C-suite Executive Administrative Assistant

Melinda L. Barber

********.******@*****.***, 623-***-****, https://www.linkedin.com/in/melinda-barber-cap-executive-assistant-a9169826/, Orlando, FL.

Education: A.A.S. in Organizational Management, Estrella Mountain Community College, AZ, Phi Theta Kappa Honor Society.

Certification: Certified Administrative Professional (CAP), International Association of Administrative Professionals (IAAP) member since 2013.

Continuing education: IAAP professional development: obtain CEUs for active certification. Volunteer Program Chair 2023-2024 FL, South Atlantic.

Objective: Experienced Executive Administrative Assistant with over a decade of demonstrated expertise in supporting C-suite executives, specializing in administrative operations, project management, and event coordination. Proven ability to streamline processes, enhance business operations, and deliver high-caliber support within structured corporate environments.

Summary:

Core competencies: Executive assistant with 10 + years supporting C-suite executives in corporate, healthcare, and education: creative problem solving and solutions using best practices, AI and software resources, heavy calendaring, T&E, pro-active monitoring, and document management

Organizational skills: extremely organized, solution driven, detail-oriented professional with the ability to efficiently manage multiple tasks with competing priorities while expediting workflow processes and meeting deadlines. creates EA OneNote workbook in each role

Time management skills: proven ability to coordinate multiple projects, schedules, meetings, and event planning while meeting deliverables

Confidentiality: strictly maintains confidentiality, full understanding of sensitive materials and security of communications

Customer satisfaction: excellent interpersonal skills and emotional intelligence, with the ability to diplomatically resolve conflict with tact and sensitivity. Demonstrated experience delivering a high level of internal and external customer service

Professionalism: excellent verbal and written communication skills. Stays current with best practices, training, and collaboration. Positive collaborator exhibiting organizational mission and values

Personal skills: flexible, adaptable, critical thinker, ability to learn, approachable, professional, articulate, initiative-taking, accountable, and responsive. Polished demeanor, executive presence, strong relationship management skills. Accountability, empathy, integrity, humility, empowerment, communication, resilience, and vision

Software applications: AI (CoPilot and Chat GPT) to summarize communications create documents, maximize administrative functions and streamline efficiencies, Asana, Canva, Confluence-Atlassian, GovSpend-BidPrime, MS Office 365; Teams, Outlook, Word, Excel, PowerPoint, OneNote, SharePoint-OneDrive, Planner, Loop and List, Policy Manager, Salesforce CRM, SAP Ariba, SAP Concur T&E mgmt., SAP Fieldglass, Slack, and Zoom.

Viva USA, Inc Agency, Contract Administrative Associate, 04-2026 to present.

Siemens Energy, hybrid position supporting the Systems Engineering Operations Manager, Project Manager and a team of 12 in Steam Repair Order Management Manufacturing

Calendar: scheduling and maintenance of Operations Manager. Created PTO Cross Coverage shared calendar

Travel booking and expense reporting through SAP, Concur

Innovation:

Created 6 Loop Components – two To Do list, Approvals table, Meeting Notes, Suggestions and Questions, PO Log tables

Created team Excel Workgroup Accountability workbook log to track all department meetings, agenda items, and action items

Created OneNote with 5 sections for team use: Onboarding/offboarding check list and links, Team info, Meetings, and Admin; Concur, Purchasing through Amazon and Ariba

Created 4 Power Automate Flows for recurring meeting reminders with links to update supporting documents

Organization:

Restructured 2 SharePoint sites folder structure and document organization

Created and updated 6 Outlook distribution lists and meeting invitations for department meetings

Monitor SAP/Power BI dashboard and remind team members to correct deficiencies

Purchasing supplies through SAP Ariba

Document management: Agenda and PPT presentation for monthly staff meeting

Note taking: Action items from 3 Teams department call

Onboarding: created agenda, orientation schedule, set up intro meetings and training sessions

Monitor Teams Chat Admin group and channel - questions, answers and gathering process documentation

Ektello Agency, Contract Executive Assistant (EA), 11-2025 to 12-2025.

AdventHealth (FL), supported SVP, Chief Brand and Consumer Officer, and Executive Director, Chief of Staff, Temporary onsite position covering FTE

Heavy calendaring: scheduling and rescheduling (working with corporate EAs), proactive monitoring of calendar to move meetings in advance. Monitored Teams and MS Loop for printing and prep of materials for all upcoming meetings. Oversight of holiday event; invoice, catering and confirmation and ordered supplies with approved vendor. Extensive note taking in OneNote to cover EAs duties while out of the office – created ‘hand off’ notes. Assisted team members with polling and printing, and other duties as assigned

KellyMitchell Group, Contract Executive Assistant, 08-2025 to 10-2025.

CEO/co-owner, confidential temporary remote position. Direct support to CEO via email, messaging, and text

Heavy calendaring, email inbox management (reduced from 275k to zero inbox, used labels to organize into 10 folders, created over 400 filters for a 70% reduction of email noise to almost zero incoming solicitations, non-essential notifications etc.,) leaving essential internal and external emails in the inbox, domestic and international travel, created OneNote resource EA/CEO management, implementation of EA strategies and processes for this new position, tracking and reminding of deadlines, invoices, expense reports, org chart, tracking notes for two meetings and incorporating into next deck, document management (updating and drafting): docs and slides, and other duties as assigned

Additional support to CIO, HR VP and Marketing SVP

KellyMitchell Group, Contract Executive Assistant, 06-2025 to 07-2025.

Disney Experiences (FL) supported HR VP, HR Director, and team of 6. HR, temporary hybrid covering FTE

Heavy calendaring/scheduling/rescheduling, conference registration, travel, POs, document management: created an End of Day report template for executive, an Excel workstreams workbook to track 7 member roles, and an Efficiencies Report for VP (collective of my 30 years of office administration across multiple organizations/business units), and other general admin duties as assigned

Gap Solutions/22nd Century Tech, NIH (MD), All of Us Research Program, Executive Assistant, remote contract, 03-2023 to 04-2025.

Virtually supported Pediatric Branch Director, and three team members. The Pediatric Director acts as the VP of the branch program.

Program launch: assisted with initial launch of program; all aspects of the micro, end-to-end assessment, data, research, engagement, enrollment, retention, protocols, proposals, SOPs, enrollment-retention strategies, scheduled-participated in five clinical site visits, and ad-hoc projects

Performance evals: managed mid and yearly (Performance Management Appraisal Program) review for Director

Conferences: conference event planning, registration, PPT slides, materials (bio, headshot, etc.), and event tracker in Excel

Calendaring: heavy calendaring (internal and external) for Director and 3 team members, and daily management of Director’s inbox

Travel coordination: travel request forms-IT equipment tickets, expense reports, room reservations, and follow up on approvals and task status with team members

Onboarded (3) new employees: HR and IT paperwork, communications to employee, orientation agenda (set up intro meetings), training (OneNote, Google drive, and docs) and tracking tasks through MS List

Managed (2) weekly team calls: branch agenda-minutes, and calendar sync call using OneNote

Communications: internal and external email, organizing and tracking task via Asana, Slack communications and Slack List, Word Processing, PPT presentations, and minute taking

Electronic recordkeeping: OneDrive, Google Drive, Confluence (Atlassian collaboration software), and end-of-day report to Director

Resource manual: designed and organization of department OneNote resource guide notebook, and a meeting-clinic schedule tracker to facilitate the efficient flow of information

Presented at monthly Visibility Team call: PPT slide summarized event-ROI opportunities for the Pediatric Director

Created Executive Assistant Succession Plan. Presented with a Staff Spotlight Award for innovation, creativity, and professionalism: created and shared a Succession Plan for departing staff due to budget cuts

Coordinated day-to-day office operations, and standard EAA duties ad hoc. Continuing education webinars through learning portals

Russell Tobin Agency, Disney Cruise Line (FL), Executive Assistant, hybrid contract position, 11-2022 to 01-2023. Temporary contract job covering leave.

Supported SVP, General Manager of cruise line. Heavy calendaring (scheduled-re-scheduled meetings-events): secured meeting space, managed event-travel banners and invitations, Concur Expense Reports, Amex Global Travel arrangements, executive end of day email, executive meeting agendas, answered phone and MS Team inquiries, Word Processing, DocuSign and document storage, compiled weekly direct report for leadership meeting, worked closely with EAAs to schedule and shift meetings, assisted with projects, maintained hand-off-transition OneNote for returning EAA, and other duties

ChanceLight Education (TN), Executive Administrative Assistant, remote full-time position, 11-2014 to 09-2022.

Virtually supported EVP, Chief Marketing Officer, EVP, Business Development, SVP, Operations and 12 team members.

Communications: handled inquiries and routine day-to-day correspondence for multiple executives. Monitored 4 inboxes and corporate voice mailbox

Expense reconciliation: gathered receipts, created narrative, and reported through Concur and Certify for multiple executives

Travel scheduling: arranged for domestic travel; air-hotel-transportation for multiple executives

Heavy calendar scheduling: scheduled-re-scheduled internal and external meetings. Organized-maintained executive’s Outlook email inbox

Conference-event planning: identified and registered sales conferences, in-person, and virtual set-up; booth, collateral, giveaways, and post-conference outreach. Arranged logistics for internal leadership offsite meetings and 40-person out-of-state quarterly conferences; agenda, presentations, negotiated with hotel for meeting space and room block, transportation, and catering

Meeting preparation: prepared agendas-materials-minutes for weekly leadership-team calls. Arranged for internal-external meeting space, virtual meetings, and ad-hoc meetings. Scheduled in four time zones

Presentations: assisted BDVPs with school district decks, prepared sales plan, monthly Executive Management Team, quarterly board meeting and ad-hoc presentations

Reports: sales pipeline, opportunity-activity, aging, RFP, ad-hoc, custom CRM reports, Operations and Marketing reports. Generated and maintained confidential reports for EVP on a weekly basis. KPI’s, SWOT analysis, RFP responses, SOW, PD catalog, sales protocols, and collateral

Communications-document storage: drafted correspondence on executives’ behalf, creator, and editor of monthly news bulletin in email marketing software, composed quarterly updates to company all (housekeeping items and reminders). Uploaded and maintained library of all electronic documents in SharePoint. Digital and internal campaign support to marketing team members

Project management: created yearly operations and marketing timeline initiative workbook (Gantt chart) to ensure the team met deadlines, to track openings, closings, invoices, and contacts

Contracts: contract, and proposal prep; analysis and negotiations. Prepared up to 40 short-form contracts for signature, sent originals to partners, and assisted in maintaining-archiving fully executed contracts (FEC’s). Worked closely with corporate VP, Finance to ensure accuracy and electronic storage of FECs. Implemented process of emailing contracts saving $2,160 in outbound and return FedEx priority air bill expenses. Negotiated new contract for Salesforce and BidPrime

Budget: monitored budget for surplus and variances, created narrative summaries. Budget tracking, monitoring, and variance reporting

Database - project management software: created page layout additions, objects, relationships, and data entry. Co-managed (maintenance and data entry) Salesforce and GovSpend software. Added accounts, opportunities, searched for RFPs and bids, and reporting. Formerly managed account contact and contract database in Podio software for Operations; data entry, reporting, workspace, and multiple apps; contract activity, financial and accountability reporting

Assisted in creating 4 MS Power BI dashboard reports with IT which were viewed by the EMT-board (essential for detailed up-to-date info)

MS Planner Project Management, initiated automation of MS Forms to MS Planner Task system in conjunction with IT

Projects: assisted executives with projects working across divisions and with corporate leadership teams

Competitive research: conducted online research for EVP; competition, vendors, conferences, educational materials, policy and procedures, best practices-processes, etc.

Onboarding and training of new sales team members: provided continuous training on processes, Salesforce, and MS Office products

RFP management (identified, researched, responded, and tracked with colleague), monitored GovSpend, and BidPrime RFP software and performed Board Docs, school district, and competitor research

Organizational charts: maintained departmental organizational chart and process flow chart in Visio and PowerPoint

Purchasing: processed expense requisitions and ordered office supplies

Mindlance, American Express (AZ), Executive Assistant, onsite contract position, 03-2014 to 08-2014. Temporary contract job covering leave.

Supported two VP’s (Small Merchant Services, Centralized Client Management, and Capabilities). Provided additional support to multiple directors of both business units

Calendaring: scheduled in EST, CST, and PST time zones. Arranged for internal meeting space and video rooms in the Phoenix and New York office

Event planning: planned two town hall meetings; reserved internal and external meeting space, drafted, and tracked calendar invitation, and arranged for offsite catered event for 130 team members. Researched and coordinated a volunteer activity and lunch for 70 employees

Accounting-expense reports: processed for three VP’s in Concur software system; expensed and maintained cash, travel, and credit card reports

Travel: processed for three VP’s in Concur software system; ticketed, entered in calendar and expensed travel itineraries

Meetings, org charts, list: minutes for staff meeting, monthly org updates for two business units; emailed and uploaded to SharePoint, and internal list in Email Group Manager; maintained six lists

Onboarded: new employees to two teams; added to payroll exception email, distribution lists, org chart-roster-call tree-BCP, ordering conferencing line, team jacket, and office supplies

PTO payroll exceptions: for 114 team members; ran reports from two SharePoint sites, entered in IBM HOD-DOS and filed hard copies

Purchasing and catering: ordered food for meetings and office supplies and computer equipment in Ariba Purchasing software system

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