Executive Assistant to VP, Community & Donor Engagement

Bessie A. Watson

**** *. ******* *** *******, IL 60617 ******.********@*****.*** 224-***-**** Professional Experience

Lurie Children’s Hospital

Executive Assistant, Community and Donor Engagement (10/22 – present) Chicago, IL

• Provide executive level support to VP of Community and Donor Engagement.

• Heavy calendar management for VP, working to prioritize multiple requests for time. Proactively rearranging the calendar to ensure there is adequate time to prepare for and follow up on meetings.

• Maintain and manage meeting coordination for several meetings, conferences (on and off-site), teleconferences and travel

• Follow finance protocols and policies to accurately process reimbursements, purchase orders, and invoices. Problem solving budget and accounting issues as needed.

• Create spreadsheets, charts, and presentations using Microsoft Office tools to assist executives in achieving their meeting objectives.

• Coordinate meetings, local and offsite, ensuring all content, meeting setup, network connection requirements are met, as well as food and refreshments, as needed.

• Project lead for annual Kids Dig check presentation and bi-annual Hope and Courage Awards. Securing all logistics for each event, as well as catering, photography and entertainment (if warranted).

• Logistics lead for Spring and Fall Investiture honorific events. Securing venue that includes catering, as well as AV needs while controlling Zoom during live streaming of the event.

• Engage in Foundation fundraising event planning on and offsite as needed, creating and tracking RSVP reports, and assist with logistical requirements as requested.

• Point person for all contract review submissions via Symplr, venue invoice payments submitted in WorkDay, and outsource venue set contact.

• Assist Foundation mail room team with processing daily mail, on a bi-weekly basis by logging checks received from donors. Scanning to the appropriate Prospect Manage and finance team.

• Committee member of the Foundation’s EDI (Equity, Diversity, Inclusion) Committee. GuideStar Eldercare

Director of Executive Administration (07/21 – 09/22) Crown Point, IN

• Manage the flow of communication between the CEO’s office and employees, clients, and other external partners.

• Collaborate with all staff to identify and deliver the required administrative support operations for the organization.

• Maintain and manage meeting coordination for several meetings, conferences (on and off-site), teleconferences and travel (business and private).

• Heavy calendar management for Founder/CEO, COO, CFO, CMO, SVP of Behavioral Health and SVP of Nurse Practitioner’s, working with them to prioritize multiple requests for time. Proactively review their calendars to ensure there is adequate time to prepare for and follow up on meetings.

• Ensure day-to-day operations are seamless by securing building service needs for each suite GuideStar occupies.

• Lead and partner with appropriate staff in the planning and execution of company events.

• Created and implemented Shelter in Place and Evacuation policies for the corporate office.

• Draft and/or review contracts for new Facilities to be partnered and submitting for appropriate signatures.

• Understand and promote the mission of GuideStar with applicants, candidates and general inquiries.

• Draft and maintain position descriptions.

• Communicate with hiring managers regarding staffing plans for each region.

• Create and provide reports on recruiting activity: weekly KPI/OKR, candidate status, job posting activity

(Indeed), additional reports as requested.

• Coordinate, execute and participate in recruiting efforts as directed by management team (referral bonuses, mass mailings, etc.).

• Provide insight and solutions for recruiting process improvement.

• Consider recruiting as an arm of the company marketing efforts. Identify “ideal candidate profiles”, prospect for candidates and build relationships with the goal of maintaining a full pipeline to support the timing of strategic staffing needs. Processed via Lever.

• Prepare/plan/schedule and participate in on-site individual or team interviews in new states/regions. This includes hotel reservations, meeting space, filling interview schedule with candidates.

• Act as a point of contact and build influential candidate relationships during the selection process.

• Project Management as assigned.

Executive Assistant / Nurse Practitioner Recruiter (10/20 – 07/21) Crown Point, IN

• Provide executive level support to Founder/CEO

• Board support; maintaining and managing meeting coordination for several Boards and leadership meetings, conferences (on and off-site), teleconferences and travel (business and private)

• Heavy calendar management for Founder/CEO, COO, CFO, CMO, SVP of Behavioral Health and SVP of Nurse Practitioner’s, working with them to prioritize multiple requests for time. Proactively review their calendars to ensure there is adequate time to prepare for and follow up on meetings.

• Create spreadsheets, charts, and presentations using Microsoft Office tools to assist executive in achieving their meeting objectives. Arrange meetings, local and offsite, ensuring that all content, meeting set up, network connection requirements are met, as well as food and refreshments, as needed

• Interface with clients and associates in a professional manner.

• Ensuring meeting rooms with video conferencing (via WebEx and Zoom) available and all supporting documents, reports and/or presentations available for all attendees.

• Process expenses using the company created excel template as they transition to Concur

• Recruiting for the top candidates to place in our Nurse Practitioner positions across IN, OH, MI, KY, TX Advanced Pain Management

Executive Assistant (04/19 – 09/20) Greenfield, WI

• Provide executive level support to President/CEO

• Board support; maintaining and managing meeting coordination for several Boards and leadership meetings, conferences (on and off-site), teleconferences and travel (business and private)

• Heavy calendar management for President/CEO, COO & CFO working with them to prioritize multiple requests for time. Proactively review their calendars to ensure there is adequate time to prepare for and follow up on meetings.

• Processed expense reports via templated Microsoft Excel spreadsheet and shared with AP team for payment.

• Create spreadsheets, charts, and presentations using Microsoft Office tools to assist executive in achieving their meeting objectives. Arrange meetings, local and offsite, ensuring that all content, meeting setup, network connection requirements are met, as well as food and refreshments, as needed

• Created and maintain company Organization (Org) Chart using Visio

• Interface with clients and associates in a professional manner.

• Ensuring meeting rooms with video conferencing (via WebEx and Zoom) available and all supporting documents, reports and/or presentations available for all attendees.

• Process expenses using the company created excel template as they transition to Concur

• Assist Chief of Information (CIO) in Project Management role with processing of goals and assigned tasks for CEO leadership team to follow, using Envisio system, assigning duties and communicating expected outcomes

• Managed Vendor and Supplier contracts

Rockwell Automation / Elite Human Capital Staffing (Temp) Administrative Assistant 5 (11/18 – 02/19) Milwaukee, WI

• Provide senior level support to 5 Business Directors, who are part of Customer Support & Maintenance (CSM) Leadership Team, as well as other management and staff when necessary, within the department

• Maintained and managed executive’s appointment schedules by planning and scheduling meetings, conferences, teleconferences and travel

• Extensive domestic & international travel arrangements to include air, car rental, limousine service and hotel accommodation (via American Express Global Business Travel). Coordinate international travel with Rockwell contacts and ensure passports, visas, and other travel documents are up to date and accurate.

• Manage the calendar for those Directors, working with them to prioritize multiple requests for time. Proactively review the executives’ calendar to ensure there is adequate time to prepare for and follow up on meetings.

• Create spreadsheets, charts, and presentations using Microsoft Office tools to assist executive in achieving their meeting objectives. Arrange meetings, local and offsite, ensuring that all content, meeting setup, network connection requirements are met, as well as food and refreshments, as needed

• Ensuring meeting rooms with video conferencing (via Skype for Business) available and all supporting documents and/or reports available for all attendees.

• Process expenses within Rockwell guidelines via Concur

• Submit specific vendor orders via SAP

TCS Education System

Executive Assistant / Payroll Administrator (12/14 – 08/18) Chicago, IL

• Provided senior level support to CFO, Chief of HR and General Counsel

• Maintained and managed executive’s appointment schedules by planning and scheduling meetings, conferences, teleconferences and travel

• Extensive international & domestic travel arrangements to include air, car rental, limousine service and hotel accommodation

• Process travel coordination and expense reports using Concur

• Conserves executive’s time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications.

• Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data and graphics

• Process travel coordination and expense reports using Concur

• Created Board Books using Diligent for Board of Trustee Meetings

• Ensuring meeting rooms with video conferencing (via GoTo Meeting) available and all supporting documents and/or reports (via PowerPoint / Prezi) available for all attendees.

• Responsible for processing payroll for growing staff and faculty totaling 2500+ exempt and non-exempt employees using Workday and ADP

• Create, process and maintain payroll reports and records using Microsoft Excel, Workday and ADP systems.

• Ensuring compliance with all applicable state and federal wage and hour laws

• Process requests for changes to or initiation of direct deposit, changes for federal, state & local tax withholding, wage garnishments and other deductions as needed.

• Facilitate Workday time entry, time off requests and approval training for Managers and new hires Education

Northern Illinois University

Bachelor’s Degree - Business Administration

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