Executive Assistant Office

Fredericka Carver

Accomplished, consummated, professional with over twenty years’ experience providing detail support to President of Hospital, C-suite and executive staff support.

·Administrative Support

·Planning Corporate Events & Meetings

·Medical Office Support

·Scheduling

·Operations Management

·Program/Project Management

·Communication Skills

·Expense Report

·Policies and Procedures

·Preparing Correspondence & Reports

·Critical thinking and analysis and problem resolution

·Managing Files, Records & Documents

·Leadership/coordination skills

·Ability to multi-task and prioritize daily work responsibilities

·Strong attention to detail

·Microsoft Office, Zoom, Skype, Word, SAP, Concur, SharePoint, Microsoft PowerPoint, Microsoft Excel, Microsoft Access

·Process improvement

·Organizational Skills (Innovative and Proactive)

·Proposals, Contracts, Payroll Processing

·Managing Calendars and Travel

·Account Payable/Billing /Management

·Budget Management

·Logistic Management

·Quality Control Regulatory Compliance

·Product Development

·Contract Negotiations

·C-Suite Executive Support

Executive Assistant May 2020 to present

Duke Raleigh Hospital Administration- Raleigh, NC

·Scheduled and maintained a challenging calendar of appointments and meetings. Scheduled travel itineraries, and coordinate related arrangements for director and other departmental members. Anticipated the President needs and proactively brought together the appropriate individuals and resources in support of the leader or department. Prioritized and resolved inquiries (phone, e-mail, in-person). Responded to requests for information and provided assistance as appropriate. Ordered office supplies for department. Prepared agendas and drafted minutes for key PRMO meetings as assigned. Planned and assisted with departmental space planning, departmental relocations, and other facility needs. Maintained daily tracking of facility service requests and coordinated with onsite maintenance representative.

·Drafted internal and external communication based on knowledge of PRMO operations and research involved communicating with various staff levels. Provided daily backup assistance for lobby reception is including customer service related work, and interacted with patients. Provided full time backup for receptionist and other administrative support positions during absences (scheduled and unscheduled). Assisted and independently prepare presentations as directed. Budget and Financial Management: Assisted with budget planning and development by researching assigned budget items. Routinely reconciled and clear procurement card expenses. Created, documented, and managed clearance of travel expenses in SAP. Created and processed all routine check requests and expense forms for department. Provided backup for payroll functions as assigned to include timekeeping for biweekly and/or monthly staff.

Event Management July 2010 to present

Finesse and Couture-Durham, NC

•Planned event from start to finish according to requirements, target audience and objectives. Come up with suggestions to enhance the event’s success. Prepared budgets and ensured adherence. Source and negotiation with vendors and suppliers. Be in charge of hiring personnel (DJs, waiters etc.)Coordinated all operations.

•Met and greeted with visitors and provided them with refreshments. Co-ordinated all travel arrangements for guest. Lead promotional activities for the event. Supervised all staff (event coordinators, caterers etc.) Approved all aspects before the day of the event. Ensured event is completed smoothly and step up to resolve any problems that might occur. Analyzed the event’s success and prepared reports.

Executive Assistant Jan 2019 to April 2019

National Restaurant Designers & Engineers Morrisville, NC

• Orchestrated all daily activities for the office while providing exceptional support to the owner and all executives. Provided general administrative support to senior executives.

• Ensured proper scheduling of various appointments, meetings and trips for executives . Utilized sleuth skills to research information and compiled data for various reports, documents and presentations.

•Conducted correspondence between clients and vendors .Worked closely with senior managers to provided them with administrative support. Wrote up correspondence, proposals, contracts, memoranda, presentations and reports for senior managers. Organized courier pickups.

Executive Assistant July 2018 to Sept 2018

Davis Technical Staffing and Solutions Durham, NC

•Managed and maintained the executives’ schedules and appointments. Attended, participated, prepared and distributed meeting minutes, budget and action items for both internal and external meetings. Met and greeted all visitors, created presentations, spreadsheets, correspondences and other documents for leaders.

•Assembled briefs and prepared PowerPoint presentations. Prepared presentations for customers and staff members detailing project scope, progress and results. Documented all labor hours and budget expenses for project. Filing and retrieving documents and reference materials.

•Scheduled large-scale corporate meetings and events and recorded meeting minutes.

Executive Project Assistant March 2016 to June 2017

NextSource Staffing, The Public Consulting Group, LLC Cary, NC

·Composed, typed, and distributed meeting notes, routine correspondence, or reports. Create, maintain and enter information into databases. Successfully planned and managed onsite logistics and administration of 7 site reviewers, including scheduling, technical support, and main point of contact for all onsite functions in the absence of the project manager. Welcomed on-site visitors, monitors access for deliveries, ensure that all guests sign in.

·Day-to-day administrative support of CEO and his direct reports. Booked hotels, and conference rooms. Provided all Travel Arrangement. Created and maintained computer- and paper-based filing and organization systems for records, reports and documents. Managed sensitive information with discretion while providing administrative support to executive teams. Updated and implemented administrative and executive support policy changes and monitored effects.

Executive Assistant Sept 2015 to Nov 2015

Randstad Pharmaceuticals, Takeda Pharmaceuticals Morrisville, NC

• Placed all office supply and kitchen orders. Stock kitchen and snacks. Daily stocking of supplies and making coffee. Collect maintain deliver to employees. Coordinated all Travel Arrangements. Daily overview of common office areas to ensure cleanliness and organization, arrange chairs, remove clutter, check clocks, etc. Processed of invoices, expense forms and reimbursements requests. Welcomes on-site visitors, monitors access for deliveries, ensure that all guests sign in. Day-to-day administrative support of CEO and his direct reports.

• Effectively managed busy calendars, provided executive level support for COO, VP, Executive, managers and/or staff, coordinating on-site and offsite meetings, logistics, and budgets utilization, etc., in accordance with the directions of the manager and/or staff. Planned and executed corporate meetings, lunches and special events for groups of 100+ employees.

Senior Executive Administrative Support Assistant April 2012 to June 2015

Durham County Department of Engineering Durham, NC

• Screened and directed calls from the switchboard. Met and greeted all visitors, created presentations, spreadsheets, correspondences and other documents for leaders. Day-to-day administrative support of CEO and his direct reports. Managed sensitive information with discretion while providing administrative support to executive teams. Planned and executed corporate meetings, and all special events.

• Scheduled and coordinated internal and external meetings, create ad hoc reports using excel, maintain electronic filing systems, data entry, assist with expense reports, coordinated all Travel Arrangement for management, retrieving transaction receipts, draft letters and documents, research and analyze information as assigned. Generated reports that assisted upper management with decision making and were distributed to 200+ employees department wide. Supported senior management. Handled accounts payable and receivable, prepared bank deposits, controlled inventory, and maintained equipment and technology.

Administrative Assistant/Executive Positions Oct 2011 to April 2012

Westaff Temporary Services Durham, NC

• Hit the Ground Running: Learned organizational processes, policies and procedures with minimal ramp-up time. Successfully completed administrative assignments. Service Focus: Adapted to diverse work styles and consistently provided friendly, personable service. Excellent Performance: Offered full-time position at the conclusion of temporary assignment at Durham County Department of Engineering. Facilitated office operations by providing administrative and financial support to entire departments, or staff.

Education

Bachelor of Science 2006

University of Mount Olive

4911 Robinwood Road, Durham, NC 27713 adhfoi@r.postjobfree.com

Skills

Experience

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