Senior Administrative & Executive Support Specialist

Marie Chappell

SUMMARY

Highly accomplished Administrative and Executive Support professional with 20+ years of experience supporting C-suite leaders, engineering teams, and public-sector organizations. Proven expertise in office management, project coordination, procurement, inventory control, and data/reporting using advanced Microsoft Office and Google Workspace tools. Recognized for improving operational efficiency, maintaining confidentiality, managing complex workflows, and delivering accurate, deadline-driven support in fast-paced environments across healthcare, education, finance, and manufacturing sectors.

TECHNICAL SKILLS:

Administrative & Executive Support: Calendar management, meeting coordination, board materials, executive correspondence

Project & Operations Coordination: Project tracking, documentation, milestone follow-up, cross-functional support

Procurement & MRO: RFQs, purchase orders, vendor coordination, inventory tracking, SAP

Reporting & Data Management: Advanced Excel (pivot tables, formulas), dashboards, financial & operational reports

Systems & Tools: MS Office, Google Workspace, BoardDocs, BusinessPlus, SAP, Outlook, Teams, Zoom

Communication & Compliance: Stakeholder liaison, documentation accuracy, credentialing, audit readiness

EDUCATION

Associates Degree in Legal & Executive Administrative Management (University of Cincinnati)

(Credit towards BS degree in Business Administration)

Medical Terminology - Great Oaks

PROFESSIONAL EXPERIENCE

Prolink Staffing, Cincinnati, OH (Vaco Staffing Nov 2025 – Jan 2026

Administrative Assistant

Perform comprehensive office management and concierge services for internal staff, external employees, and customers.

Coordinate day-to-day administrative operations to ensure efficient and well-organized workplace functionality.

Serve as the primary point of contact for employee and customer inquiries, ensuring timely communication and issue resolution.

Belcan Corporation/Shepherd Color Company, Cincinnati, Ohio (Vaco Staffing) Jul 2024 – Aug 2025

Administrative Project Coordinator / MRO Buyer

Supported engineering projects through administrative coordination, documentation, and cross-functional communication to ensure timely deliverables.

Maintained project records, scheduled meetings, and tracked milestones in a fast-paced environment.

Built Excel-based inventory trackers (pivot tables, formulas) to monitor min/max levels and support monthly/quarterly inventory reporting.

Standardized RFQ templates and vendor scorecards, improving sourcing consistency and supplier evaluation.

Managed daily RFQs, purchase orders, and vendor follow-ups to ensure competitive pricing and on-time material delivery.

Updated POs with lead times and delivery data; monitored open orders and escalated risks proactively.

Tracked in-transit shipments, resolved invoice issues, and handled RTVs, credits, and replacements.

Communicated engineering/quality changes to vendors and supported vendor performance tracking.

Analyzed inventory levels and sourcing options to improve stock control and cost efficiency.

CPS/Board of Education, Cincinnati, Ohio (Vaco Staffing) Jan 2024 - Jul 2024

Senior Executive Secretary-CFO

Delivered high-level executive administrative support to the Treasurer/CFO of a large public education system, ensuring smooth financial and operational leadership functions.

Produced and consolidated five+ complex financial reports for the Treasurer’s Report using BusinessPlus, Google Sheets, and advanced Excel functions (pivot tables, formulas, data analysis), supporting board-level financial transparency and decision-making.

Prepared, formatted, and published official Board, Executive, and Committee of the Whole meeting materials in BoardDocs, ensuring accuracy, compliance, and on-time public posting.

Drafted and edited formal board documentation, executive correspondence, and financial communications using Microsoft Word and Google Workspace tools.

Managed the CFO’s executive calendar, high-priority meetings, and cross-functional coordination via Outlook, Google Calendar, and virtual collaboration platforms.

CPS/Board of Education, Cincinnati, Ohio (Vaco Staffing) Jan 2024 - Jul 2024

Senior Executive Secretary-CFO

Served as a professional front-line liaison for parents, stakeholders, leadership, and visitors, handling sensitive communications with discretion and diplomacy.

Coordinated, scheduled, and supported weekly to monthly executive and board meetings, ensuring preparedness, documentation flow, and follow-up actions.

First Student Transportation, Cincinnati, Ohio (Vaco Staffing) Apr 2023 - Oct 2023

Data Collection Specialist

Contracted for a special project, the outcome of which determines qualifications for a governmental grant to replace older vehicles with new, electric buses in all 50 US states.

Scan over 40,000 Vehicle Identification Numbers (VIN) into the database as PDF files.

Rename scanned VIN titles within 3 months.

Use the newly created Title Management System to “drop and drag” renamed PDF files.

ProLink Staffing, Cincinnati, Ohio (Vaco Staffing) Nov 2022 - Apr 2023

Administrative Coordinator / Data Entry/Invoice Coordinator

Transcribed and documented recurring cross-functional meetings via Microsoft Teams and Zoom, delivering detailed notes and action summaries within 24-hour turnaround SLAs.

Created and maintained Excel spreadsheets using advanced formulas, data organization, and reporting functions to support operational tracking and decision-making.

Completed Credentialing Specialist training and supported healthcare talent compliance processes using platforms such as NurSys, Relias, and additional credentialing systems, reporting directly to the Director of Compliance.

Independently leveraged advanced computer hardware and transcription tools to efficiently manage six recurring weekly meetings, ensuring timely and accurate documentation delivery.

Processed and formatted documents and invoices using Emerald, Outlook, and Bluebeam, supporting PDF documentation, internal communication, and invoice submissions.

Played a key role in resolving 100% of outstanding invoices accumulated over multiple months, improving financial workflow efficiency.

Prepared professional reports, correspondence, and structured documentation using Microsoft Word.

Managed high-volume scheduling, communication, and coordination through Microsoft Outlook and Teams, supporting smooth daily operations

OMYA, INC, Cincinnati, Ohio (Vaco Staffing) Aug 2022 - Nov 2022

Project Purchasing Administrator

Coordinated activities with procurement, engineering, and finance to ensure project-related tasks are on target.

Work with minimal supervision, perform varied and complex administrative tasks, sometimes with advanced computer software, while exercising discretion and judgment to meet established deadlines. Generate, update, and maintain documents required to allow for proper tracking and follow-up of key project requirements.

Included but not limited to tracking project orders with status, processing of payment requests and necessary follow-up, tracking of required delivery dates with status, and providing notification to the Manager and/or project buyer when necessary.

Sometimes required to use SAP to create requisitions and receive goods and services for projects, as required and applicable. SAP would also be a key tool to gather needed information for tracking and reporting project details.

Used Excel for order tracking, payment status monitoring, and delivery schedule reporting.

Prepared procurement and project documentation using Microsoft Word

Kolar Design, Cincinnati, Ohio (Vaco Staffing) May 2022 - Jul 2022

Executive Assistant To The Chief Executive Officer

Perform executive-level administrative tasks to support the Chief Operations Officer.

Monitored project progress and created project status reports for all stakeholders.

Developed project tracking sheets and status reports using Excel.

Prepared executive reports, correspondence, and project documentation in Word

Assisted with resource scheduling so that team members have the resources they need to complete their tasks.

Scheduled stakeholder meetings and facilitated communication between the Project Manager, Project Architect, and stakeholders throughout the project life cycle, including documentation as needed.

Managed project documents such as the project plan, time sheets, budget, schedule, and scope statement, as directed by the Project Manager and Project Architect.

Kolar Design, Cincinnati, Ohio (Vaco Staffing) (Cont’d) May 2022 - Jul 2022

Executive Assistant To The Chief Executive Officer

Executed a variety of project management administrative tasks such as due diligence research, permitting, generating and tracking logs, and invoicing.

Implemented risk management strategies in support of the team; assignment ended abruptly due to the COO’s personal, family & health issues.

Veritiv, Cincinnati, Ohio (Vaco Staffing) Mar 2021 - Jun 2022

Parts & Services Specialist 1

Provided regional support for the Packaging Equipment Services segment of Veritiv through order processing of parts and technician work orders, which was critical to the manufacturing operations of our customers.

Fifth/Third Bank, Cincinnati, Ohio (Adecco Staffing) Mar 2019 - Feb 2020

Executive Assistant

Provided coding review using AM Trust, Excel, Outlook, and WAM for retirement, reinsurance, escrow, custody, trusts, and other accounts.

Hired as part of the Business Service Center (BSC) Conversion Team to assist customers with login/reset issues during the Main Source Bank to First Financial Bank acquisition.

Utilized seven different software programs, including JHA, Xperience/Silverlake, Net Teller (BackOffice), First Navigator, Cisco Finesse/IP, Jabber, and First Force, to troubleshoot and track incoming calls simultaneously.

Demonstrated strong attention to detail, adaptability, and advanced computer skills to efficiently manage multiple tasks.

Prepared documentation and internal reports using Word.

Managed high-volume communication and case tracking using Outlook.

Great Oaks HPA, Cincinnati, Ohio Nov 2014 – Feb 2019

Administrative Secretary II

Conducted onsite interviews (walk-ins) for individuals seeking enrollment in the STNA program.

Completed twelve-month retention calls to students, achieving a 100% response turnaround rate.

Created, updated, and maintained Excel spreadsheets using advanced functions for tracking, reporting, and data analysis purposes.

Prepared official documentation and reports using Word.

Managed communications with students, faculty, and agencies using Outlook.

Processed tuition payments, input student data, and generated financial reports using Lumens/AuguSoft, Academia, Brinks, Fifth/Third Direct, and Pay Trace payment systems;

Maintained FBI/BCI background check records in Cogent (3M).

Managed employment, educational, and personal records via the Ohio Department of Education (HEI) for reporting and reimbursement; attended all mandatory quarterly and annual meetings.

Cincinnati Children’s Hospital Medical Center, Cincinnati, Ohio Jun 1999 – Nov 2012

Secretary/Executive Secretary/Adm Assistant

Provided high-level administrative support within the Division of Pulmonary Medicine, transcribing over 150 patient notes weekly, including PFT reports, Sleep Studies, History & Physicals, Consultations, and general correspondence for the base and satellite locations

Oversaw student onboarding, housing, transportation, HR-related tasks, meeting organization, luncheons, and scheduling shadowing clinics, achieving positive outcomes based on faculty and student surveys

Prepared professional documentation in Microsoft Word, including NIH research support materials, faculty correspondence, meeting minutes, and clinical transcription formatting.

Handled HR-related correspondence, including onboarding documentation, compliance forms, student program paperwork, housing coordination letters, and internal approvals.

Regularly transcribed notes and consultations for Radiology and Cardiology departments, ensuring accuracy and timely completion.

Implemented a coding system that reduced turnaround times by 50%; promoted to Program Manager for the Research Professor and Director of the Pulmonary Function Laboratory, managing eight first-year medical students for a newly awarded 5-year NIH contract

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