Executive Assistant Office Manager
Resume:
NICOLLE ANCARROW
***************@*****.***
Profile
Professional Executive Assistant with experience supporting C-suite executives with 100 + employees in a busy Biotech startup. Manage and maintain complex calendars and events keeping control over changes and requests to ensure effective time management; proactively manage calendars across multiple time zones. Reputable for organizing chaos into order, having a strong attention to detail, maintaining confidentiality and thriving under pressure.
Education
Bachelor of Arts in Mass Communication Meredith College
Key Skills
Proficient in Microsoft Office, G Suite, QuickBooks, SAP/Concur, zoom, AR/AP, bills.com Notary Public and First Aid and CPR Certified
Experience
August 2021 – Present
Executive Assistant/Office Manager • Xilis, Inc.• Durham, NC Provide day-to-day assistance to the CEO, COO, CFO, CMO and CCO as well as ELT. Proactively manage calendars for C-suite across multiple time zones including internal and external meetings and resolve scheduling conflicts. Arrange domestic and international travel for C-suite executives for professional meetings and speaking engagements including airfare, hotel and transportation being conscientious of their personal requests. Coordinate logistics for out of state employees traveling to HQ office. Interact with Board of Directors members and their assistants, to coordinate and schedule meetings. Event management planning of all company meetings, conferences, monthly Happy Hours, Baby Showers, Charity Events, Team Outings and dinners. Update companywide org charts and maintain company slack channels. Design and order company SWAG. Prepare presentation materials (primarily using google slides) for weekly All Hands Meetings and assist and present at All Hands Meetings when requested. Prepare and submit all C-suite monthly expense reports. Approve expense reports for accounting department in a timely fashion. Enroll/deactivate employees in MediaLab to ensure proper training is assigned. Solve problems before anyone knows they exist. Assist IT and Quality Director as needed. Serve on the Safety Committee. Engaged in facility management and the move to new site. Support HR with administrative tasks such as creating/reviewing new hire documentation, scheduling interviews, new hire orientation, e-verification, benefits enrollment/termination, office tours, key fob assignments and desk placements. Maintain necessary records, policies and procedures. Answer phone and routes messages appropriately. Point of contact for visitors, investors, vendors, property management and janitorial staff. Inventory management and purchaser of office supplies, snacks and beverages for HQ office. Provide fresh fruit weekly and maintain snack/beverages are stocked in multiple offices. Plan menu and order catered lunch for 60+ onsite employees. Notarize patents and various documents per the request of C- suite and employees as needed. Create an environment of recognition, appreciation, creativity and fun that drives employee engagement.
June 2020 - August 2021
Office Manager • Cynthia Gregg Face & Body Specialists • Cary, NC Responsible for managing the daily operations of a multi-surgeon plastic surgery practice including appointment scheduling, registration, patient flow and discharge procedures, cash reconciliation and checks and balances to enhance patient satisfaction and physician productivity. Managed office activities and supervised daily functions and performance of medical staff to ensure achievement of goals. Reviewed schedule for accuracy and managed call schedule for surgeons. Generated quarterly financial reports for providers. Reported monthly sales tax. Responsible for maintaining phone system. Sent out monthly newsletters via Constant Contact. Maintained office petty cash account. Maintained physicians and CRNA credentials. Worked closely with the Medical Director to ensure accreditation of the surgery center. Maintained/ordered oxygen, nitrous gas and air for the OR as well as office supplies.
August 2016 - March 2019
Practice Manager • Sanford Dermatology • Sanford, NC Managed all aspects of a 4 medical provider multi-site practice and worked actively as a hands-on- manager at all 3 locations. Defined goals with agenda driven meetings while improving teamwork and performance. Responsible for implementing eDerm EHR and assisted training employees. Responsible for the move and uplift of third location; purchased all medical/office equipment and ensured office was able to open prior to target date. Negotiated terms of new lease for satellite office. Assisted in the recruitment of a Physician Assistant as well as contract negotiation. Increased staff from 14 to 19. Uncovered errors in accounts payable which saved practice more than $30k within 6 months of employment. Implemented new policy to avoid overpayments from accounting department in the future. Responsible for recruitment, retention, termination, and corrective action of all employees. Processed onboard HR forms for new hires. Implemented staff performance reviews and presented raises to staff. Submitted payroll, approved PTO requests and ensured coverage when staff unable to work. Drafted and enforced employee handbook policies creating new handbook. Mentored staff and provided opportunities for professional growth and development. Acquired new phone system and implemented procedures in phone techniques which resulted in higher patient satisfaction. Responsible for marketing and patient counseling. Coordinated pharmaceutical rep lunches for physicians and staff. Coordinated all Christmas and Retirement parties as well as Baby Showers.
August 2015 - July 2016
Site Operations Manager • Pinehurst Medical Clinic, Inc • Pinehurst, NC Responsible for daily operations of a 4 physician and aesthetic practice, a new division of Pinehurst Medical Clinic which opened in October 2015. Worked actively as a hands-on-manager in all clinic areas. Created SOPs for multiple procedures. Created all documents, business cards and necessary information to facilitate the smooth operation of opening date. Created phone scripts and set up phone system prior to first day of clinic. Assisted with the uplift of the office space and ensured clinic was able to open on targeted date. Recruited and hired new staff members per corporate procedures. Trained all new staff members and trained existing staff on all new processes, procedures and protocols. Attended monthly Operations meetings, coordinated monthly provider meetings and presented meeting minutes to the COO. Completed performance reviews for staff. Reviewed and processed staff timecards and approved time off requests. Reviewed, monitored and attempted to minimize staff overtime. Posted charges and payments for all cosmetic services, products sales which included aesthetician services. Created inventory process and ordered all cosmetic products. Coordinated 2 promotional events within 6 months of clinic opening. Worked closely with marketing staff to develop marketing strategies and goals for the clinic. Reported melanomas to NC Cancer Registry. Assisted other departments by creating templates and schedules for new providers.
April 2006 - August 2015
Operations Manager • Southern Dermatology • Raleigh, NC Managed all aspects of operations which included balancing the financials for the 7 medical and aesthetic provider practice. Reviewed and paid all bills via QuickBooks. Prepared monthly statements for physicians, showing source of revenue number of new patients, referral sources and positive or negative developments in growth patterns. Credentialed physicians kept renewals of applicable licenses and hospital privileges up to date while maintaining accuracy within CAQH. Responsible for talent acquisition and retention as well as onboarding and offboarding. Created and revised master templates for all providers, satellite location, and schedules to include accurate scheduling for all vacation/time off requests. Responsible for phone programming and restructuring credit card contracts to reduce overhead. Worked actively as a hands-on-manager in all clinic areas. Assisted the Practice Administrator with smooth flow of aspects of practice operations and assisted with the rebranding/marketing of new company name. Established marketing template for aesthetic and medical divisions with focus on digital capabilities, image, website, mailing list and events. Redesigned aesthetic group for talent and customer service. Trained aesthetic staff and coordinated all cosmetic events.
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