Executive Assistant & Administrative Specialist Resume

Marie S. David

*** **** ******, *** ***, Little Rock, AR 72202 ****************@*****.*** - 1-330-***-**** - https://www.linkedin.com/in/davidmaries

Professional Summary:

• Certified Professional Tutor specializing in English literacy for adults.

• Accomplished administrative professional with 15 years of progressive experience in higher education and healthcare systems across the USA and UAE. Proven track record of supporting senior leadership and driving strategic initiatives through effective coordination, operational management, and execution. Recognized for a strong commitment to accuracy, confidentiality, and productivity.

• Proven ability to develop and implement administrative support systems that streamline operations and enhance organizational effectiveness. Recognized for strong communication skills, meticulous planning, and exceptional organizational and managerial capabilities.

• Experienced paralegal with five years of expertise in probate and trust administration, as well as tax preparation.

• Technologically proficient, with advanced skills in Microsoft Office Suite (Word, Excel, PowerPoint, Publisher, Outlook, Visio), SAP, Workday, Adobe Acrobat Pro, My Compass, Banner, Moodle, Explorance, and SurveyMonkey.

Career Experience

Executive Assistant 12/2025 - Present

Arkansas Scholarship Lottery, Little Rock, AR

Executive Administrative & Government Affairs Support

• Manage daily calendar, scheduling, and correspondence for the Executive Director; draft responses and prepare briefing materials

• Coordinate all travel logistics, authorizations, itineraries, reimbursements, and audit-ready expense records

• Monitor Arkansas Legislature activity; track relevant hearings and notify executive leadership

• Plan and manage logistics for executive meetings with lobbyists, vendors, and internal stakeholders

• Prepare reports and executive binders for Lottery Oversight Subcommittee hearings and monthly LOC reporting

Governance, Compliance & External Relations

• Serve as primary liaison to the World Lottery Association; track compliance requirements and maintain membership in good standing

• Act as point of contact for Arkansas WiLL chapter; plan quarterly meetings and coordinate speakers

• Maintain agendas and documentation for bi-weekly Executive Management Committee (EMC) meetings

• Summarize monthly SG and Intralot meetings for executive leadership

Communications & Departmental Support

• Draft and distribute agency-wide monthly newsletter and executive communications

• Support department directors with administrative, coordination, and reporting needs

• Assist Chief Legal Counsel with limited paralegal functions, including drafting small claims filings

Executive Assistant 9/2021 – 12/2025

University of Arkansas for Medical Sciences (UAMS), Little Rock, AR

Executive Assistant III 12/2022 – 12/2025

Provide executive support to the Vice Chancellor and Associate Vice Chancellor of Research & Innovation, ensuring seamless operations and confidentiality. Responsibilities include comprehensive office management, strategic email screening and response, proactive problem- solving, and meticulous calendar management. I engage and communicate effectively with both internal and external stakeholders, perform research, oversee project management, coordinate executive meetings, and manage travel logistics and expense reporting.

Special projects encompass planning and implementing large-scale, multi-campus events, coordinating virtual and in-person Speaker Series for the Research Division and Postdoc Society, organizing annual New Faculty Orientation, and executing medical research showcases.

Additionally, I manage assorted space remodeling projects, ensuring alignment with institutional objectives.

Executive Assistant II 9/2021 – 12/2022

Provide executive support to the Assistant Vice Chancellor and two Directors of Supply Chain Management, ensuring efficient and organized office operations. Key responsibilities include comprehensive calendar management, preparing correspondence and presentations, coordinating communications with stakeholders, and scheduling meetings.

Special projects have included a thorough cleanup of outstanding purchase orders to streamline the supply chain for the Workday launch, coordinating recruitment and interviews for supply

chain roles and updating eLearning courses to support the ongoing development of supply chain personnel.

University Manager, Quality Assurance and Accreditation 6/2020 – 12/2020

Khalifa University of Science and Technology, Abu Dhabi - United Arab Emirates

Primary responsibilities included oversight of all University quality assurance

activities completion and collection i.e. course files, course assessment, etc. In addition, I was lead University administrator for accreditation preparation and filing with both local and international bodies.

College Manager-Academic Administration 11/2014 – 6/2020

Khalifa University of Science and Technology, Abu Dhabi - United Arab Emirates

I began my career at KU as the College Manager for the College of Engineering, serving as the lead administrator and executive support for three Deans, Provost and Executive Vice President.

As the university expanded and established additional colleges, including the College of Arts & Sciences and the College of Business, the scope of my role evolved to meet new demands.

My primary areas of responsibility included: i) Executive Support/Office and Personnel Management, ii) Faculty Liaison and Stakeholder Relations, and iii) Finance and Budgeting.

Executive Support/Office Administration/Personnel Management:

• Provided high-level administrative support to the Executive Vice President, Provost, and four academic Deans—experience directly transferable to supporting hospital executive leadership. Responsibilities included managing complex Outlook calendars, coordinating executive and board-level meetings, preparing agendas, minutes, and presentations, and ensuring timely follow-up on critical action items. Additionally, I organized major institutional events such as campus visits by dignitaries, seminars, and conferences.

• Participated in weekly senior leadership meetings alongside the Provost and Dean, contributing to discussions on high-impact institutional matters—experience analogous to corporate leadership team meetings focused on strategic initiatives, personnel, and operations.

• Served as lead administrator overseeing five office staff members, including delegation of responsibilities, performance evaluations, and professional development planning. Conducted staffing assessments, authored job descriptions, and partnered with Human Resources on hiring and onboarding—demonstrating strong leadership and HR coordination skills.

• Supported day-to-day operational needs for over 300 faculty across multiple colleges, collaborating with cross-functional departments to resolve issues efficiently. Served as a trusted point of contact for department heads and faculty.

Faculty Liaison/Stakeholder relations:

• Coordinated faculty recruitment activities by arranging campus-visit security clearances, preparing interview schedules, facilitating scholarly presentations and campus tours, and managing candidate expense reimbursements.

• Supported onboarding processes by assisting with visa documentation, credential verification, and compliance requirements to ensure a smooth transition for new hires.

• Planned and executed the annual New Faculty Orientation in collaboration with the Associate Dean, serving as the primary contact for office assignments, IT support, and college/university policy guidance.

• Coordinated and tracked mentoring activities for new faculty members.

• Organized and attended University Tenure/Promotion Committee meetings, prepared meeting minutes, drafted final communication for the committee chairman, and assisted with the submission of faculty assessment materials.

• Managed department, college, and university advisory board meetings, prepared minutes, and ensured follow-through on curriculum recommendations and action plans.

• As the lead administrator for accreditation, liaised with business stakeholders and

accreditation/regulatory authorities, including the UAE’s Commission for Academic Accreditation (CAA), the Accreditation Board for Engineering and Technology (ABET), and examination reviewers. Public relations included regular communications with federal and emirate-level officials, notably through the Ministry of Education (MoE) and the Abu Dhabi Department of Education and Knowledge (ADEK).

Finance/Budget:

• Oversee day-to-day financial activities, including managing college office supply inventory, processing purchase orders, monitoring budget accounts, and handling vendor relations. Regularly interfaced with university departments such as Finance, Accounting, Budgeting, Registrar, IT, Human Resources, and Travel.

Administrative Assistant / Office Manager 7/2008 – 11/2014

The University of Akron, Akron, Ohio

Delivered administrative leadership and support to four senior college executives and 16 faculty members in the Department of Marketing. Key responsibilities included coordinating travel accommodations, processing textbook orders, and preparing expense reports. Additionally, drafted class schedules for three academic semesters annually and updated the university registration system with final scheduling details. Organized various departmental, committee, and advisory board meetings, preparing agendas and detailed meeting minutes.

Supported faculty with diverse tasks upon request, including exam production and proctoring, compiling tenure and promotion portfolios, facilitating communications with external referees, organizing departmental tenure/promotion committee meetings, and preparing final letters as directed. Also assisted in faculty recruitment efforts, coordinating campus visit travel, interview schedules, scholarly presentations, and expense reimbursements.

Oversaw the daily workloads of six administrative staff members, developed Excel spreadsheets for managing and analyzing data related to student enrollment, evaluated student performance metrics, and maintained departmental scholarship offerings. Served as the primary liaison to students, business and government officials, and university administration, ensuring clear, consistent communication to create a positive experience for all stakeholders.

Education Background

Master of Public Administration & Urban Studies

The University of Akron, Akron, Ohio

Bachelor of Science in Political Science & Criminal Justice Magna Cum Laude

The University of Akron, Akron, Ohio Associate of Applied Science in Legal Assisting The University of Akron, Akron, Ohio

Harvard X – Certificate

LEAD1x: Exercising Leadership: Foundational Principles

Coursera – Professional Certificate

Google Project Management

National Tutoring Association, Certified Professional Tutor

NHA Certified Phlebotomy Technician

American Heart Association Basic Life Support (CPR and AED) Program (exp 04/2027)

Volunteer Activities

• Literacy Action of Central Arkansas, Little Rock, AR 2024 - Present

• Warden, United States Embassy, Abu Dhabi, UAE 2015 - 2020

Memberships

• National Tutoring Associatio

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