Administrative Assistant - Scheduling & Operations Specialist

CALEB LANE

Administrative Assistant

Austin, Texas 430-***-**** *************@*****.***

PROFESSIONAL SUMMARY

A results-driven and reliable Administrative Assistant. With 4 years of steadily increasing experience working as an administrative assistant in various sectors of industry in Texas. Skilled at scheduling appointments, communicating effectively, maintaining organized documents, and managing other routine office tasks. Capable of setting priorities under pressure while providing efficient assistance to employees and partners alike.

CORE COMPETENCIES

Calendar & Schedule Management · Email Correspondence & Communication · Data Entry & Record Keeping · Office Supply Procurement · Travel & Meeting Coordination · Document Preparation & Filing · Customer & Vendor Relations · Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) · Google Workspace · Multi-line Phone Systems · Confidentiality & Discretion PROFESSIONAL EXPERIENCE

Administrative Assistant Lone Star Solutions Group Austin, TX · March 2024 – March 2026

• Manage executive calendars for 3 senior managers, scheduling over 40 internal and external meetings per month with zero scheduling conflicts.

• Serve as first point of contact for incoming calls, emails, and visitors, routing communications promptly and professionally.

• Prepare and distribute meeting agendas, minutes, and follow-up action items to cross-functional teams.

• Coordinate office supply inventory, vendor orders, and invoice processing, reducing overhead costs by 12% through strategic purchasing.

• Maintain and update digital filing systems, ensuring 100% document accessibility and compliance with company retention policies.

• Support HR team by onboarding new hires, preparing orientation packets, and scheduling training sessions.

Office Assistant Brazos Valley Property Management Waco, TX · June 2022 – February 2024

• Handled high-volume email and phone correspondence for a portfolio of 200+ residential and commercial properties.

• Scheduled property inspections, maintenance appointments, and tenant meetings across multiple locations in Central Texas.

• Processed lease agreements, maintenance work orders, and payment records with accuracy and timeliness.

• Prepared weekly and monthly reports for management using Microsoft Excel, tracking rent collections and maintenance timelines.

• Assisted with social media post scheduling and basic content coordination for property listings.

• Greeted walk-in clients and resolved general inquiries, maintaining a professional and welcoming front- desk environment.

Receptionist & Administrative Support TexHealth Clinics San Antonio, TX · January 2021 – May 2022

• Managed patient appointment scheduling for a busy outpatient clinic seeing 80+ patients daily using electronic scheduling software.

• Answered and directed a multi-line phone system, triaging calls and connecting patients with the appropriate clinical staff.

• Processed patient intake forms, insurance verifications, and confidential medical records in compliance with HIPAA regulations.

• Coordinated staff meeting logistics, prepared agendas, and documented meeting minutes for the clinic administrator.

• Maintained a clean, organized, and welcoming reception area, contributing to consistently high patient satisfaction scores.

• Assisted billing department with data entry and claims follow-up, reducing outstanding claims backlog by 18%.

EDUCATION

High School Diploma

Austin High School · Austin, TX · Graduated May 2020 TECHNICAL SKILLS

Software: Microsoft Word, Excel, Outlook, PowerPoint, Google Docs/Sheets/Calendar, Zoom, Slack Systems: Multi-line phone systems, electronic scheduling platforms, digital filing systems Administrative: Data entry, record management, correspondence drafting, travel coordination Soft Skills: Time management, attention to detail, communication, adaptability, teamwork

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