Executive Assistant Administrative Support

Pamela Y. Muhammad

******************@*****.*** / 202-***-**** (cellular)

Experience Summary

Over 20 years of providing full-service administrative support to C-Level executives. Highly meticulous and skilled in complex calendar maintenance, travel coordination, expense report processing and correspondence creation. Expert level knowledge of Microsoft Outlook, Word, Excel, PowerPoint, QGenda, Concur Travel System, EBI Background & I-9 System, Nobscot, SchoolMAX, PowerSchool, iSeries/AS400E/Kronos, IDX and a Virginia Notary Public.

EXPERIENCE DETAILS

October 2018 – Present MedStar Medical Group

Executive Assistant

Provide executive administrative support to the President of Cardiology and the Vice President of Operations. To include meeting recommendations and extensive calendar management, with 4 or more meetings and/or Microsoft Teams sessions daily, often with last minute time adjustments.

Coordinate projects by performing financial analyses and preparing appropriate supporting documentation to support and assist the executive leadership team.

Coordinate extensive travel schedules, to include 3-4 days per week traveling to numerous medical facilities, all over the region.

Prepare and submit bi-weekly expense reports, to include a detailed business purpose and price comparisons when required.

Attend executive team meetings, take minutes and develop action items for distribution.

Maintain and distribute the physician’s master schedule and vacation summary, to include tracking leave, on-call and out after call requests, to ensure proper tracking and physician coverage seven days a week.

Coordinate and perform physician credentialing by maintaining records and completing applications to ensure all licenses and privileges are up to date.

Provide executive administrative support by developing and refining presentations as required by members of the executive leadership team.

Maintain a regulatory/compliance environment by following organizational policy and procedures to ensure compliance to state, local, and federal standards and regulations.

Order office supplies for administrative offices, according to established protocols to ensure supplies are available within cost effective guidelines.

July 2017 – September 2018 The McCain Institute

Executive Assistant & Office Manager

Coordinated the daily schedule and duties of the Ambassador, to include meeting recommendations and extensive calendar management, with 4 or more meetings and/or press events attended daily, often with numerous time and location adjustments.

Booked extensive travel, domestic (5-8 days a month) and international (12-15 days a month) with multiple countries visited during each trip, and numerous meetings/press events attended each day.

Entered every meeting and/or press event in Micrsoft Outlook, in the appropriate time zone.

Prepared and submitted all expense reports into the Concur travel system, to include a detailed business purpose and price comparisons when required.

Interfaced with White House, Senate and State Dept. personnel to coordinate briefings, meetings and debriefings.

Created itineraries and agendas, to include assembling all meeting materials.

Assisted the Deputy Executive Director on departmental and divisional administrative matters, as well as decisions affecting interdepartmental relationships.

Arranged conferences and meetings for various other senior management, to include correspondence creation, presentation development and catering.

Performed on-boarding, maintained personnel records, paper and electronic, and defined procedures for their retention, protection, retrieval, transfer and secure disposal.

Planned staff space allocations, layouts, floor and office moves as required.

Procured office equipment, to include contract review, as well as routine maintenance and upkeep.

Assisted with office event coordination, including arranging external equipment procurement, catering, sending invitations and managing RSVP’s.

Managed inventory of and ordered all office supplies, to include coordination with IT on all office equipment upgrades and liaised with all facilities management vendors.

July 2014 – June 2017 Maya Angelou Public Charter School

Executive Assistant & Office Manager

Maintained the calendars of the Principal, Dean of Students and the Director of Socio-Economic Development, using Microsoft Outlook.

Booked all travel arrangements for senior management and processed expense reports.

Supervised main office and attendance secretaries, as well as all substitute teachers, to include timecard review.

Assisted with new hire on-boarding, to include orientation and I-9 processing.

Attended various meetings for senior management, including taking minutes and post-meeting debrief.

Maintained the main office, created and oversaw communications, written and verbal, to and from the school.

Created PowerPoint presentations for senior management meetings and teacher professional development.

Assisted the Enrollment Specialist with the pupil enrollment process, using PowerSchool.

Created reports based on attendance data and other required documents.

Ordered and maintained school supplies and office equipment.

Ordered meeting items, to include catering and technology

September 2006 – June 2014 Charles County Public Schools

Executive Assistant & Registrar

Provided calendar maintenance to the Principal and Vice Principal, using Microsoft Outlook.

Prepared and maintained all aspects of pupil records, using iSeries/AS400E/Kronos.

Confirmed pupil’s current and transfer information and filed appropriate reports for the Maryland State Department of Education, such as Monthly Pupil Attendance Reports, Monthly Suspension Reports and attendance letters to parents/guardians, to include contacting parents regarding attendance policies and procedures.

Supervised main office and attendance secretaries, to include timecard approval and performance reviews.

Registered all new pupils and requested prior school records. Withdrew transferring pupils and forwarded permanent school records or copies to new school, as per state policy.

Typed and distributed all correspondence, bulletins, notices, newsletters, surveys, agendas, lists, menus, etc. as required and instructed by the Principal.

Followed-up on immunizations, to insure state compliance, as well, as prepared school immunization reports.

February 2004 – September 2006 The George Washington University Hospital

Administrative Assistant III

Provided administrative support to the Chief Nurse Executive, Director of Clinical Operations and Clinical Operations Supervisor.

Maintained their calendars and appointment schedules, using Microsoft Outlook. Performed secretarial duties such as preparing correspondence through dictation, composing written material, including letters or memo, using a word processor and/or typewriter, and proofread all material.

Performed daily input of worked and non-worked hours into productivity reports for Nursing Administration, Nursing Orientation, Nursing Internship and Transportation department cost centers, for submission to Senior Management.

Performed bi-weekly payroll, via AS400E/Kronos, for nine Directors, Nursing Administration, Nursing Orientation, Nursing Internship and Central Resource department cost centers, to include processing Personnel Transaction Forms, payroll corrections and check distribution.

Maintained files and assured that confidential activities were handled discreetly and classified information was safeguarded.

Handled, screened and prioritized all telephone calls and correspondence. Listed, dated, and cataloged incoming and outgoing mail. Provided assistance and direction to callers, visitors and staff as required.

Performed weekly billing and processed invoices for Nursing Administration as well as other Departments.

Assisted with development and performed edits to the Department of Patient Care Services’ Administrative Policy Manual and Practice Manual.

Responsible for recruitment of temporary Nurse staffing of all clinical units, to include license and certification verification, as well as drug-screening and physicals.

Submitted monthly agency contract and non-contract nursing usage tracking reports, to The Chesapeake Registry.

Organized, scheduled and confirmed meetings. Reserved conference rooms and equipment, selected and ordered refreshments/meals, and compose meeting notices and correspondence.

Provided administrative support for the Clinical Practice, Clinical Directors, Professional Practice and Infection Control Committees, as well as, several short-term committees, to include meeting minutes, catering, agenda creation and material preparation.

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