Administrative Assistant Manager

Ashley Ann Motha

**** ********* ***

Woodbridge, VA 22191

Phone: 703-***-****

Email: *******@***.***

OBJECTIVE: To obtain a challenging position within a growth-oriented company which will allow me to both further utilize my skills and acquire new abilities. EDUCATION:

2005 - 2010 Northern Virginia Community College,

• Cumulative GPA: 3.2

1999 - 2003 Chantilly High School

• Graduated with Diploma

• Cumulative GPA: 3.2

SKILLS: Microsoft Office: Excel, Word, Quick call, Outlook, Skype, Allscripts, Athenanet and PowerPoint EMPLOYMENT:

July 2018 -December 2019 Cengage Learning, Office Manager / Facilities Manager

• Created welcome packets with our health and safety policies for new employees, took questions and gave tours while introducing them to our company.

• Organized and attended meetings both monthly and weekly with other Cengage offices and departments.

• Worked closely with H.R. updating employee handbooks and implementing employment laws such as Visa 19.

• Implemented and maintained our office procedures while managing a database of all up to date employee records for H.R.

• All secretarial work phones, email, incoming outgoing bills etc.

• Event planner for employee outings and luncheons with location, food and beverages, authorized by accounting to purchase with my purchasing card.

• Maintained office budget by preparing budget and purchase reports with receipts, itemized billing and documents in meetings with accounting.

• Ordered all office supplies including furniture and stationary while keeping inventory.

• Booked all travel, transportation and hotel accommodations.

• Facilities/ Operation manger dealt with upkeep of the building both interior and exterior, met with property management company and owner to maintain building improvement and any foreseen problems in the future.

November 2016 - July 2018 Magellan Health, Administrative Assistant II Supporting the Defense Center of Excellence in Transition and Outreach Center

• Support a team of 6 with logistical and administrative duties related to outreach and conferences as well as support a wide variety of office duties and projects.

• Provide event planning and logistical support for workshops and Outreach meetings, including registration, hotel, and post-event follow up including After Action Reporting.

• Maintain up-to-date data in database and record and update all outreach activities including tracking outreach opportunities, events, conferences, Yellow Ribbons, and briefings.

• Support team with data entry and initiatives that streamline and efficiency including tracking contract finances and contract spending and contract invoicing.

• Manage and maintain the DCoE resource database on a full-time basis, comprehensively review existing material, adding content as approved by the CoR, and reorganizing the library to enhance searching and ease of use.

• Work with vendors to manage ordering and distribution of collateral materials

• Independently handle administrative duties such as setting-up and maintaining filing systems, composing and proofreading documents, collecting and compiling data, and managing files.

• Coordinate marketing event logistics, including monitoring inventory levels, creating event logistics memos; and handling conference logistics; coordinate and schedule shipping and provide oversight of all logistics for events.

• Coordinate or independently complete special projects according to the manager s general instructions, and assist manager or other staff members with more detailed projects.

March 2016 - November 2016 Magellan Health, Administrative Assistant II

• Provide administrative support to managers, working independently to handle a wide variety of office duties and special projects.

• Answer and screen incoming calls and communications, personally answering questions and communications (written and/or electronic) within the scope of assigned responsibility and departmental/company guidelines. Forward other more complex questions or correspondence, along with appropriate documentation, to manager or another appropriate staff member, as necessary.

• Independently handle administrative duties such as setting-up and maintaining filing systems, composing and proofreading documents, collecting and compiling data, and managing case files.

• Use word-processing and spreadsheet software to create confidential documents. Maintain and utilize a moderately complex spreadsheet to record and compile data.

• Coordinate or independently complete special projects according to the manager's general instructions and assist manager or other staff members with more detailed projects.

• Performs other general duties as assigned.

December 2012 - March 2016 Pulmonary and Medical Associates of Northern Virginia, Administrative Assistant/ Secretary

• Executive assistant to 4-5 medical providers completing all tasks in a timely fashion.

• Scheduled, rescheduled and canceled appointments at the provider's discretion.

• Stocked and ordered administrative and medical supplies for all staff.

• Refilled and authorized prescriptions.

• Completed prior authorizations on medications and medical equipment (DME).

• Handle release of medical records.

• Collected payment and determine pricing on travel vaccines.

• Scanned documents and confidential paperwork to charts.

• Accessed hospital documents through hospital (VHC) websites and scan for providers.

• Completed and printed lab orders to patients as well as records, referrals, prescriptions etc.

• Scanned I.D. and insurance making sure insurance was eligible for company.

• Reviewed coding for diagnosis, appointments and prescriptions. August 2011 - September 2012 Mangrates, Administrative Assistant/Office Manager

• Assumed receptionist duties such as greeting customers and referring them to appropriate staff members, answered phone, took messages and maintained and replied to all e-mails.

• Implemented cost reductions.

• Maintained and updated all files and updated mailing lists.

• Developed and maintained inventory system and order office supplies.

• Distributed incoming mail and prepared outgoing mail.

• Typed word-processed documents as needed.

• Created spreadsheets to report expenses and financial transactions to executives.

• Planned events for board meetings and luncheons.

• Set up travel arrangements for conventions, tradeshows and other events.

• Prepared presentation material.

June 2010 - July 2011 Foster Management, Administrative Assistant

• Answered phones, transferred calls, managed emails and took messages while providing input on how to help solve tenant issues.

• Handled incoming and outgoing mail including bills and distributed them properly.

• Calculated monthly increases and utilities.

• Created step increase and renewal documents for each month then typed correspondence informing tenants about rental increases, pass thru taxes, increase of utilities or that their lease was expiring, and they were due to renew their lease or end it.

• Biweekly prepared notes for the property manager's management meetings

• Updated and maintained tenant roster by adding new tenants, increases in base rent and price per square foot, increase in space and remove tenant who ended their lease.

• Organized all tenant file folders with the signed lease, lease resume, copy of the security deposit and all documentation and correspondence for company records.

• Prepared welcome packets with a variety of forms for the tenant to fill out such as contact info sheets, selection sheets, annual tenant space inspection sheets, NRUP, directory listing, and certificate of insurance documents that are updated annually.

• Ensure that tenants were up to date with their certificate of insurance.

• Collected tenant NRUP to verify that the county had approved the space by making sure that all fire codes and safety regulations set by the county had been followed.

• Typed the President's distributions letter monthly as well as leases and addendums.

• Created lease proposals for prospective tenants to work out terms of the lease.

• Scheduled walk-thrus and any meetings between tenants and the President.

• Assisted in communication with contractors, vendors and architects.

• Placed all orders for office supplies to ensure that supplies were readily available.

• Ordered keys, coordinated with the cleaning crew and organized the office key box. October 2007 - June 2010 EarthWalk Communications, Administrative Assistant

• Worked closely with the President of the company assisting her with daily tasks as well as gave input on certain projects and business advice when new ideas were needed.

• Organized tradeshows and all literature to ensure that each tradeshow ran smoothly.

• Worked with the marketing department with coordinating travel arrangements for the President of the company as well as the sales representatives for various business trips, tradeshows and arranged conference calls.

• Used Excel and Quick call to enter data of different types of important information that needed to be put into spreadsheet form such as company balance sheets and profit and loss statements.

• Covered HR responsibilities such as assessing individuals based on whether they are skilled and qualified enough for the position desired.

• Assisted in accounting by preparing and maintaining financial statements, recorded revenues and expenses. Handled billing invoices and helped prepare financial reports.

• Worked in the front office greeted clients, used the paging system, as well as answered and screened phone calls.

• Prepared professional responses to correspondence in a timely manner. August 2005 - October 2007 Cosmetic Dermatology Center, Medical Assistant

• Assisted the Dermatologist with both cosmetic and general dermatology procedures such as excisions, cryotherapy, injections and other related procedures and surgeries.

• Performed administrative duties such as bookkeeping, organizing medical records and answering phones.

• Responsible for purchasing and maintaining the supply of medical equipment as well as taking inventory on all supplies and ordering them as needed.

• Planed the doctor's schedule, greeted patients as they arrived, filed records and correspondence as well as arranged for laboratory tests at the doctor's request.

• Assisted with helping the doctor examine and treat patients, writing down the patient's medical histories and responding to patient inquiries regarding prescriptions and treatment options at home.

June 2004 - August 2005 Pender Veterinary Hospital, Veterinary Technician

• Assisted Veterinarians with care of exotic animals and helped with providing professional service and feed back to the owners.

• Responsible for ensuring animals had food/water and kept the facilities sanitary.

• Provided hands-on assistance to the doctors and other veterinary technicians in administering the highest quality veterinary care for pets.

• Assisted the veterinarian with physical examinations and helped with determining the nature of the injury or illness.

• Administered medications and fluids prescribed by the veterinarian as well as maintained anesthesia and assisted in all different types of surgeries. August 2002 - June 2004 South Riding Children's Center, Lead Teacher

• Began employment as an Assistant Teacher and was promoted to Lead Teacher.

• Wrote lesson plans and developed curriculum for students to learn and follow.

• Supervised and taught 30+ preschoolers while looking out for their safety and well-being.

• Ensured that children were taught the appropriate information necessary to enhance learning at a pre-school level.

• Educated students so that they were prepared to move forward into the next grade by ensuring that they had the knowledge and the discipline to succeed in future classes as well as in everyday life.

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