Executive Assistant Administrative
Resume:
Natasha (Monique) McCullers
Raleigh, NC 27529
**********@*******.***
Seeking an Executive Assistant/Administrative Specialist position that allows growth and development. Ten plus years of executive administrative experience, excellent customer service, multi-tasking, and strong attention to detail.
Experience
Duke Universi ty 01/2025-present
Temporary Executive Assistant
Dean School of Nursing
• Serve as confidential liaison for the Dean with other University offices, faculty, students, staff and external contacts.
• Triage, prioritize and resolve or redirect questions and issues as appropriately.
• Proactively manage the Dean’s complex calendar and schedule. Anticipate and assess meeting and agenda needs.
• Create agenda for 1:1’s and similar meetings, assure others provide agendas in advance of meetings, and attach agenda to outlook calendar invitation and print out hard copy for Dean’s daily calendar folder.
• Generates correspondence, meeting minutes, and the logging and distribution of incoming and outgoing mail.
• Comfortably schedule and reschedule meetings as priorities change; making sure the Dean is updated of changes and location for all meetings.
• Responsible for booking travel by air, ground transportation, car service, Uber, Lyft, rental car, hotel, RDU airport parking, and conference registration.
• Coordinate with out-of-town conference coordinators for all meetings in which the Dean is the keynote speaker, panel attendee, guest and more.
• Maintain and organize receipts for expense reimbursements and procurement card (P-Card) clearing.
• Process all Dean’s office reimbursements ensuring payments and honorariums are paid.
• Assist with formatting Letters of Recommendation, donor letters, internal/external faculty letters and other letters as requested.
• Planning of onsite/offsite events, meetings and donor visits. Book all guest travel expenditures, submissions and receipts into Concur.
• Support departmental budget processes which could include running reports, simple budget analysis, and/or budget entries
• Maintains office files, records, and folders for departmental meetings.
• Complete special administrative tasks and projects of varying complexity as assigned by the Dean and Chief of Staff.
• Serve as back-up to Chief of Staff and Administrative Assistant. Manage the daily operation of the Dean’s Office in the absence of the Chief of Staff. Walter Reed Army Institute of Research (WRAIR) 10/2023-05/2024 Executive Assistant
Office of the Chief Science Officer (CSO)
• Provided extensive executive level support to manage the administrative tasks for the Chief Science Officer and the Deputy Chief Science Officer.
• Heavy Calendar management included scheduling meetings, monitoring calendars, and tracking any meetings that may have been missed.
• Scheduled monthly meetings with all department heads and staff.
• Meeting coordination and content including PowerPoint presentations and meeting minutes.
• Coordinated the schedules across HQ elements.
• Organized monthly staff meeting with all staff that report to the CSO.
• Coordinated of all events managed by CSO office. (200+people)
• Processed compliant documents as well as agreements.
• Compiled data for expense reports and processing them in DTS.
• Helped with all administrative tasks associated with the budget process.
• Input DTS orders, processing agreements, and documenting voucher transactions.
• Handle confidential information and ensure that the information is electronically filed correctly.
• Secured, monitored, and tracked all travel actions for the OCSO.
• Provided updates to the OCSO staff weekly on travel packet processes and approvals.
• Updated the CSO of all meetings, policies, and updates coming from the Command office.
• Implemented new policies and procedures that will help the CSO office run smoothly and more efficiently.
• Answered, screened, and routed telephone calls for the office of the CSO.
• Faxed, scanned, and mailed all documents as needed. T Rowe Price 03/2021-02/2023
Sr. Administrative Assistant
Department of Compliance
• Recorded discrepancies within the Compliance department.
• Maintained Spreadsheets of all data dealing with Compliance.
• Planned off-site meetings as well as social functions as needed within the department. Organized meeting with international staff members as well as members in the local office.
• Maintained calendar management for the entire Compliance department.
• Coordinated executive meetings with companies, including collection and coordination of all meeting material, agenda creation, PowerPoint presentations, as well as media presentations.
• Assisted with the preparation of quarterly and yearly reports using Factset.
• Assisted with compilation of quarterly business and financial review materials.
• Submitted all expense reports into (MyExpenses) monthly.
• Screened calls and all visitors.
• Resolved routine and sometimes complex inquiries regarding financial accounts.
• Scheduled and maintains a calendar of appointments, meetings, and Post earnings calls.
• Entered all company meetings and post earnings calls into RMS/GEMS.
• Assisted with special projects across the team as needed.
• Ordered all department supplies.
• Copied, filed, mailed, and faxed as needed for the department. Johns Hopkins University 02/2019-06/2019
Department of Emerging Technology
Executive Assistant
• Assisted the Chief Medical Information Officer, Sr. Hospital Director, and Data Trust Operator.
• Created Projects, Agendas, and meetings minutes for the CMIO.
• Extensive calendar management for the CMIO and other staff using Outlook.
• Attended all Data Trust meetings and took minutes to process for the Data trust website.
• Helped the CMIO with monthly meetings and created all agendas as needed.
• Created PowerPoint presentations and adobe connects for outside staff for the CMIO.
• Made travel arrangements, lodging, transportation, and itineraries using Concur.
• Recorded and tracked all expenses on the Pcard the CMIO.
• Processed expense reports and all invoices through SAP.
• Assembled and maintained files of CV, licensure, CME, and conference records.
• Retrieved and received all mail as packages for the department.
• Coordinated office services such as purchased, record keeping and other projects as assigned.
• Coordinated all applicant interviews for faculty staff and other positions posted for the department, which may include meeting agenda, room location, food, and invites as needed.
• Assisted with preparation of presentations, summits, and monthly board meetings. Johns Hopkins University 09/2017-02/2019
Department of Gynecology and Obstetrics
Sr. Administrative Coordinator
• Assisted the Director of OB/GYN Generalist/ Assistant of Medical Student Affairs
• On boarded and trained all faculty and administrative staff of OB/GYN.
• Created project and documents as needed by the director.
• Maintained extensive calendar management for all faculty using Outlook.
• Performed all duties with minimal supervision and assistance in the absence of the Administrative Manager.
• Reconciled non-sponsored budgets and managed project budgets including, but not limited to, budgets for Division-wide events, purchases for the department, and monthly billings/cost.
• Monitored the budget for faculty staff spending as well as supplies.
• Made travel arrangements, lodging, transportation, and itineraries per visit using Concur/SAP.
• Processed expense reports, P Cards, and all invoices through SAP.
• Assembled and maintained all faculty CV, licensures, CME, and conference records.
• Created the call schedules and entered it into Lightning Bolt as well as Outlook calendar for each staff.
• Scheduled patient surgeries, pre-op, post-op, and Anesthesia appointment through EPIC.
• Provided patients with FMLA and short-term disability paperwork as needed for surgery.
• Provided lab coats, business cards and any other equipment/ materials needed by the faculty and staff.
• Prioritized and triaged emails, phone messages, and direct messages from patients, physicians, and pharmacy staff.
• Retrieved and received all mail and packages for the department.
• Scheduled, canceled, and rescheduled patients for their clinic appointments.
• Coordinated office services such as purchasing, record keeping, and other projects assigned.
• Coordinated all applicant interviews for faculty staff and other positions posted for the department, which may include meeting agenda, room location, food, and invites as needed.
• Assisted with preparation of presentations, summits, and monthly board meetings.
• Assisted with planning special events/ functions including workshops and conferences; coordinated preparation, set up and logistics for these events/functions.
• Answered a very busy phone line, triage calls, and entered messages into Epic for the providers.
• Composed, proofread, edited, and mailed correspondences. Johns Hopkins University 10/2015-09/2017
Department of Gynecology and Obstetrics
Administrative Coordinator
• Assisted the Director of OB/GYN Generalist Group and 4 Assistant Professors.
• Extensive calendar management for all faculty and several staff using Outlook.
• Performed all duties with minimal supervision/assist in the absence of the Administrative Manager
• Arranged travel, processed expense reports, and all invoices through SAP.
• Assembled and maintained CVs, licensure, CME, and conference records for the faculty staff.
• Created the call schedules and entered it into Lighting Bolt as well as the Outlook calendar for each member of staff.
• Scheduled patient surgeries, pre-op, post-op, and anesthesia appointment through EPIC
• Provided patients with FMLA and short-term disability paperwork as needed for surgery.
• Provided lab coats, business cards, other equipment/materials needed by Faculty/Staff.
• Prioritized and triaged emails, phone messages, and instant messages from patients, physicians, and pharmacy staff.
• Scheduled, canceled, and rescheduled patients for their clinic appointments.
• Coordinated office services such as purchased, record keeping and other projects as assigned.
• Distributed monthly reports to my director as needed as well to the chairman for board meetings.
• Coordinated all applicant interviews for faculty/staff, arranged flights, hotel, and dinner.
• Scheduled monthly Division meetings, meeting agenda, room location, food, and invites as needed.
• Assisted with preparation of presentations, summits, and monthly board meetings.
• Assisted with planning special events / functions including workshops and conferences; coordinate preparation, set up and logistics for these events/ functions
• Answered very busy phone lines, triage calls, enter messages into Epic for the providers.
• Composed, proofread, and edited all mail correspondences.
• Received packages and mail for office.
Johns Hopkins HealthCare 07/2014-10/2015
Research and Development
Program Coordinator
• Assisted the Director of Research and Development Department and staff of Population Health.
• Heavy calendar management, budgeted spreadsheets, scheduled meetings, managed projects, planned events, room reservation, ordered food, planned agendas, and scheduled interviews.
• Recorded and tracked employee timecard through Kronos for payroll purposes.
• Paid invoices and reimbursements through SAP.
• Assisted with data collection and analytics for reports needed monthly.
• Prepares a variety of reports and legal documents for departmental purposes.
• Maintained records for the department as well as all monthly meeting minutes.
• Create and maintain filing system(s) for the purpose of storing and retrieving documents efficiently
(electronically and paper).
• Complete special projects and other assignments in an accurate and timely manner.
• Arranged lunches and travel for the department’s monthly social events. Johns Hopkins Hospital 08/2013-07/2014
Department of Neurology and Neurosurgery
Administrative Coordinator
• Assisted the Assistant Administrator and Associate Administrator of Neurology and Neurosurgery
• Extensive calendar management for all faculty and several staff using Outlook.
• Performed all duties with minimal supervision/assisted in the absence of the Administrative Manager
• Arranged travel and processes expense reports and all invoices through SAP.
• Prioritized and triaged emails, phone messages, and instant messages from patients, physicians, and pharmacy staff.
• Coordinated office services such as purchasing, record keeping and other projects assigned.
• Distributed monthly reports to my director as needed as well to the chairman for board meetings.
• Scheduled monthly Division meetings, meeting agendas, room location, food, and invites as needed.
• Assisted with preparation of presentations, summits, and monthly board meetings.
• Assisted with planning special events / functions including workshops and conferences; coordinate preparation, set up and logistics for these events/ functions.
• Answered very busy phone lines, triaged calls, and entered messages into Outlook.
• Served as a backup for the Sr. Administrative Coordinator.
• Composed, proofread, and edited all mail correspondences.
• Received packages and mail for the office.
Wake Med, Raleigh, NC 10/2007-06/2013
Administrative Assistant
Cath Lab
• Assisted the manager of the Cardiac Cath Laboratory and four supervisors.
• Scheduled patients for proposed diagnostic and intervention procedures.
• Verified patients’ insurance with their doctors’ offices and entered them into our schedule.
• Managed daily operations and provided administrative support to the Invasive Cardiology Cath and Electrophysiology Labs.
• Verified and reviewed patient charges for accuracy prior to submitting charges through DMS Centricity.
• Maintained quality control for supplies needed, which was serviced by our Analyst.
• Answered phones and triaged calls to/from doctors, nurses, and patients, and family members.
• Registered families in/out of waiting area.
• Maintained an orderly waiting area for doctors and patients’ family members.
• Directed staff and visitors to the correct locations to maintain order within hospital.
• Helped with other administrative duties upon request. Wake Med, Raleigh, NC 04/2001-10/2007
Department of Neuroscience/ER
Clinical Secretary
• Trauma calls initiated for the ER trauma department.
• Registered who were presented for medical services.
• Transcribed all doctors’ orders and answered patient calls.
• Directed staff to help patients with assistance as needed and assisted patients on the floor.
• Entered patients into the system and ordered all the proper consultations, meals, and labs.
• Organized charts for audits and prepared them for patients being transferred to outside facilities.
• Helped all visitors/family members with questions/concerns.
• Faxed/received all information from doctors/clinical staff.
• Helped nursing staff with other duties upon request. Education
Coppin State, 2015-2016, Nursing
Johnston Community College, 2011-2012, Nursing
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Wake Technical Community College, 2002-2006, General Courses Honors/Awards
National Dean's List 2006
Skills
General: Customer Service, Medical Terminology, Spreadsheets/Reports, Scheduling, Posting Call, Ordering Office Supplies, Management, Organization, Data Entry, Data Analytics, Project Management, Travel Management, Calendar Management, Proofread, Attention to Detail, Computer Skills: Epic, Ormis, Centricity Cardio DMS, Kronos, Workforce, Smart Web, MS Outlook, Lawson Software, Shift Wizard Advanced, Crystal Enterprise Rep, Covisint Provider Link, Siemens OAS/ GOLD, Kronos, Lightning Bolt, ION, MS Word, PowerPoint, Access, Excel, Concur, DTS, SAP
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