Executive Assistant Office Manager
Resume:
Maria Bottle
EXECUTIVE ASSISTANT, PARMOUNT ADVERTISING
Contact
Cincinnati, OH
*******@*****.***
Profile
Executive Assistant with extensive experience in healthcare, legal, and information technology sectors. Proven ability to manage interoffice dynamics and streamline operations to facilitate organizational success. Skilled in anticipating executive needs, managing complex schedules, and executing high-level projects. Adept at solving problems and offering creative solutions to drive efficiency. Demonstrated success in coordinating with diverse teams, including assisting with immigration processing, securing funding, and supporting high-level executives across various industries
Education
Central Academy of Commercial Art
Cincinnati, OH
AA of Graphic Design
Experience
Executive Assistant and Office Manager AssureCare - Cincinnati, OH,
2016 - 2025
Serve as the primary liaison for all CEO-related matters, ensuring seamless communication between the CEO and both internal and external stakeholders
Expertly manage the CEO's complex calendar, prioritizing inquiries and requests, resolving conflicts, and providing actionable recommendations to ensure efficient daily operations
Partner closely with the CEO to ensure comprehensive preparation for meetings, events, and key business engagements
Act as a strategic gatekeeper, facilitating communication between the CEO and Executive Team while maintaining strong relationships built on trust and leadership
Demonstrate strong diplomatic skills by navigating the intricacies of both internal and external business landscapes, understanding stakeholder dynamics, and managing sensitive interactions
Support special projects, including managing H-1B immigration processing for associates and successfully securing a $13M grant from the State of Ohio and City of Cincinnati
Collaborate with EVP Co-Founder and in-house counsel on customer contract research, providing clear interpretations and ensuring contract compliance
Design and produce high-level documents, reports, presentations, and other communication materials tailored for internal and external stakeholders
Collect, organize, and present relevant data for CEO meetings with staff, customers, and external partners
Arrange comprehensive domestic and international travel logistics, creating detailed itineraries to ensure smooth and efficient trips
Manage office operations, including replenishing supplies, maintaining office equipment, and ensuring a well-functioning workspace environment
Work in partnership with building management and corporate facilities teams to oversee office layout, furniture logistics, and design enhancements
Collaborate with in-house counsel to review customer contracts, ensuring compliance with legal provisions and company policies
Provide guidance to associates across all levels, assisting in their navigation of company processes and coaching on how to present business cases effectively to the CEO, saving time and increasing efficiency
Represent the company at trade shows, handling logistics and facilitating communication with potential partners and customers
Assist with gathering information for Request for Proposals (RFPs), reviewing for formatting, spelling, and contextual accuracy
Ensure Salesforce CRM is updated as needed, maintaining accurate and timely information for business operations
Order office supplies
Communicate with property manager and vendors as needed
Ensured office equipment was maintained and operational
Greet customers, vendors, partners and stakeholders
Administrative Assistant Catalina Marketing – Cincinnati, OH, 2014 - 2016
Supported brand managers in preparing and organizing client data for publication
Assisted account executives with updating purchasing agreements and maintaining a national database of changes
Prepared agendas and coordinated meeting logistics for monthly and quarterly corporate and client meetings
Managed office supply orders and maintained daily communication with the office manager to ensure smooth office operations
Legal Assistant – Private Client Taft Law, LLC - Cincinnati, OH, 2012 - 2014
Provided comprehensive support to the Chair of Private Practice and assisted the estate planning practice team with client management and legal document preparation
Drafted key documents with a focus on business succession and estate planning, ensuring compliance with legal standards and client requirements.
Led the implementation of new project management and tracking software, optimizing workflow and efficiency across the team
Coordinated scheduling and logistics for firm-wide meetings, practice group sessions, and retreats, ensuring smooth execution and organization
Proactively monitored upcoming tasks and appointments, taking anticipatory actions to ensure timely and efficient completion
Developed and maintained tracking spreadsheets for various operational and client-related purposes, enhancing data organization and access
Acted as a liaison between clients and legal teams, effectively routing matters and billing for time spent on client-related tasks
Administrative Assistant Cincinnati Children’s Hospital Medical Center, Cincinnati, OH, 2010 - 2012
Provided administrative support for Home Health Pharmacy, Starshine Hospice, and Rehabilitation Equipment, including responding to caregiver inquiries and calls
Managed timekeeping and scheduling data for pharmacists and nurses, ensuring compliance with auditing requirements
Monitored and reported on pharmacy refrigeration statistics daily, ensuring proper storage conditions and regulatory compliance
Drafted communication letters on behalf of the Director of Pharmacy to government administrative agencies, maintaining professional and accurate correspondence
Paralegal BON SECOURS (f/k/a Mercy Health), Cincinnati, OH, 1998 - 2010
The largest health care system in Ohio and third largest in the nation. Bon Secours which operated 21 acute care hospitals, 400+ physician practices, long-term care facilities, housing sites for the elderly, home health agencies, hospice programs, wellness centers and other healthcare organizations
Managed and oversaw the organization’s insurance program which included physician malpractice, business, fiduciary, commercial and general that yielded over $200,000 over a two-year period via insurance premium discounts by providing business information to insurance broker
Created physician malpractice insurance form instructions for physicians
Assisted legal and finance with compiling and providing counsel representative for bond rating agencies Mercy Health Partner’s information necessary to achieve high bond ratings
Assisted the organization with numerous mergers and acquisitions of hospitals and systems which included obtaining and summarizing thousands of agreements, notices, and follow up in relation to due diligence for same
Managed Audit and Corporate Responsibility Committee Board packet meeting materials and took minutes for quarterly meetings. Worked closely with all levels of associates within organization to obtain meeting materials in advance including outside audit firms
e special projects for your leaders and their departments
Work closely with other executive assistants to ensure that Vanta's Leadership Team is staying coordinated on meetings and action items
urself to the highest ethicale the Executive’s calendar to ensure appropriate time, prioritization, and attention is nization and leaders to internal and external partiestaining an information storage system for the marketing tea
Proactive management of calendars for leaders and their teams, including scheduling and prioritizing complex internal and external meetings across time zones.
Lead and mentor a team of administrative assistants, providing guidance and development opportunities to enhance their skills and effectiveness.
Improve team efficiency by solving problems, streamlining workflows, and anticipating needs, while understanding the business context to identify opportunities and deliver results in high-pressure, dynamic environments.
Plan, manage, and execute logistics for team offsites, summits, and events, including large-scale gatherings of up to 800 attendees.
Coordinate and oversee complex regional and international travel arrangements, ensuring seamless itineraries and quick problem resolution.
Build strong cross-functional relationships and serve as a key Calm and focused under pressure, with strong organizational skills to balance multiple pr
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