Administrative Assistant Manager
Resume:
AMY COLLINS
RINCON, GA *****
**************@*******.***
SUMMARY OF QUALIFICATIONS
Operations Coordinator with over 20 years of experience. Strong computer literacy with a proven track record of mastering major computer applications and juggling a multitude of complex work assignments including accounts receivable, finance reporting, daily dashboard reports and employee production reporting to meet the busy demands of the work day. Effectively interact with executives, VIP’s, co-workers, clients and management. Exhibit a high degree of confidentiality and handle sensitive material both classified and unclassified. Experienced in creating presentations and running computer based project systems from start to go live. Demonstrate sound business judgments, decisiveness and well-developed planning, analytical and communication skills at a consistently high level of performance.
PROFESSIONAL EXPERIENCE
Operations Coordinator-Department Operations 3/2011 – Present
Mission Hospitals, Asheville, NC
Laundry
Coordinate all Departmental Operations for the Laundry Plant
Scheduling and Payroll-Manage payroll system, assuring that payroll information is entered accurately and in compliance with standard controls. Reconcile staff schedule and payroll hours. Provide staff training as necessary. Monitor employee time and attendance, tardiness, unplanned absences,, early and late clock ins/outs, and leave requests. Systematically share results with Manager and Director, with a focus upon performance improvement and optimization. Serve as department liaison with Human Resources Department in order to manage HR files.
Purchasing – Coordinate purchasing activities for the department, assuring that expenditures are consistent with budget parameters. Serve as liaison with Accounts Payable to coordinate purchasing activity. Works with Director/Manager to maintain necessary financial documentation. Establish and maintain appropriate inventory levels of office, departmental and linen supplies.
Manage a budget of over $1M in linen and department equipment and supplies
Facilities Management – Serve as liaison with the Hospital Facilities Management Department for repairs and maintenance. Manage requests for repairs and maintenance, and assure that requested work is completed in timely and acceptable manor. Manage requests for modification and additions to all departmental telephones, cell phones, computers and office equipment. Responsible for all work orders for the department
Charge Entry Billing – Assure that charges for services provided are entered in an accurate and timely manner. Serve as liaison with Finance Department to assure that appropriate financial billing protocols are followed.
Meeting Planning and Coordination – Perform necessary planning and coordination to assure that departmental meetings are conducted in organized and effective manner.
Handle all vendors
Oversee maintenance and all weekly preventative maintenance & annual inspections (fire, boilers, etc)
Oversee a team of staff and track inventory and production for the department.
Exercise discretion when dealing with matters of a confidential nature
Outstanding professional oral and written communication
Diverse projects as requested (i.e., Standard Textile Web Based Linen Systems)
Vendor Management
Report generation – Daily Dashboard,
Administrative Assistant 2/2005 – 2/2011
Mission Hospitals, Asheville, NC
Laundry
Support One Regional Director and One Manager of Laundry
Relieve director’s workload so that he can better use his time more efficiently
Responsible for managing, organizing, scheduling, and maintaining information for director—Extensive calendar organization, handle high volume of phone calls and emails.
Coordinate travel arrangements (air/hotel/car)and large extensive expense reports, restaurant reservations, coordinate catering and events
Proficient in Microsoft Applications (Word, Excel, PowerPoint, Outlook, Internet)
Responsible for department payroll, accounts receivable
Maintain / create employee records; handle confidential human resources reports and matters
Order and organize all supplies as well as maintain faxes, printers and photocopiers
Exercise discretion when dealing with matters of a confidential nature
Outstanding professional oral and written communication
Diverse projects as requested (i.e., Standard Textile Web Based Linen Systems)
Administrative Secretary
Mission Hospitals, Asheville, NC 10/2003-2/2005
Information Systems & Resource Management
Support Managers of Information Systems & Resource Management
Generate several monthly statistical reports and monthly Dashboard reports for Director of Materials Management
Maintain Materials Newsletter (Editor & Chief of Material Times) research stories, information for each issue
Payroll for Materials Management to include: Distribution, Operations, Surgical Services, Purchasing & Accounts Payable
Diverse projects for both groups, i.e., inventory reports
Travel arrangements; conferences; luncheons, and all other events and catering
Materials Change Database – maintain database with changes/updates, etc. Run weekly Materials Change Meetings
Monitor inventory levels of departmental supplies
PC support, trouble shooting & software training for Materials Management
Maintain Vendor Contracts/Policies
Administrative Secretary 11/2001-10/2003
Mission Hospitals, Asheville, NC
Materials Management
Administrative Secretary to the Director of Materials Management
Responsible for managing, organizing, scheduling, and maintaining information for director—organize meeting, appointment, and conference call schedules
Generate several daily/monthly/quarterly statistical and departmental reports, i.e. Dashboard
Meeting minutes for departmental meetings also committee member on several hospital generated committees with the responsibility of handling all meeting minutes
Maintain Materials newsletter, conduct monthly meetings for newsletter information retrieval throughout the departments seven areas
Payroll for Materials Management to include: Distribution, Operations, Surgical Services, Purchasing, Information Systems and Accounts Payable
Maintain / create employee records; handle confidential human resources reports and matters as well as Vendor Contracts/policies
Extensive expense reporting, employee education & many other responsibilities, which fall under the position
Meet/greet clients and vendors, answer questions/inquiries
Participating in a high volume of special projects as needed
Executive Administrative Assistant 3/2001-10/2001
Philip Morris, USA, New York, NY
Portfolio Brand Marketing
Support Executive Vice President of Portfolio Brand Marketing (Basic, Cambridge, Virginia Slims, & Merit)
Support very active Executive VP with all administrative duties
Handle corporate functions/conference planning, catalog layouts, etc.
Extensive calendar management (meetings with upper management, advertising agencies, ability to work with an ever changing schedule) scheduling meetings, offsite appointments, and events (Support VP at off-site conferences, e.g. New Jersey, New Hampshire, Arizona, etc. )
Extensive expense reporting
Highly confidential correspondence and issues as well as all departmental attendance/vacation (department consisted of apx. 50 people)
Over-see departments 6 administrative assistants (support and problem solving included)
Extensive travel management --domestic and international travel arrangements to include executive car and corporate jet, prepare sophisticated travel itineraries.
High volume out-put of PowerPoint presentations and speeches
Ability to work in an extremely fast paced-high pressure, short deadline environment
Provide strategic support and utilize excellent judgment to make independent decisions, always keeping the preferences of the executive in mind
Exercise discretion when dealing with matters of a confidential nature
Outstanding professional oral and written communication
Executive Administrative Assistant 10/2000-3/2001
Philip Morris, International, New York, NY
World-Wide Regulatory Affairs
Support Director of World-wide Regulatory affairs and one Manager
Extensive budgeting; expensing and invoicing for accommodation programs run in 50 countries; Enter financial information for 30 agreements and produce monthly reports and respond to vendor queries
Extensive, complicated travel arrangements both domestic and international, prepare sophisticated travel itineraries
Provide market specific breakdown of select expenses used for reporting and presentation of $15 Million budget; Accruals and 30 Vendors with expenses in over 50 countries; wire transfers & foreign currency
High volume correspondence: Word, Excel, PowerPoint and Outlook
Extensive complicated electronic expense reports (to include foreign currency rates)
Responsible for A SMOKING PLACE (Smoking Lounge in JFK International Airport) to include the
maintenance corporation, handling and processing of comment cards for research as well as all staff requests and inquiries and supplies, requiring occasional site visits
Ability to work in an extremely fast paced-high pressure, short deadline environment
Exercise discretion when dealing with matters of a confidential nature
Outstanding professional oral and written communication
Diverse projects as requested
Exercise discretion when dealing with matters of confidential nature
Administrative Assistant 5/1992-3/2000
Colgate-Palmolive Company, New York, NY
Marketing-US Fabric Care
Support VP and 3 Senior Product Managers
Full Time & Part Time Positions held from
Calendar management for senior product managers, Travel arrangements (air/car)
Restaurant/catering reservations, Department Budget Coordinator (layout, set-up, Input)
Corporate product closet management as well as computer inventory, supplies, calendars, mail, etc.
Diverse multiple projects i.e. product mock-ups, story boards, High volume of presentation out put, high volume typing, Handle highly confidential matters
Extensive travel/expense reporting, Outstanding professional oral and written communication
Exercise discretion when dealing with matters of a confidential nature
Legal Secretary 7/1989-1/1991
Cahill, Gordon & Reindel, New York, NY
Corporate Law
Support 2 Corporate Attorney’s for a Global Firm
High volume telephones, High volume typing using an internal computer program (affidavits, etc.)
Top notch proof-reading skills required, Travel, extensive expense reports, Outstanding professional oral and written communication
Exercise discretion when dealing with matters of a confidential nature
Ability to work in a fast-paced—ever changing environment – able to handle high-stress situations
EDUCATION
Katharine Gibbs School, New York, NY 1987-1989
Associates Degree – Secretarial Sciences
John Dewey High School, Brooklyn, NY 1983-1987
Regents Diploma
Early Graduate (January 1987)
SKILLS
Microsoft Applications to include: Windows XP, MS Word, Excel, PowerPoint, Outlook.
Internet, Kronos (time & attendance), Surgiware, SAP, Dictaphone, ControlTex, ISAS, MSDS Manager for Department (Material Safety Data Sheets) ISO 9001 Certified
Critical problem solving, spreadsheets, confidential records management, Executive travel and itinerary arrangements, special events coordinating
Fast Long Hand/Transcription; Marketing and Advertising experience
SPECIAL INTERESTS
Reading, Hiking, Travel, Community Service, Family
REFERENCES
Professional Jose Gonzalez 828-***-****
Professional Graham Skinner 919-***-****
Professional Eva Trull 828-***-****
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