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Executive Assistant

Memphis, TN
May 19, 2020

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Barbara Smith

**** *********** *****, *********, ** 38672 ● 901-***-**** ●


State Technical College of Missouri June 1988

University of Missouri Extension Center

Internship for College


February – June 1988

Payroll; intake; data entry; filing; mail.


Mahaffey Tent & Awning Co, Inc.

Senior Executive Assistant

February 2018 – March 2020 (Due to Covid-19, was laid off)

Supported 2 owners, VP of Sales, Director of Operations, and 11 Sales Reps. These duties include: managed calendars; designed and maintained multiple spreadsheets for Sales and Field Operations; designed and maintained meeting agenda’s, which included 5 weekly meetings, along with special events; managed all executive off-site meetings, which included setting up/tearing down the meeting space, catering, providing snacks/drinks throughout the day and recorded important topics/issues; utilized Point of Rental software (POR) to pull weekly leading sales numbers for owners, look up individual job information to populate a job tracking spreadsheet for Operations, pull unbilled revenue each month for VP of Sales; used the online CRM (customer relationship management) HubSpot to enter sales leads, pull data for multiple weekly reports for VP of Sales (approx. 12 reports 2x week); utilized Paycom software to pull weekly inside sales employee activity reports, weekly worked hours for each Sales Rep; utilized CRM tool ACT! to keep track of contact information for one of the owners and all Sales Reps; pulled permits from TN Construction Code Enforcement; maintained expense reports for Sales Reps; submitted check requests; onboarding of new Sales employees, which included first week’s training schedule, a welcome letter, assembling all new hire binders/books, workspace setup/supplies; always looked for ways to save money – at the time of my layoff I was working on saving several thousand dollars/year on printing; travel arrangements; designed marketing, recruitment, field operations, fabrication, property, and warehouse materials, ie. fabric labels, brochures, flyers, contact cards, inventory and hardhat stickers, and multiple reference cards; designed and set up monthly lunch gathering for staff of 85, which included ordering/setting up/tearing down furniture, ordering catering, lining up presenters, setting up presentation equipment (laptop, big screen TV, and projector); maintained office/kitchen supplies; set up a self-help library; ran errands for owners/VP’s/Directors/Managers/Sales Reps; helped all office staff with computer issues, procedures, when needed; assisted on sales telephones when needed (leads that were input into HubSpot or calls from customers); designed/ordered promotional items for Recruitment; maintained presentation continuously displayed on big screen TV in Operations/Sales; ordered business cards for entire company; designed/created name tags for field operations; created and posted weekly motivational flyers.

EXOS Physical Therapy & Sports Medicine (formerly D1 Physical Therapy & Sports Medicine)

Operations Coordinator

August 2017 – January 2018 (Due to acquisition, position was eliminated)

I ensured smooth operations of the office; assisted the Senior Executive Vice President and Chief Financial Officer; Used Microsoft Office suite, which included Outlook, Google Suite, which includes Mail, Calendar, Drive, etc.; social media to promote the company; ordered office supplies; scheduled multiple meetings; maintained meeting room; submitted and followed up on invoice payments; requested repair of IT equipment; used my software knowledge to help the office with questions, problems, and instruction; problem solver; made travel arrangements.

Methodist Healthcare Corporate Physician Alignment

Executive Assistant to VP

June 2016 - June 2017 (Layoff due to restructuring)

Supported the VP of the Corporate Methodist Medical Group and the Senior Director of the University of Tennessee Methodist Physicians at Methodist Healthcare. These duties included interacting with multiple leaders in the department which included the SVP, VP, Senior Director, Director Patient Safety and Regulatory Readiness and CFO; created and maintained organizational, structural, process flow charts, and SAP financial reports as well as Associate access review in SAP; used the Microsoft Office suite, which included Outlook and Visio, Photoshop for presentations, PowerPDF to edit PDF's, as well as converting the PDF's into fill-in forms; set up meetings in the conference room; interacted and assisted MMG Physicians and staff, MMG Board, UTMP Board and multiple committees; scheduled multiple meetings and maintained calendars for the VP, Senior Director, Director and CFO; maintained meeting room; submitted check requests and created and submitted expense reports for Leaders and staff in the department; handled Accounts Payable; entered Help Desk tickets for the department, which included ordering equipment, requesting repair of IT equipment, ordering hardware, requesting service on telephones and cellular phones, and ordering software for the department; maintained multimedia equipment; used my software knowledge to help the department with questions, problems, and instruction; problem solver; acted as Ambassador for United Way, Humanitarian Fund, Methodist Associate Feedback Survey and American Heart Association "Go Red for Women"; designed flyers and brochures; made travel arrangements for the department.

Methodist Extended Care Hospital (MECH)

Executive Assistant to VP/CEO

April 2007 – June 2016 (Hospital was closed)

Supported the VP of Care Transitions/CEO of MECH. Duties included interacting with the Chief Nursing Officer (CNO) and multiple leaders; created and maintained organizational, structural, and process flow charts; used the Microsoft Office suite, which included Outlook and Visio; made travel arrangements for the CEO, CNO, and Manager of Community Health Navigators; scheduled multiple meetings and maintained calendars for VP/CEO and CNO and all leaders; supported Case Managers for the entire system, Community Health Navigators, HIM, Quality Management, Utilization Management, Social Work, Pharmacy, Respiratory, Physical Therapy, Environmental Services and Plant Operations for the entire hospital; maintained nursing licenses; maintained the meeting room and booked for meetings; interacted and assisted Board of Directors members; took detailed minutes for Board of Directors meetings, the Leadership Practice Council, Leadership Team meetings and Operational Efficiency Reporting meetings; submitted check requests; maintained and balanced CEO's corporate AMEX which included working with AP to reconcile; created and submitted expense reports for Leaders and staff; entered all Help Desk tickets which included ordering equipment and software for the hospital, IT equipment repairs, ordering phones and cells, computer/domain/system/Outlook/remote/VPN/SAP system access requests; made selections of pictures for the offices, nursing stations and patient floor hallways; ordered catering for meetings when necessary, this included ordering from outside the system as well as from Methodist catering; Office Manager of the Administrative office; maintained multimedia equipment in the conference room; used my software knowledge to help leaders and staff with questions, problems, instruction for Microsoft Office including Outlook and Visio; problem solver; acted as ambassador for United Way, Humanitarian Fund, and American Heart Association "Go Red for Women"; designed flyers, brochures, signage for patient rooms/floors/fund raisers/conference room; created invoices and maintained AP including the Corporate AMEX; Associate evaluations; departmental and legal files; ordered supplies for the hospital; submitted print shop orders; screened telephone calls; greeted visitors; screened complaints from patients/family members and forwarding them to Patient Affairs.


Microsoft Office including Publisher and Visio Point of Rental (POR) HubSpot (online CRM)

ACT! (CRM) Paycom (online payroll) Nuance PaperPort Photoshop

Adobe PowerPDF Foxit Phantom PDF SAP

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