Executive Assistant Vice President

MONICA J. OAKLEY

Cell: 743-***-**** **************@*****.***

SOFTWARE/SYSTEM SKILLS:

Excellent working knowledge of entire Microsoft Office Suite including Microsoft TEAMS

Proficient in Concur, Banner, Chrome River, PeopleSoft, Taleo and Kronos Workforce Central, QuickBooks, Salesforce, Direct-Trac, Database Reports, Adobe Acrobat, DocuSign, Ellucian Colleague, Ellucian Recruit, PeopleAdmin, SharePoint/Content Editor, Blackboard, GoogleSuite, Microsoft Power Automate/Trade Automation, E2Open (formerly Amber Road), Zee Drive Software, Microsoft Publisher, Cross Coder, SAM.gov, USASpending.gov, Foxit PDF Editor Business Edition, DUNS/UEI (Data Universal Numbering System/Unique Entity Identifier), COMPASS Costpoint Purchasing/Receiving, other proprietary software and systems

PROFESSIONAL EXPERIENCE:

Duke University (Contractor through Duke Temporary Services) Durham

Staff Assistant/Alumni Engagement & Development June 2023 – April 2024

Attending mandatory AED HR Team weekly meetings, preparing weekly meeting agenda

Creating and maintaining AED HR Team Master Schedule

Successfully proactive in furthering training in Concur and Duke General Accounting Procedures

Managing calendars for the Associate Vice President of Business Operations and the Administrative Director of HR/Finance: responding to calendar invitations, scheduling internal/external meetings, controlling calendar traffic to prevent conflicting appointments, and other essential scheduling tasks.

Assisting with the scheduling and organizing of organizational events and meetings (e.g., career fairs).

Responsible for multiple special projects for HR team within Alumni Engagement & Development

Creating PowerPoint presentations for FY24 SMART Goals, AED Leadership Retreat as well as PowerPoint templates within AED HR/Finance

Creating HR intake forms for newly created and re-leveled positions

Creating meeting agenda templates for AED HR/Finance

Responsible for minutes of meetings as requested

Collecting and formatting job descriptions following the AED HR filing conventions

IPS Adhesives (Contractor through Randstad) Durham

Executive Assistant Dec 2022 – May 2023

Manage President’s calendar: responding to calendar invitations, scheduling internal/external meetings, controlling calendar traffic to prevent conflicting appointments, and other essential scheduling tasks.

Schedule and organize organizational events and meetings (e.g., staff meetings). This includes the management of logistics (e.g., travel, hotel accommodations, catering, vendors, etc.)

Support the leadership team members with scheduling meetings and meeting logistics.

Perform data entry functions as needed such as invoice data for accounts payable.

Support for HR administrative tasks – creating new hiring packets, scheduling interviews, scheduling new employee orientation meetings, timecard entry

Create general correspondence, memos, presentations, charts, tables, graphs, business plans, and other documents. Proofread copy for spelling, grammar, and layout, making appropriate changes, ensuring accuracy and clarity of final copy.

Perform general clerical duties to include but not limited to minutes of meetings, photocopying, scanning, mail distribution, and filing.

Answers phones for organization; taking messages, fielding questions, directing calls to the appropriate staff member, etc.

Handle confidential and non-routine information and explains policies when necessary.

Compose memos, letters, e-mails, documents and other responses.

Coordinate travel arrangements as needed.

Place routine purchase orders for office needs; ensure sufficient stock of basic office supplies

Prepare meeting materials and assist with the development of PowerPoint presentations and meeting agendas etc.

Reconciled credit card and personal expense reimbursement.

Record minutes at various meetings, archiving them accordingly.

Receive and route incoming mail. Manages outgoing mail.

Strong business communication skills, both verbal and written, organizational skills, both analytical and problem solving, and the ability to work with confidential documents

Zoom experience, including meeting scheduling and management, strongly preferred

Ability to work on multiple projects simultaneously with accuracy and achieve deadlines under pressure

Ability to gain a thorough understanding of corporate goals, needs, personnel, processes, and procedures to best serve as a primary point of contact for the administrative needs of the business

Make administrative and procedural decisions and judgments on sensitive, confidential issues with a strong sense of urgency and problem-solving skills

FHI 360 (Contractor through LHH Recruitment Services) Durham, NC

Senior Administrative Associate June 2022 – August 2022

Communicate with the Portfolio Management Teams, Points of Contact as well as Contract Management Services (CMS) Team Leads monthly and semi-annually to refresh and update the designated Points of Contact who submit copies of subaward, and modification packages signed under a country-based or Regional Director Delegation of Authority in accordance with FHI 360’s Delegation of Authority guidelines

Conduct Restricted Party Screenings on Partners on behalf of the CMS Department to confirm non-terrorism with the use of E2Open (formerly Amber Road)

Serve as Field-Office support in the United States as well as other countries by:

Update FHI 360 Intranet with monthly CMS departmental newsletters, staff directory, organizational chart, and team photos and biographies page with the use of SharePoint Content Editor, Microsoft Publisher, and Foxit PDF Editor

Data Analysis of Federal Funding Accountability and Transparency Act with the use of the CMS AdminPortal

Costpoint Purchasing/Receiving

Redact sensitive and confidential information from project contracts, budget summaries, and grant documentation

Assist with managing staffing changes such as new hires, transfers and separations ensuring required credentials, training, and equipment are in place when onboarded, transferred, or separated

North Carolina Central University Durham, NC

Temporary Executive Assistant April 2022 – June 2022

Daily or weekly ordering of scientific supplies, desktops, laptops/services through EaglesPurch procurement system

Assisted with scheduling meetings, drafting correspondence and emails

Verification of ample funds in budget

Process travel authorization requests and reimbursements using ChromeRiver

Assist with Community Outreach by facilitating COVID-19 testing in underserved, rural NC communities with the Mobile Health Unit in underserved counties such as Vance, Durham, Mecklenburg, Rowan, and Cabarrus counties

Saint Augustine’s University Raleigh, NC

Temporary Executive Assistant Sept. 2021 – Nov. 2021

Manager of the School of Graduate, Professional & Extended Studies (SGPES) and Executive Assistant to Wanda B. Coneal, Ph.D., Dean and Associate Professor of SGPES

Managed the daily operations for the School of Graduate, Professional & Extended Studies (SGPES).

Served as primary point of contact between my supervisor, Wanda B. Coneal, Ph.D. and various campus offices, including the Office of the Provost, the Office of the President, Human Resource, Academic and Student affairs and other departments to ensure the exchange of information was consistent, accurate, and in a timely manner.

Maintained consistent 24/7 communication with my supervisor, Dr. Wanda B. Coneal, including responding to phone calls, emails, etc. of faculty, staff, and the students, in a timely manner.

Worked with Dr. Coneal to manage the budget and all budget processes & procedures, including preparation of annual operating budgets, financial projections, account reconciliation & fiscal year-end close functions.

Provided support to program staff and adjunct professors in problem solving, project planning, communications, and management by developing administrative procedures to oversee various tasks related to SGPES.

Implemented a systematic approach to managing the progression of program initiatives by establishing realistic timetables to keep projects on schedule to ensure deadlines were met, reports and PowerPoint presentations were properly prepared, and follow-up was completed.

Managed processes related to Human Resources, the Office of the Provost, and administrative operations, such as creating Faculty and Adjuncts job requisitions & positions and organized employee on-boarding processes through Ellucian Colleague and PeopleAdmin.

Managed administration requests and queries from the Office of the Provost,

Deans, department chairs, and directors as requested by Dr. Coneal.

Scheduled appointments, coordinated TEAMS meetings, and maintained Dr. Coneal’s calendar.

Provided support to program staff in problem solving, project planning, and management.

Assisted with programming, communications, and/or research as appropriate.

Composed, edited, designed, and published a range of communications directed to specific groups regarding programs, majors, and courses via email, web, print and through social media.

Provided support in the development, implementation, and marketing of program/project functions in all capacities.

Prepared and assisted in preparation of written documents such as reviews, reports, curriculum, course proposals, catalogs, and bulletins, according to university policies and procedures.

Generated direct email communication campaigns to improve interest among faculty, staff and the campus community as directed.

Maintained and consistently updated the school's preferred database, including updating forms and files to be used in the future by faculty members and staff.

Assisted in the planning and attending of campus-wide events.

Arranged meetings workshops, events, etc. designed to exchange information, promote research objectives, and to build internal and external relationships within the University.

Managed program faculty meetings as well as the planning process and implementation.

Provided input on division/school policies, procedures, rules, and regulations, and functioned as a coordinator in assigned areas.

Assisted in matters concerning the professional development of faculty and/or their recruitment.

Assessed and resolved basic technical problems, reported complex technical problems to the University’s IT Department.

Scheduled equipment used by faculty; photograph and/or record various events and activities; assessed any need of equipment and/or new equipment

Monitored, assessed, and reported on-going building needs to supervisor and MPI (Physical Plant)

Worked as a liaison with Marketing and Communications to ensure information on the University website social media, etc. were correct and updated by collaborated with the web master in the development of SGPES’ area of SAU's website.

L&E Research, Inc. Raleigh, NC

Part-time Remote Recruiter Oct. 2019 – June 2021

Laid off indefinitely due to lack of work because of COVID-19

Select, interview and screen candidates to participate in studies or focus groups for clients who conduct market research

Recruit qualified candidates to meet criteria for specific client focus groups

Determine qualified or not qualified candidates for the group based on client screening instrument

Make cold calls as needed on complex projects

Data entry in system database, Excel, other Google Docs

Schedule and follow up confirmation for qualified recruits for study dates set by the client

Update participant database information

Initiative-taker and able to work with little to no supervision

Daily communication with the Project Manager due to the virtual work-environment

Experience with data entry in Excel, Google Sheets, Google Docs, Microsoft Office Programs

Office Team – Robert Half Durham, NC

Temporary Administrative Associate May. 2015 – Dec 2017

Completed short term and long term administrative and clerical assignments with numerous local businesses

CriminalRecordCheck.com Raleigh, NC

Part Time Human Resources Assistant Dec. 2016 – Jan 2017

Provided support to staff, Human Resources Manager, and Executive team

Position was replaced due to a fundamental change in job duties desired by the Executive team

Rockhill Insurance Company Durham, NC

Executive Assistant to SVP/Office Manager March 2014 to May 2015

Support the Vice President of Specialty Programs and his staff with all administrative tasks as well as act as Office Manager and Receptionist

Assisted in coordinating general daily activities: meetings, travel, and various vendors

Prepared reports and compiled data using various software applications

Composed routine letter and memo drafts for review

Primary point of contact for internal and external customers

Maintained confidential records and data

This was a remote office and closed due to the company's need to restructure itself under the leadership of a new CEO

Square 1 Bank Durham, NC

Director of First Impressions/Receptionist Dec. 2012 to March 2014

Opened and closed the bank lobby and prepared the conference rooms for meetings

Answered the phones and transferred calls accordingly

Prepared coffee for downstairs staff, clients, and visitors

Greeted visitors as well as clients and board members with a smile, while asking them to sign the visitors log and wear a badge per bank compliance rules

Accepted and logged in all incoming packages and notified the owners via email

Distributed all incoming and outgoing mail in a timely manner

Edward Jones Investments Durham, NC

Branch Office Administrator Nov. 2006 to June 2010

Prepared for appointments, provided market information or quotes to clients, responded to client inquiries on administrative questions, provided excellent customer service

Exhibited strong organizational skills and attention to detail, effective communication with the Financial Advisor, management of phone calls and walk-in clients, ordering supplies and processing expenses

Ensured client accounts were processed accurately and efficiently, opened, closed, and transferred accounts, processed trade and other transactions, processed retirement, or estate accounts

Supported the financial advisor in developing the branch through mailings for marketing, follow up with prospective clients and clients, implementing/coordinating client seminars and promoting credit card services

Took advantage of developmental opportunities such as learning my role through online state of the art e-learning, keeping up with system and regulatory changes, attending regional and firm activities

The Potter Financial Group Durham, NC

Underwriting Coordinator/Executive Assistant to CEO/President April 2002 to Nov. 2006

Coordinated the underwriting processes of multiple new business cases at one time

Communicated and interfaced with the clients to organize all pertinent data while exercising discretion to protect the confidentiality of our clients

Outsourced the quotes and illustrations needed for sales presentations to shop for the best rates for the clients

Prepared the producer for client meetings by composing spreadsheets, preparing applications for clients’ completion and signature, and ordering medical exams for clients

Arranged the timely retrieval of clients’ medical records if deemed necessary by underwriter

Developed administrative processes to strengthen ties between our agency and the insurance carriers

Facilitated meetings initiated by representatives from insurance carriers’ regional offices to learn about the best products to offer our clients

EDUCATION:

Vance Granville Community College - Henderson, NC

Applied Associate Science Degree

Electronics Engineering, GPA 3.96 August 1991 – August 1993

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