Estella B. Chairez

562-***-****

adsa3e@r.postjobfree.com

Summary

I am seeking an Executive Administrative Assistant position that will provide the opportunity for utilization of my extensive administration, organizational and leadership skills. A Talented and focused professional with more than 20 years of expertise performing successfully in fast-paced environments. An effective, well-organized professional with a proven record of dependability and increasing responsibility, as well as excellent communication skills with particular strength in customer service. I’m an energetic and reliable Executive Assistant skilled with working with a diverse group of people.

Certifications

Certificate of Continuing Education - Basic Supervision Course, Rockhurst University Management Workshop.

Certification of Customer Service Excellence.

Kronos. (Time and Attendance)

Certificate of Completion – Application Assistance Training Program for the Healthy Families and Medi-Cal Programs conducted by the National Health Foundation.

Blackbaud University – The Raiser’s Edge 7 Essentials – Part 1.

Business Writing Skills for Secretaries, Indispensable Assistant, Women in Business.

Accelerated Computer Training and other advanced training classes as needed that have increased my professional skills.

Skills

Proficient with Microsoft Word, Microsoft Outlook, PowerPoint and Excel.

Manage and support senior team members’ with heavy appointment scheduling, typing memos and correspondence and other duties as requested. Compile data; prepare papers for consideration and presentation by executives and committees. Inputs data into computer accurately.

Researches, prioritizes, and follows up on incoming issues and concerns addressed to the Chief Executive Officer, including those of a sensitive or confidential nature.

Responsible for anticipating and executing on the complex and dynamic needs of the C-Suite members. Oversees the calendar management and coordination of arrangements for all meetings assigned by the C-Suite. Responsible to manage meeting planning and coordination, and communication with a wide variety of team members and clients at all levels.

Conduct research, compiles data, and prepares papers for consideration and presentation by executives, committees, and boards of directors. Schedule meetings, make reservations and prepare agendas.

Processing of paperwork for new hires for department, confidential correspondence, while meeting tight deadlines.

Manage expense reports, track invoices and billing, track and update rosters.

Supervise and oversee office activities, Inventory systems, maintain office equipment operations.

Human Resources Management (HRM), recruiting, File/records maintenance.

Track payroll, performance reviews, Kronos, office policies, keep confidential.

Coordinate program activities with Administration, Public Relations and other departments as needed.

Type and develop reports and Power Point presentations.

Experience

San Gabriel Valley Medical Center, San Gabriel California, November 2019 to Present

Executive Assistant, Executive Administration

Provide excellent assistance and support to the Chief Executive Officer, Chief Nursing Officer and Chief Financial Officer, in a very busy administration. Primary point of contact for internal and external constituencies on all matters.

Coordinate with department directors in gathering monthly financial reports, compiling data and coordination of materials, including timeliness and accuracy for the corporate office. Produce Monthly Operating Reports for CFO, process invoices, payroll and other statistical reports as needed in a timely basis.

Oversees the calendar management and coordination of arrangements for all meetings assigned by the C-suite. Work independently and collaboratively with executive management in order to meet stringent deadlines on assigned projects and reports. Maintain a high level of confidentiality and maintenance of highly confidential files.

Work under very tight deadliness in a very demanding Administration Department. Prioritize and follows up on incoming issues and concerns addressed to the Chief Executive Officer, including those of a sensitive and or confidential nature. Under limited direction, performs a variety of secretarial duties.

Process room requisitions for various groups/committees and follows-up to be sure room is set up correctly and that food and equipment has been delivered.

Home Travel Service, Whittier California October 2016 – November 2019

Office Manager, Bookkeeper

Manage day-to-day home travel business service, including excellent customer service, balance and maintain accurate ledgers for business. Skilled multi-tasker; reliable and committed to consistently meeting customer deadlines. Develop system to account for financial transactions by establishing a chart of accounts.

Maintain travel accounts, daily data entering constituent name, verifying location of travel and posting transactions as needed. Enter all reasonable discounts and information on customer invoices.

Maintain an orderly accounting and constituent data tracking system. Monitor office supply levels and reorder as necessary.

PIH Health Hospital Whittier, California September 2008 – October 2016

Executive Assistant, Foundation

Provide excellent support with special administrative and organizational projects and special events as needed under tight deadlines. Confirm and schedule meetings, webinars, etc. exercising judgment about committing each executive’s time. Manage and update Foundation Board Trustee rosters, meetings and correspondence as needed.

Manage Foundation Event Planning as needed, which includes attending events. Order event supplies, process and track invoices, order flowers, plan and order lunch/breakfast as needed. Follow up with telephone calls, prepare name badges, and track responses in a timely manner.

Process, scan and track invoices and check requests as needed for the Foundation Department. Follow accounting practices; work closely with accounting and Finance in order to maintain accurate and timely records.

Manage Kronos, track employee time and attendance for Foundation staff. Maintain record-keeping, compliance and payroll accuracy. Assure completion of Swank, Sensitivity Training, new HR Systems and or other training, new policies, alerts, surveys, department orientation checklist, HIPPA. Report progress as needed.

California Hospital, Los Angeles, California, October 2004 to September 2008

Administrative Coordinator, Executive Administration

Provide assistance and support to the COO/EVP and SVP/Chief Financial Officer. Assist as back up in providing coverage to the Executive Assistant to the President and the President as needed. Received an Exemplary Review during the first year at California Hospital.

Designed and created an electronic manual/database for policies and procedures, making it user friendly to access hospital wide. Responsible for ensuring the organization, distribution, updating and maintenance of policies for the Policy & Operations Manual. Received commendations from the JCAHO Surveyors on the database.

Maintained hospital contracts database, organizing and updating 300 contracts to reflect accuracy with the terms, purpose, department name, expiration date, payee, etc., received commendation from administration.

St. Francis Medical Center, October 1993 to October 2004, Lynwood, California

Executive Assistant, Executive Administration

Provide assistance and support to the Vice President of Patient Care Services and Chief Operation Officer and SVP/COO as needed. Coordinate travel arrangements, prepare reports, correspondence, etc. in a timely manner.

Provide accurate activity reports to government and public agencies by the due date.

Assist Risk Management in coordinating and preparing legal reports, assist with highly confidential cases.

Coordinate the preparation of monthly reports by gathering information from 11 area directors and 8 managers.

Coordinate the Taxi Voucher Program. Work with department directors to assure effective utilization of the program, resulting in cost savings whenever possible. Prepare monthly statistics summarizing the department usage and costs. Established excellent customer relations with the company, resulting in an annual cost savings of approximately $15,000 with a $6,000 annual donation as well as a 10% discount on the monthly invoice.

Volunteered and Participated with the following events and activities: Charity Ball, Earn Respect Intervention Program, Advisory Board Member. Commissioning for Leadership, Nurses Day Program, Our Lady of Guadalupe, Our Lady of Fatima, SFMC Choir Member, Martin Luther King events. Support Chaplain Services as needed with misc. forms, typing, bilingual interpretation and travel arrangements. Assist Chaplain Services with Holy Communion and Prayer (Eucharist Minister) to patients that are sick and hospitalized.

Human Resource Assistant in Human Resource Management - Perform a wide variety of secretarial functions supporting the benefit, compensation, employment and employee relation functions of the department. Process paperwork for job replacements, interviews and hire qualified applicants for open positions.

Responsible for a variety of duties related to customer relations, associates, and applicants and the maintenance of personnel records. Created and implemented a system to track Disciplinary Actions hospital wide.

Coordinate grievances, legal issues and meetings with Director of Human Resources and Attorneys.

Assist employees and applicants, with questions regarding recruitment, benefits, employee relations and compensation.

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