Project Management Support

Jennifer M. O’Donnell

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

La Porte, TX 77571

**********@*****.*** Cell: 773-***-****

Proven c-level office administrator with project management skill sets. Strong organizational, analytical, managerial, and interpersonal communication skills. Motivated self-starter, fast learner, and detailed-oriented individual with proven successful multi-tasking and management skill sets in C-level executive support, office management, project management, and team building initiatives with a drive to support the critical elements of the business.

EDUCATION Barat College of DePaul University – Lake Forest, IL

Bachelor of Arts Degree (Minor Japanese Language)

SKILLS

Project Management Skill Sets Corporate Communications Staff Management

MS0 2020 & Teams Vendor negotiations SAP / CRM / Workday

Deliverable Action Tracker Procurement & Contracts Office 365 & iCloud

SharePoint / Box Strategic Multitasking JIRA/ProjectWise

Google Sheets & Docs Event Planning &Town Halls Onboarding/Offboarding

Networking &Team Building Expert Prioritization Analytical Skills

Emotional Intelligence Ironclad Discretion Executive Gate Keeper

Dogged Resourcefulness Time Management Multi-Calendar Management

PROFESSIONAL EXPERIENCE

Common Spirit Health – Remote/Pasadena, TX 2021 – Present

Sr. Executive Assistant to St. Luke’s South Market President, the Chief Nursing Officer, and the Director of Operations

Assist the President with time optimization efforts in executive calendar management

Successfully streamline the CNO’s calendar to optimal efficiency to obtain smooth and efficient workflow

Collect and analyze data from various internal hospital reporting systems for data entry in operational databases and daily region-wide reports

Gained working knowledge of the policies, procedures, and guidelines of the various internal databases for vendor contracts, hospital policies and practices, and internal health system reporting platforms

Provided value-added to support to the PMC Executive Leadership Team through organization efforts, time optimization efforts, and support with several internal organizational activities, employee engagement and recognition initiatives

Possess hands-on experience with Meditech, MSOW, Press Ganey, Qlik Sense, Tiger Connect, Policy Manager, TeleTracker, Sentac, and Premiere medical data tracking sites

Supported the Medical Board of Managers, the Medical Executive Committee and the Chief Medical Director with deliverable-tracking, LOS and Gap analysis reports utilizing pivot tables and v-look up to track and analyze data

Managed marketing projects for internal PMC initiatives for the south market region

Supported the CNO by coordinating all projects and operations for the nursing department

Coordinated and led various projects to improve various processes and workflow while ensuring compliance with hospital and HIPPA requirements.

Facilitated cross-functional communication across teams in assisting with projects

Executed project operations by obtaining resources, producing project deliverables, and status reports

Adaptable to different managing styles to meet client and team at each stage of a project, while meeting individual project needs of team members at the same time

Planned, established, and communicated project deliverables and pending issues, problems, and needed actions to meet project deadlines and maintain project schedules

Produced weekly status reports and tracked progress of deliverables for project cycles

Tracked document changes and prepared written project communication materials

Assisted the Director of Operations with analyzed overtime hours per hospital department to help with effective staffing efforts hospital-wide

Sr. Executive Assistant / Project Coordinator to the Chief Digital and Information Director of Common Spirit

Served as the right hand and first point-of-contact for all internal staff and external clients, including those of a highly confidential or critical nature to the Chief Digital & Information Officer of the second-largest nonprofit hospital chain in the United States ($8 billion in annual revenues)

Provided sophisticated calendar management, prioritized inquiries and requests while troubleshooting and resolving conflicts, exercising sound judgement and recommendations reflecting the executive’s style and preferences while ensuring smooth day-to-day engagements

Produced and coordinated high volume multi-tier management meetings, travel itineraries, and extensive video conference calls along with detailed meeting logistics and respective pre- and post-meeting prep for the CDIO and senior executive leadership team members

Handled and successfully scheduled plenary panel speaking engagements and mainstream media interviews (Forbes, AHA.org, Reuters events, AHL Magazine, Female Innovator of the Year Award (Gov/Non-profit)

Attended meetings on executive’s behalf, captured action items and worked with multi-levels of management to track deliverables through completion

Monitored information flow: acted as gate keeper ensuring CDIO’s involvement in a project or decision-making process at the right moment

Led communications of objectives amongst departments and fostered interdepartmental work streams

Oversaw large, cross-functional, organization-wide projects fostering collaboration and problem-solving efforts

Developed and maintained an alert system for upcoming deadlines on incoming requests and events

Assisted with team building initiatives and overall support for the organizational culture and employee morale

Directed administrative functions for the Directors, Principals, Consultants and Key Managers

Managed all aspects of administration, including employee notifications and vendor management, obtained documents, clearances, certificates, and approvals from local, state and federal agencies

Extensive utilization of Zoom, Google Docs, Google Sheets, Gmail, Google Calendar, and G-Suite

Covestro, LLC. – Houston, TX 2019 – 2020 (Downsized due to Covid-19)

Chief of Staff / Lead Executive Assistant to Global Project Director

Performed strong multi-tasking executive administrative support for a 5-year global project (HQ Germany) by serving as the right-hand to the global director, global leadership team, board of directors, and an international engineering team of 150 people on a $1.7B global engineering project in the energy and material sciences industry (former material sciences division of Bayer Corporation)

Proven ability to work well under pressure and successfully deal with competing demands while maintaining composure, confidentiality, and effective control of the office

Managed evolving action tracker from director’s leadership team meetings and partnered with cross-functional teams to conduct thorough follow-up on deliverables through completion

Provided extensive, heavy calendar management complete with meeting logistics, technology set-up, other meeting collaboration supplies, and catering as needed

Created high-volume international travel itineraries and global conference calls, provided detailed meeting logistics and produced multiple monthly T&E reports and expense reconciliations for global project director and the executive leadership team members

Performed as lead administrative assistant. Manager to three junior administrative assistants. Trained cross-functional team back-up coverage, developed travel & expense policies, and onboarding & offboarding policies for the project

Served as communications hub between leadership teams, global director, board of directors and 150 engineers

Developed, managed, and maintained internal data management SharePoint sites for several global leadership teams as well as ten individual global discipline sites

Negotiated and handled various vendor contracts culminating in annual net savings of $200k in 2019

Successfully planned, coordinated, and supported multiple onsite and offsite all day to week-long executive leadership meetings, board meetings, multiple internal department meetings, trainings, and workshops for up to 150 local, national, and international attendees

Effectively networked with multiple internal departments, key assistants, and offices worldwide

Led the interviewing, selection, and training process for all global project support administrative assistant roles

Experienced in planning, organizing and problem-solving to complete multiple deadline-driven projects on time with efficiency and accuracy with strict attention to detail

Handled IT, visitor traffic, security, office supply inventory, technical and facility issues through resolution

Organized and executed multiple teambuilding events for up to 150 attendees

Managed all project onboarding and off boarding activities for local, national, and international employees

Served as chief of staff amongst the senior leaders, the 150 engineers, the board of directors, and steering committee

Assisted the human resources department with new hires, including interviewing, documentation, and onboarding, and collaborated to address and resolve all employee concerns

Oversaw daily operations through collaboration with senior management and department leaders, performing an array of administrative tasks from managing calendars, generating correspondence, maintaining hard copy and electronic files, planning, and coordinating annual corporate meetings, and scheduling facilities

Built and developed relationships with all employees for increased efficiency and effective responsiveness into existing operations, and assisted to define new operational strategies by working with Global Director, Board of Directors, and senior executive leadership team members on special projects

Prime Natural Resources – Houston, TX 2017 – 2018 (CEO transferred to DFW)

Sr. Executive Office Administrator

Provided multi-tasking administrative support for the CEO and executive leadership team (Legal, H.R. Finance, Operations, Sales) of a hedge fund company in the energy, oil, and gas industries

Coordinated travel, conference calls, and on/offsite meetings with logistical support for the CEO and all executive leadership team members

Assisted with the company-wide roll out and training for Concur T&E and Skype for Business

Managed the calendar of the CEO, answered calls, created & reconciled expense reports, and performed as point-person for responses to incoming calls, emails, and requests for the CEO (gate keeper)

Handled confidential information with discretion with the highest level of professionalism

Conducted onboarding and offboarding tasks working in tandem with HR and corporate finance

P97 Networks – Houston, TX 2016 – 2017 (downsized)

Sr. Executive Assistant / Director of Business Operations

Supported CEO and Board of Directors in a start-up technology firm in global fuel sales

Provided executive calendar management, created domestic & international travel arrangements, conference calls, and offsite/onsite meeting logistics complete with technology & catering

Prepared presentations for board meetings, investor presentations, executive leadership meetings and offsite speaking engagements for industry conferences and T.V. segments

Gained expertise with Google Drive, Docs, Sheets, Forms, and Gmail, G-Suite, and Slack

Developed and organized internal data management sites (i.e., SharePoint, Box, CRM)

Managed and handled all onboarding and offboarding activities

Created and managed follow-up system for leadership team action item deliverables and deadlines

Harris CapRock – Houston, TX 2015 – 2016 (bought by SpeedCast)

Sr. Executive Office Administrator / Chief of Staff

Supported CEO in the energy, oil & gas, & maritime sales HQ for global satellite communications

Managed and resolved issues in the absence of the CEO and acted as the primary gatekeeper

Responsible for keeping all lines of communication open between team leaders and CEO

Coordinated and aligned extensive, multiple calendar management and heavy domestic & international travel arrangements, created, and managed global conference calls and offsite/onsite meeting logistics and corporate events spanning six different time zones

Lead administrative assistant to a global team of six junior assistants worldwide

Effective liaison to direct reports and subset teams in six regions (North & South America, Europe, Middle East, Africa, and Asia). Built relationships throughout the organization crucial to the success of the business

Produced, tracked, and managed weekly meeting deliverables, monthly expense reports, procurement orders, and internal/external client presentations while enforcing consistency and integrity of department data and presentations

Managed and maintained various internal SharePoint websites, SAP, and CRM, resolved IT issues through resolution

Developed relationships with various vendors and negotiated vendor contracts culminating in saving over $76k to the firm in FY2015. Received performance bonus for cutting costs.

Arranged numerous high-profile corporate meetings & events for up to 130 attendees

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