Executive Assistant Administrative

Helen Lynne Baran

Location: Voorhees, NJ *****

Available for a Phone or Webex interview anytime with 24 hours' prior notice; however, for an In-Person interview, she prefers afternoons with at least 48 hours' prior notice. Summary:

Senior Executive Assistant with experience in supporting C-level executives in a diverse group of industries, the most recent being the Healthcare Services field. I have experience with all aspects of supporting busy executives and assisting to make their days more productive. I have additional skills in Human Resources which include training, conflict resolution, employee relations, benefits, and new hire on-boarding and orientation. I am proficient in Microsoft Office Suite, Teams, Concur, P2P, zoom conferencing, SharePoint, meeting / event planning, heavy calendar management for multiple staff, and building / maintaining relationships with employees at all levels. I have been looking for a permanent position but taking temporary assignments to stay sharp and meet my financial needs while I look.

Skills:

• Financial services administrative support experience in Controls, Risk, and Cards.

• Client service focused with experience listening, eliciting information efficiently, comprehending, and resolving complex customer issues.

• Effective organizational, multi-tasking, confidentiality, and prioritization skills.

• Strong verbal, written, and interpersonal communication skills.

• Experience supporting senior level leaders/executives and maintaining confidentiality levels.

• Advanced Microsoft Office (Word, Excel, Outlook, and PowerPoint) skills, SAP Concur, Adobe Pro, DocuSign, and Publisher.

• Ability to make timely and independent judgment decisions while working in a fast-paced and results-driven environment.

• Supervision of several teams of administrative assistant.

• Travel and Expences management with SAP Concur.

Education:

• Haddon Heights Jr-Sr High School Haddon Heights, NJ - High School Diploma

• Monmouth College - completed 66 credits

Professional Experience

Dexian Staffing/Children's Hospital of Philadelphia- Philadelphia, PA Sep 2024 to Oct 2024 Executive Associate III – Temp

• Provides advanced administrative/secretarial support for SVP/EVP/Department Chair level.

• Coordinates internal/external communications, projects, and meetings.

• Maintain the executive's schedule.

• Prepares documents, reports, and communications.

• Obtain and organize information for use in conferences, speeches, and reports as requested by the Executive.

• Leader in the administrative profession.

• Proactively manages executive level communications internal and external to the organization.

• Uses discretion when handling sensitive personnel or business information.

• Supports large projects/initiatives that impact the business on a domestic or international scale. 22nd Century Technologies Group/Septa- Philadelphia, PA Apr 2024 to Sep 2024 Senior Administrative Assistant - Temp

• Organized domestic and international travel logistics, reducing travel-related disruptions by 30%.

• Acted as a liaison between executive leadership and staff, improving communication flow and response time by 40%.

• Handled sensitive documents and information with utmost confidentiality, ensuring compliance with privacy regulations.

• Completed scanning and processing of confidential documents with Adobe Pro

• Developed and implemented new administrative procedures, reducing processing time by 25%.

• Prepared detailed reports and presentations, summarizing key findings and recommendations concisely.

• Coordinate and optimize scheduling for meetings and events, ensuring alignment with team priorities and effectively managing conflicts to maximize productivity.

• Proactively identify and resolve scheduling conflicts, utilizing strong organizational skills to maintain a seamless calendar for executives and teams.

• Implement and maintain streamlined processes for expense tracking and reporting, ensuring compliance with company policies and facilitating prompt reimbursements.

• Leverage Calendar Management techniques to optimize meeting arrangements and ensure effective time management, minimizing downtime and enhancing team collaboration.

• Facilitates comprehensive meeting planning by coordinating agendas, preparing materials, and ensuring all technical requirements are met for seamless execution. Gap Reason: Looking for the new job Feb 2024 to Mar 2024 JPMorgan Chase- Wilmington, DE- (Direct Hire) Oct 2023 to Jan 2024 Senior Administrative Assistant - Temp

• Managed the calendars of two Managing Directors and the line of business President.

• Setting up detailed travel, both international and domestic.

• Created expense reports in Concur and submitted them for approval.

• Set up large and small meetings including company events, Town Halls, and client conferences.

• Creation of documents including emails, PowerPoint slide shows, Excel spreadsheets, and Word files.

• Managed Team sites and set up Zoom meetings.

• Tracked absences for teams.

• Requested equipment, supplies, and applications for employees.

• Coordinate and optimize scheduling for meetings and events, ensuring alignment with team priorities and effectively managing conflicts to maximize productivity.

• Proactively identify and resolve scheduling conflicts, utilizing strong organizational skills to maintain a seamless calendar for executives and teams.

• Implement and maintain streamlined processes for expense tracking and reporting, ensuring compliance with company policies and facilitating prompt reimbursements.

• Leverage Calendar Management techniques to optimize meeting arrangements and ensure effective time management, minimizing downtime and enhancing team collaboration.

• Facilitates comprehensive meeting planning by coordinating agendas, preparing materials, and ensuring all technical requirements are met for seamless execution. Aspire Staffing /ASM Global- West Conshohocken, PA Jul 2023 to Oct 2023 Senior Executive Assistant – Temp

• Supported the CEO and his Legal Counsel with calendar maintenance and emails.

• Handled meeting and event planning for East coast division for all details.

• Maintained SharePoint and One Note files for CEO and company sites.

• Responsible for overseeing administrative staff with their workload ensuring fair distribution of tasks and smoot teamwork.

• Creation of detailed and complex travel both Domestic and International.

• Creation and reconciliation of expense reports.

• Creation of executive documents including contracts, emails, staff announcements, and business letters.

• Requesting needed equipment, office supplies, and applications.

• Coordinate and optimize scheduling for meetings and events, ensuring alignment with team priorities and effectively managing conflicts to maximize productivity.

• Proactively identify and resolve scheduling conflicts, utilizing strong organizational skills to maintain a seamless calendar for executives and teams.

• Implement and maintain streamlined processes for expense tracking and reporting, ensuring compliance with company policies and facilitating prompt reimbursements.

• Leverage Calendar Management techniques to optimize meeting arrangements and ensure effective time management, minimizing downtime and enhancing team collaboration.

• Facilitates comprehensive meeting planning by coordinating agendas, preparing materials, and ensuring all technical requirements are met for seamless execution. Citigroup- Wilmington, DE- (Direct Hire) Feb 2016 to May 2023 Senior Executive Assistant

• Supported performance of less experienced Administrative Assistance staff and overall effectiveness of team in performing complex administrative tasks.

• Responsible for compiling information, preparing moderately complex reports, and balancing routine general ledger lines or expense accounts.

• Performed complex administrative, transactional, operational, or customer support tasks.

• Provided a high level of professional support which included that of a more senior level assistant and managing ongoing ad hoc projects or business initiatives such as creating and pulling reports, tracking deliverables, and completing research, as needed.

• Assisted with determining when to refer callers and answering questions regarding business unit policies and procedures while maintaining confidentiality.

• Provided subject matter expertise and interpretation of administrative procedures to less experienced staff and new hires.

• Provided administrative supervision and support to managers in the areas of reporting, policies, or business documentation.

• Interacted with immediate Administrative Assistant team, functional area, and internal peers regarding routine administrative tasks.

• Supported more experienced level leaders with daily administrative tasks and interacted with more experienced leaders across the organization.

• Coordinate and optimize scheduling for meetings and events, ensuring alignment with team priorities and effectively managing conflicts to maximize productivity.

• Proactively identify and resolve scheduling conflicts, utilizing strong organizational skills to maintain a seamless calendar for executives and teams.

• Implement and maintain streamlined processes for expense tracking and reporting, ensuring compliance with company policies and facilitating prompt reimbursements.

• Leverage Calendar Management techniques to optimize meeting arrangements and ensure effective time management, minimizing downtime and enhancing team collaboration.

• Facilitates comprehensive meeting planning by coordinating agendas, preparing materials, and ensuring all technical requirements are met for seamless execution.

• In addition to the above tasks, I created a presentation and led a team of 4 volunteers to onboard and deliver orientation sessions to all incoming new hires over the last seven years. To create this presentation, I had to research and give accurate historical, cultural, Human Resources, and technical information. I was considered an expert resource for all new hires, and I onboarded over 200 people a year. The quarterly survey showed a 90% satisfaction rate of these sessions and were highly sought after. Jacobs Engineering Group- Philadelphia, PA Sep 2010 to Feb 2016 Project Administrative Assistant

• Maintained detailed administrative and procedural processes to improve forecasting accuracy and efficiency.

• Provided logistical support to visiting executives in coordination with other Executive Assistants.

• Collaborated with other administrative team members, human resources, and the finance department on special projects and events.

• Maintained and coordinated executive and senior management vacation, day-to-day meeting, and travel scheduling and expense reconciliation.

• Handled AP for Project Directors and Managers, Sub-Contractors, and Operations overhead billing.

• Created reports, arranged travel, provided meeting planning and heavy phone support.

• Drafted RFPs, meeting agendas, meeting minutes, PowerPoint presentations, supplying advance meeting materials and execute follow-up for teams.

• Provided logistical support to visiting executives and clients in coordination with other executive staff. Arkema Inc- Philadelphia, PA Oct 2005 – Oct 2008

Senior Executive Assistant

• Maintained and coordinated VP of Human Resources and senior management team’s vacation, day-to-day

• meetings, and travel schedules.

• Created desktop publishing brochures, offer letters, correspondence, and memo communications.

• Processed travel expenses and reimbursement requests using Concur.

• Oversaw a team of four administrative professionals and their distributed workload.

• Collaborated with other administrative team members, human resources managers, and the finance department on special projects and events.

• Designed PowerPoint presentations for monthly divisional meetings and top-level executives.

• Arranged appropriate travel, visas, agendas, necessary contacts, and country information for VP of Human

• Resources.

• Organized department specific documents, such as vacation schedules, events calendar, and staff phone lists.

• Explained company policies and procedures for employees who called in with questions.

• Worked closely with HR Directors to facilitate year-end talent reviews and articulate team strengths/weaknesses.

• Maintained over 2000 employee personnel files according to policy, federal and state regulations.

• Resolved personnel issues regarding human resource matters needing clarification and corrections

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