Executive Administrative Assistant & Operations Support

Summary

Diligent office manager and executive assistant with 18+ years of experience in administrative support and operations management across various industries. Proven track record in streamlining office processes, managing executive calendars, and coordinating logistics for company events. Skilled in vendor negotiation and maintaining confidential records, enhancing productivity and cost efficiency. Seeking to leverage strong organizational and customer service skills in an Administrative Assistant position.

Willing to relocate: Anywhere

Authorized to work in the US for any employer

Work experience

Administrative Assistant/ Dispatch

Jacobs • The Villages, FL

April 2025 to Present

Maintenance call center. Managed from 16-21 mechanics, electricians and heavy mechanic scheduling.

• Prepared and edited correspondence, reports, presentations, and other documents as needed

• Managed and maintained executive calendars, scheduling appointments, meetings, and travel arrangements

• Coordinated and organized company events, including conferences, seminars, and team-building activities

• Maintained office supplies inventory by anticipating needs and placing orders in a timely manner

• Screened phone calls and emails for executives, providing accurate information or redirecting inquiries to appropriate staff members

• Assisted with the onboarding process of new employees by preparing necessary paperwork and coordinating orientation sessions

• Managed expense reports for executives by accurately tracking receipts, reconciling expenses, and submitting reimbursement requests in a timely manner

• Handled sensitive information with utmost confidentiality while maintaining data integrity at all times

• Acted as a liaison between executives and internal/external stakeholders to facilitate effective communication flow

• Developed strong relationships with vendors to negotiate favorable terms for office supplies procurement resulting in cost savings

• Supported HR department in recruitment efforts by screening resumes/CVs of potential candidates based on predefined criteria before forwarding them to hiring managers for further evaluation

• Researched pricing options from various suppliers/vendors

• Managed and updated company databases, ensuring accuracy and completeness of information

• Collaborated with cross-functional teams on special projects/initiatives such as process improvement initiatives or system implementations/upgrades

• Coordinated employee recognition programs/events to boost morale and foster a positive work environment Purchasing Agent

Nash Plumbing and Mechanical, LLC • Wildwood, FL

July 2023 to January 2025

In charge of purchasing and maintaining invoices.

Responsible for material ordering and distribution to all techs.

• Managed and maintained executive calendars, scheduling appointments, meetings, and travel arrangements

• Coordinated and organized company events, including conferences, seminars, and team-building activities

• Prepared and edited correspondence, reports, presentations, and other documents as needed

• Maintained office supplies inventory by anticipating needs and placing orders in a timely manner

• Screened phone calls and emails for executives, providing accurate information or redirecting inquiries to appropriate staff members

• Created efficient filing systems both electronically and physically to ensure easy retrieval of important documents KAREN MARTIN

Executive Administrative Assistant

+1-352-***-**** / ***************@*****.*** / Lady Lake, FL 32159

• Managed expense reports for executives by accurately tracking receipts, reconciling expenses, and submitting reimbursement requests in a timely manner

• Handled sensitive information with utmost confidentiality while maintaining data integrity at all times

• Developed strong relationships with vendors to negotiate favorable terms for office supplies procurement resulting in cost savings of 23%

• Streamlined office operations through implementation of standardized processes/procedures resulting in increased productivity across departments

Office Manager / Executive Assistant

Selkirk Construction • Hayden, ID

October 2015 to November 2023

Tasked with supply ordering, entering, and tracking purchase orders. I assisted personnel with many of their needs in the Executive Suites and with travel as well as travel reimbursements. We catered and arranged for employee group “Team Building” courses and I was tasked with all arrangements. Point person for onboarding and orientation of new hires which included workspaces, scheduling of onboarding meetings, welcome activities, systems requests, etc.) and benefits. Opened mail and took charge of all the accounts payable and paid them on a bi-weekly basis. Took care of the phones and walk-ins.

I entered payroll for the field hourly employees as well as the salaried employees as well assisted the bookkeeper with the W2s and 401k information.

I was the point person for the file systems and who was allowed access and who was allowed management of which forms within the company, subcontractor agreements, contracts for new construction, and the like. Insurance qualifications, I was the point person as to where each contract was signed and dated, and the hard copy was to be found if needed.

• Managed daily office operations, including scheduling appointments, coordinating meetings, and handling correspondence

• Developed and implemented efficient filing systems to improve document organization and retrieval

• Oversaw inventory management, ensuring adequate supply levels while minimizing waste and reducing costs by 18%

• Coordinated office moves and renovations, successfully minimizing downtime and disruptions to workflow

• Implemented new software systems for project management, resulting in improved team collaboration and productivity

• Maintained confidential employee records, ensuring compliance with privacy regulations

• Assisted in the recruitment process by screening resumes, conducting initial interviews, and coordinating candidate assessments

• Prepared reports on office expenses, budget variances, and operational performance for senior management review

• Negotiated contracts with vendors for office supplies/services to secure cost-effective solutions without compromising quality or service levels

• Coordinated logistics for company events, including venue selection, catering arrangements, and guest accommodations

• Managed the office budget, tracking expenses and identifying areas for cost-saving measures Office/Escrow Assistant

Century 21 Affiliated • Carmichael, CA

May 1998 to September 2020

Escrow Coordinator

Office manager

Faculty Assistant, Law Dean's Office • Assistant

Gonzaga University • Spokane, WA

June 2009 to October 2015

Assisted Professors who had to instinct via Zoom because of COVID. Gave students exams and scores. Assisted Professors with many different admin duties. Helped students with exams and scoring in person. One of only 3 staff on campus. Grant was lost, and the job was ended.

AP/AR & Payroll • Executive Asst

Muratore Corporation • San Francisco, CA

September 2005 to August 2009

Created a subcontracting program to ensure all subcontractors are compliant, have current insurance, signed agreements, and required certifications, i.e.: union affiliations, PICS, ISNET certification, and Gold Shovel certification. Daily Maintenance. Establish relationships with potential subcontractors who may or may not provide construction services, professional services, and transportation.

Assisted in AP & AR daily. Request and maintain relationships with our vendor and our customers/owners to have ongoing communication.

I entered payroll for the field hourly employees as well as the salaried employees. Education

Business Management (Associates of Business)

North Idaho College Business Management & Communication June 1998 to May 2000

Skills

Yardi Healthcare management Serving Restaurant experience Customer service Computer skills Stop Payments Cobra Maintenance Typing Personal assistant experience Team Player Accounting Adjustments Customer Surveys Payroll direct deposit management Sales Coding Medical Billing & Coding Manufacturing Computer operation Driving EMR systems Microsoft Office Office experience Calendar management Team scheduling Negotiation Diagnostic radiology Account management Microsoft Powerpoint Upselling Excellent Communication Skills Microsoft Outlook Reconciling Presentation preparation Workday Gusto QuickBooks Payroll Microsoft Word Medical Invoicing Business Management Documentation Project coordination Office management Teamwork Dental terminology Windows Retail sales Accounting Kronos Medical administrative support Human resources CRM software Medical terminology Clerical experience Procurement Communication skills Parts administration experience within automotive industry Operations management Accounts payable Medical office experience Sage Written communication QuickBooks Medical billing ADP Consumer Surveys Wage calculation Attention to detail Operations Administrative experience - Administrative experience (1–2 years) Billing Data entry Construction Services Proofreading Van driver Google Suite Weight loss Outside sales Adobe Acrobat English Videography Process Orders Spanish Phone etiquette Medical coding Medical records Analysis skills Optical experience Construction SharePoint Recruiting Organizational skills Payroll Cash handling Makeup application Cash register Appointment scheduling Accounts receivable Grocery store Ophthalmology Document management systems Desktop administration Filing Human resources management Front desk Banking Order entry Paychex Productivity software Executive administrative support Oriented Customer Service Microsoft Excel Time management Property management PRE-Construction Adult Education Task prioritization Employee Orientation Office Manager Awards

Notary

August 2025

Certifications

Driver's License

Medical billing and coding

June 2009 to June 2010

I've kept up with my studies in regards to coding. Purchasing AP AP/AR Contract management

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