Executive Facilities Administrative Support
Resume:
Charlene Rosenberg
Philadelphia, PA *****
*********@*****.***
Charlene Rosenberg
Professional Summary
Experienced professional with extensive Executive Administrative Support knowledge within a Corporate Office environment.
Knowledgeable in all areas of Administrative Support, Receptionist and Office Duties and Customer Service.
Proficient with the use of computers and multiple software applications including Microsoft Office Suite & 365: Word, Outlook, Excel, Teams, One Note and PowerPoint
Time and Expense reporting using Workday, Concur, ADP and Elite.
Experience with Google Suite productivity and connection tools including: Google Email, Google Hangouts/Meet, Google, Google Drive, Google Slides/docs/sheets.
Proficient with Office Space software program
Strong verbal and written communication skills, strong attention to detail, organizational, multi-tasking, time management, and problem-solving skills.
Able to implement assigned tasks with a minimum guidance or oversight.
Seeking a career opportunity with an organization to utilize skills to the fullest, while bettering the organization.
Professional Experience
TMNAS – Tokio Marine North America Services April 2022 to July 2026
Facilities Executive Administrator
Served as an executive administrator and operational support resource for the Facilities team. Supporting multiple leaders and projects simultaneously.
Coordinated and managed Facilities related service request, including routing, tracking and follow-up using ServiceNow or similar ticketing platforms
Supported office operations by assisting with facilities service and work place needs in coordination with Team leadership
Supported vendor coordination activities in collaboration with Facilities Office Assistant when one was assigned, ensuring continuity of service. Worked predominantly independent
Assisted with scheduling meetings, coordinating calendars, reminders and site activities
Prepared, formatted, and distributed internal communications, reports, and correspondence related facilities operations and projects
Maintained departmental documentation, files, and reference materials on SharePoint, ensuring version control and organization
Assisted with office leasing, relocation, and decommissioning projects by supporting administrative activities and internal communications
Ordered and tracked office and facilities-related supplies as requested – kept the breakrooms fully stocked daily
Submit and reconcile expense reports
Maintained contact lists for internal stakeholders and team members for reference
Provided front-line support for visitors and employees as need – set up WiFi access and provided security access for visitors and employees as needed
Updated and maintained Office Space software program on a daily basis with new hires or termed employees. Created necessary attendance reports for assigned and reserved seating when requested
Children’s Hospital of Philadelphia (CHOP) August 2021 to December 2021
Executive Administrative Coordinator (Temporary Assignment)
Proactively identified operational opportunities and problems related to the daily administrative operation of the Environmental Services Department
Track mandatory Occupational Health requirements for staff, processing appropriate notification when necessary
Track mandatory Occupational Health requirements for vendors, providing appropriate notification when necessary.
Provide support for associates in all functions of the department, (i.e. payroll, uniform, loan paperwork, etc)
Coordinates staff matters for operational functions, supervising support personnel and interpreting and implementing all Client personnel policies.
Develop and maintain a supportive relationship with other departments in order to promote teamwork, emphasize quality and extraordinary service and promote learning.
Maintain and update all management departmental personnel files in a confidential manner.
Make travel arrangements and submit expense reimbursements as necessary.
Prepare check requests as required.
Process employment paperwork for all new employees, notifying management team, entering employees into Access system, and processing all required paperwork for new management staff (acquiring phones, desk, cards, etc.)
Coordinate meetings for senior management as required. Using Outlook teams or Zoom.
Create and manage special projects as needed by the director or management team.
PHMC (Public Health Management Corp) December 2019 to March 2020
Administrative Assistant (Temporary Assignment)
Maintain unit/program(s) related data and reports. Maintain databases and systems/portals. Enter, organize, compile, and analyzes routine data and information for reports or presentations that may require the ability to integrate several data sources, technology, and software applications. Compose straight forward written descriptions of results. Develop and/or maintain efficient filing, archiving, destruction, and tracking systems for unit/program(s) related materials including contracts.
Serve as an administrative contact for routine internal and external communications. Respond to requests by phone or in writing; resolves routine inquiries and maintains correspondence records. This may include materials distribution/collection, reviewing, investigating, and responding to e-mails or phone requests, and/or providing support and initial troubleshooting for routine technical and systems issues.
Coordinate and prepare materials for project meetings involving internal and external individuals. Provide administrative support to disseminate information and expedite the completion of projects.
Create Doodle polls, schedule, and provide administrative support/setup for Annual Strategy Refresh and Quarterly Strategy Management Review meetings.
Withum Smith &Brown March 2019 to June 2019 Administrative Assistant (Temporary Assignment)
Managed office schedules and calendars to support responsive planning, coordination, execution, and
completion of business, corporate requirements, and events for the Senior Leadership team.
Prepared and confirm all travel and accommodation arrangements. Submit travel bills, receipts,
invoices, and check requests to accounts payable department. Ensure proper expense accounting and
reimbursements.
Accurately submitted reports and update information in an organized manner to the appropriate
organization databases.
Prepared agendas and minutes for meetings and conferences. Arranged internal and external conference calls. Provided phone coverage; screened and directed incoming calls and mail as appropriate.
Worked with management to ensure timely and accurate completion of management presentations,
reports, and correspondence. Assisted in the development of company-wide and department
communications. Provided program support when needed.
Assisted with maintaining and querying various program databases, various software applications, such as spreadsheets, relational databases, statistical packages, and graphics packages to assemble, manipulate and/or format data and/or reports.
University of Pennsylvania – Philadelphia, PA October 2018 to February 2019 Executive Administrative Assistant (Temporary Assignment)
Maintained calendar of appointments for assigned staff or department. Scheduled and organized meetings, conference calls and appointments. Prepared items in relation to meetings, including but not limited to, creation and assembly of documents for distribution, coordination of site reservation, food orders, attendance confirmations, and interacting with attendees to address questions or issues on event
Developed travel itineraries to correspond with current schedules. Assisted in the completion and processing of expense forms for assigned staff. Produced monthly reports for internal and external clients, based on area of business.
Coordinated with assigned staff or department, creating moderately complex correspondence, spreadsheets, and visual presentations for projects.
Prepared memoranda, letters, proposals, charts, tables and other documents using various software packages.
Compiled moderately complex documents and information for necessary reports, informational packages and/or presentation materials.
When needed, provided rotating reception relief during lunch hour, morning and afternoon breaks. Also included coverage for short-term absences of staff due to illness or vacation.
Provide support through copying, faxing, and mailing as requested by assigned staff.
Performed travel expense approvals in Concur. Submit and review travel requests in Concur.
Handle any other miscellaneous duties as requested.
Kroll Inc. – Philadelphia, PA January 2002 to September 2017
Administrative Assistant
Managed the day-to-day calendar for the office directors and maintained an up-to-date department organizational chart. Coordinated daily, weekly schedules and monthly calendar obligations.
Prepared travel plans, including itinerary, transportation and overnight accommodations for Office Managers and client guests.
Gathered documents for management and executive staff meetings and trips.
Planned meetings, reserved, and prepared conference rooms.
Drafted meeting agendas supplied advance materials and executed follow-up from meetings and team conferences.
Managed office supply inventory to ensure timely ordering or requisition of depleted or low-level stock.
Communicated with contractors and vendors to place and receive orders, request maintenance services, and deliver instruction on behalf of office management.
Served as central point of contact for all outside vendors needing to gain access to the building.
Screened and verified visitors for identification credentials and purpose of visit to maintain security of personnel and office environment.
Supplied key cards and building access to employees and visitors.
Managed the receptionist area, greeting visitors and responding to telephone and in-person requests.
Maintained the front desk and reception area in a neat and organized fashion.
Organized files, developed spreadsheets, faxed reports, and scanned documents.
Wrote reports and correspondence from dictation and handwritten notes.
Education
Community College of Philadelphia – Philadelphia, PA
Little Flower Catholic High School – Philadelphia, PA
High School Diploma
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