Executive Assistant Administrative Support
Resume:
Donna Edmonds-Lilly
Louisville, KY *****
**********@***.***
Work Experience
Executive Assistant
Helping prepare for CARF Accreditation Inspection - Louisville, KY February 2020 to Present
I worked for the CEO of Wellspring and help support the Administrative Office and all others as needed.
• Audit Files for CARF Accreditation Inspection to ensure overall employee record keeping system, is accurate and has all required components to meet requirements.
• Provide Support to Compliance & Technology Director to complete CARF Binders with all requirements.
• Provide administrative support and assistance to the Chief Executive Officer.
• Prepare and/or edit correspondence, communications, presentations and other documents
• File and retrieve documents and reference materials
• Conduct research, assemble and analyze data to prepare reports and documents
• Manage and maintain executive's schedule, appointments, phone calls etc.
• Arrange and coordinate meetings and events for CEO, Board, Financial etc.
• Record, transcribe and distribute minutes of meetings to Board Members
• Monitor, respond to, and distribute incoming communications
• Return informational calls or send to appropriate staff person
• Receive and interact with incoming visitors
• Interact with external partners, help foster new connections for growth of Wellspring
• Co-ordinate project-based work
• Review operating practices and implement improvements where necessary
• Set-Up any meetings, parties, fund raising as needed & track all donations
• Computer Tech to Administrative Staff
Assistant
Preload LLC - Louisville, KY
June 2015 to July 2019
I work for the CEO of Preload LLC. I provide services to the Safety Dept, Construction, Engineering Crews as well as working on an Archiving Project with files from 1935 forward (3 Containers full).
• Track wage info from Bid Point for Pay Requirements -
Davis Bacon, Prevailing Wage, LCP Tracker Required, etc.
Collecting and tracking Subcontractor Time Sheets for submission
Approve invoices for payment based on time worked for Subcontractors
• Follow projects thru process from bid to completion tracking process of each job working with the Project Manager, Project Engineer, Maintenance & Shipping
Work with vendors& customers (internal & external)to insure timely completion of projects
Order Brass Tank Plate insuring timely delivery for installation prior to end job completion
• Attend/Set-Up meetings using GOTO Meeting & Skype -Safety-Engineering-Construction-Sales and alert CEO of issues discussed when he cannot attend
• I provide Safety Quality Check Documents for all jobs -used to track concrete pours for each portion of the tank-floor-done-walls etc.
• Ongoing Archive Files of all Preload Inc documents, photos, files. Oversee Interns helping with the project.
• Supplies
Stock for all office, breakroom supplies
Shirt, Cap, Jackets with Preload Logo Ordered for stock and each employee as needed including Safety Wear for maintenance and Field Crews.
Order printing, Yearly Christmas Cards (painted by employee), Draft Paper, Stickers, Etc.
Annual Christmas Gift ordered per size and shipped to each employee
• Code CEO, Field Operations Manager's and my Credit Cards for financial billing
• Ship UPS/FEDX and prepare packing lists as needed
• Keep CEO P.E. license for states current
• Employee of the Month
• Answer & Direct all calls
• Processing Policy Binder for Preload as polices are made- Sales-Construction-Engineering- Safety
• Update Safety Data Sheets used in the field and keep all aware of changes
• Distribute mail, maintain phone list, order supplies, send out birthday cards, vendor gifts, etc.
• Prepare Google Docs for bid with all bidding information for Sales Crew
• Insure each new hire is set up with needed applications, laptop, I Pad, Phone, Business cards, etc. Executive Assistant
Wellspring - Louisville, KY
February 2014 to June 2015
I worked for the CEO of Wellspring and help support the Administrative Office and all others as needed.
• Provide administrative support and assistance to the Chief Executive Officer.
• Prepare and/or edit correspondence, communications, presentations and other documents
• File and retrieve documents and reference materials
• Conduct research, assemble and analyze data to prepare reports and documents
• Manage and maintain executive's schedule, appointments, phone calls etc.
• Arrange and coordinate meetings and events
• Record, transcribe and distribute minutes of meetings to Board Members
• Monitor, respond to, and distribute incoming communications
• Return informational calls or send to appropriate staff person
• Receive and interact with incoming visitors
• Interact with external partners, help foster new connections for growth of Wellspring
• Co-ordinate project-based work
• Review operating practices and implement improvements where necessary
• Set-Up any meetings, parties, fund raising as needed & track all donations
• Computer Tech to Administrative Staff
Office Admin/Project/Event Coordinator
Yum Brands! Inc - Louisville, KY
May 2012 to February 2014
I worked in the Meeting and Events Department/Public Relations as the Office Manager/Financial Coordination
• Working to maintain and track all aspects and expenses for individual department(s) and events via 9 American Express Cards, all check requests and cash.
• Maintaining budget requirements, expense reports, invoice payments, cross department charges etc.
• Administrative support for multiple managers.
• Create correspondence, letters, spreadsheets and memorandums while demonstrating independent working skills.
• Maintain Contract Files and document dates sent to Legal/Vendor/Approvals/Addendums.
• Maintain follow-up files, lists and multiple calendars to ensure that schedules and deadlines are being met on all active projects, reports, correspondence, contracts and meetings while maintaining a maintain a positive attitude in stressful situations.
• Check CEO emails and Department emails daily - act or alert as necessary
• Coordinate meeting space-set-up, speakers, vendors and exhibit requirements; participant in registration and lodging as well as coordinating meeting logistics. Work with project teams providing timely submission of conference related project deliverables and reporting requirements. Provide logistical support for participant registration, database and registration fee tracking and audiovisual requirements.
• Good IT skills, devise and maintain office systems, including data management and filing.
• Initiative to do what it takes to keep office organized and on task.
• Ability to prioritize and plan effectively
• Awareness of different media agendas
• Coordinate travel and hotel arrangements for Management and staff members, as needed. Follows safety policies and maintains good housekeeping in work area. Performs other duties as assigned.
• Maintain all confidential information for executive staff and their guests. Temp
Vogt Power - Louisville, KY
October 2011 to May 2012
I worked as a Document Control Clerk as a temp to help with back logs in documents and help prepare for the company to move.
• Maintain current and historical documents and part number revisions. Issuing and maintaining records for laboratory notebooks.
• Ability to train others on the document control system.
• Maintain a complete and accurate archival system of documents by coordinating the storage, retrieval and global access of document control system/software including both hard and electronic copies of documents.
• Sort, compile, code, categorize, calculate, tabulate and/or verify informational reports, drawings, artwork, correspondence and other data and return to appropriate storage locations.
• Perform ongoing data entry to create and/or update file folders, labels, and correspondence and reference materials for document management system.
• Evaluate, develop, and maintain improved techniques for the control of documentation. Proofread proposals, permits and other documents to ensure appropriate language and formatting is used consistently per set standards and make recommendations for adjustments as needed. Office Manager/HR
HRC Medical - Louisville, KY
June 2010 to October 2011
Worked to help start/set up and run the office for HRC Louisville.
• Provide professional advice and service to clients according to acceptable standards of the profession
• Manage day-to-day client activities, including research, planning, implementation
• Duties include assisting visitors in a very busy service-oriented office, answering phones and delivering
• Maintains close and frequent contact with clients and strengthens rapport between the company and the client.
• Coordinates and supervises staff and vendors needed to carry out client service requirements, and ensures quality, cost-effective service, within budget and established timeframe.
• Demonstrates effective knowledge of print, electronic and Internet media
• Ensures that conference, action, monthly, time and expense reports are completed in a timely manner.
• Ensures that supervisors are kept fully informed regarding activities and plans of individuals and clients.
• Keeps work area and files neat, clean and orderly.
• Works harmoniously with fellow employees.
• Performs other duties as assigned.
• Compliance with corporate policies and procedures.
• Client retention and profitability.
• Accomplishment of client objectives within time and dollar budgets.
• Rapport with community and media leadership.
• Initiative to independently perform assigned tasks.
• Provide problem solving solutions for office issues as they arise. Escalate problem issue to owner when necessary. I track and report employee hours for payroll as well as keep the policies manual current and roll out any new work procedures.
Systems Operations Specialist
Johnson Controls - Louisville, KY
November 2000 to June 2006
I worked with the HVAC Engineering Department at the Louisville Johnson Controls office. We had 5 Sales/ Engineers, and 8 on site Engineers.
• Once a job has been engineered, I pull all information together to produce the "job file". Paperwork is submitted to York PA for processing and forwarded to the factory(s) for manufacture to the customer specifications.
• The job file has several sections that require documents be ready to pull at a moment's notice. I follow the order through all phases of processing insuring items are set for timely delivery. Delivery of each item when needed is optimum for installation scheduling whether it is a replacement unit or for new construction. It is important to keep the customer apprised of the delivery schedule, trucking info, etc. at all stages to allow for scheduling of placement machines (cranes/helicopter) or installation electricians, plumbers, etc.
• I work directly with the Contractors, Owners, tuck lines, and third-party vendors to make sure all details are taken care of in the time frame expected.
• Delays in delivery effect many aspects of the "job" and can cause not only delays, but loss of work, and or monetary penalties for all. My job can entail something as easy as printing blueprints to changing the units to meet changes needed.
• I track and authorize all invoices issued per the job needs and adjust job costs when savings can be found. Communication with Corporate is necessary daily to keep apprised of issues and needs for the branch and or a difficult job.
Education
High school diploma in Business
New Albany, IN Senior High - New Albany, IN
Skills
• Filing
• Personal Assistant Experience
• Document Management Systems
• Document Management
• Project Engineering
• Proofreading
• Document Management Systems
• Project Management
• Office Management
• Document Management Systems
• Presentation Skills
• Research
• Microsoft SharePoint
• Microsoft Excel
• Microsoft Word
• Customer service
• Phone etiquette
• SAP
• Human Resources
• Event Planning
• Fundraising
• Employee Orientation
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