as court reports, correspondence, financial and statistical statements and other documents
Operate and receive training in operating data entry equipment
Process forms and documents such as purchasing, billing and agency forms
Receive, record and disburse money
Maintain records and summaries
Meet and greet public visitors and perform other personal receptionist duties
Answer telephones, route calls and provide information regarding agency procedures
Make records of assignments and dispositions of court cases during court proceedings Maintains and batches files, forms and documents
Prepare documents for data entry including reviewing such documents for apparent errors
Operate a variety of office equipment such as copiers, printers and similar equipment
Perform other related duties as required.
10/2021 – 02/2022
Administrative Assistant Mathematics Department, Pascoe Workforce Solutions, at Trinity College, Hartford, CT- Temp Position
●Work collaboratively with Mathematics Department
●Order supplies, troubleshoot technical issues, maintain department printer/copy
●Assist in Quantitative Literacy Communications and record-keeping
●Assist in preparation of reappointment and tenure documentation filing
●Manage and Supervise Math Library/Lounge
●Assist with expenses and reimbursements
●Travel arrangements for guest of the department and visitors as needed
●Assists Director and Chair with Mathematics Placement Exams
07/2021 – 10/2021
Gift Entry and Donor Records Assistant, Creative Financial Staffing, at American International College, Springfield, MA- Temp Position
●Work collaboratively with Institutional Advancement staff
●Receive and process all donations
●Acknowledge and receipt all gifts
●Update and maintain Alumni Database
●Prepare mailing lists for fundraising appeals
●Reconcile monthly gifts with IA and Finance
●Produce and distribute various daily, weekly and monthly financial reports
●Event registrations
●Stewardship
02/2016 – 12/2016
Interim National Scholarship Director, Say Yes to Education, Inc., Hartford, CT
●Work collaboratively with all Scholarship Directors of local Say Yes chapters, Directors of Financial Aid offices at post-secondary institutions, and various other related partners to facilitate scholarship awarding
●Serve as a liaison to post-secondary partners in the implementation and monitoring of MOU’s and any other contracts
●Guide and assist in preparation and distribution of student enrollment rosters, student award rosters, and payment rosters
●Supports the local Scholarship Directors and their staff as needed, and as liaison to post-secondary partners, and students and families
●Provides scholarship award information to post-secondary partners, local Say Yes chapters, and students, and members of Senior Management staff as needed.
●Work with local community foundations to ensure payments are sent to each school for our students
●Oversee implementation and management of eScholarship, our student database, and any key staff involved
●Manage and prepare scholarship projections and expenditure reports of all scholarship funds awarded to our scholars and prepare reports up request.
●Sits on the appeal committee for Buffalo, and Syracuse chapters
●Supervise Scholarship Coordinators, and Temporary employees
●Coordinate with the Say Yes Communications team to update any chapter or national websites with new information, and other media function as needed.
●Diligently work to protect our students’ confidentiality, following the FERPA guidelines
●Other duties as needed
03/2014 – 12/2016
National Scholarship Assistant, Say Yes to Education, Inc., Hartford, CT
●Process Student applications, and maintain all student records in database
●Collect student financial aid data and calculate scholarship amounts for individual students at various college partners
●Prepare payment rosters and enrollment rosters for various partner colleges
●Record payments, refunds, gift aid for individual students
●Answer questions regarding eligibility, financial aid, and disbursements
●Collect, manage, and report city level data to the National Scholarship Director (Retention, Persistence, Matriculation, Enrollment, External Gift Aid)
●Tie out year-end data collection and financial reporting
●Supervise Scholarship Clerk position
●Work collaboratively with College Admissions and Financial Aid offices
●Followed FERPA guidelines to protect students’ confidentiality
10/2013 - 03/2014
Administrative Assistant - SIPT Coordinator - Contractor, Kelly Services at Pratt & Whitney (UTC), East Hartford, CT
●Administrative support to F135, F119, F100 Military Engine Group
●Secretarial duties, coordinate and schedule meetings, prepare meeting minutes, travel arrangements, maintain various reports, distribute mail, SIPT Coordinator, 6S Coordinator
●Prepare meeting agendas, send meeting notices, distribution list administrator, server folder access administrator
●Order supplies, troubleshoot technical issues, maintain department printer/copy center
06/2012 - 02/2013 & 10/2007 - 10/2009
Administrative Assistant to CFO, and Business Office & Administrative Assistant to Assistant Head of School, Director of Technology, and Director of Marketing and Communications], The Ethel Walker School, Simsbury, CT
●Administrative support to CFO, Controller, Human Resources, Assistant Head of School, Head of School, Director of Technology, and Director of Marketing and Communications
●Coordinate schedule, process expense reports, travel arrangements, distribute mail, memos for action, maintain various reports, prepare and edit presentations
●Process school donations, banking deposits, petty cash requests, check requests, cash advances, balance monthly ledger
●Prepare meeting materials, meeting minutes, agendas, reports, and presentations
●Coordinate room reservations, requisitions for services for special events, set up for special events
●Manage student and faculty/staff ID access to buildings, maintain ID database
●Create, update and distribute All School Directory
●Update content for school website, weekly announcements, lobby slideshow, all school calendar, web calendar, weekly internal newsletter
●Supervise Receptionist Team (5 Employees)
Education
Bachelor of Art – Fine Art, Minor in Psychology/Education
Eastern Connecticut State University
Willimantic, CT
December 2004
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