Administrative Assistant Executive
Resume:
Monica Osterloh
**********@*****.***
Qualifications Summary
• Experienced administrative professional with excellent organizational and communication skills.
• Skilled in current versions of MS Outlook, Word, Excel, Power Point, Publisher, Visio and Lotus Notes.
• Self directed, efficiency oriented, personable team player.
Work Experience
November 2010 to April 2011
UCSD Medical Center San Diego, CA
Risk Management Department - Administrative Assistant II
Job Responsibilities:
• Provided administrative support to fast paced, high profile Risk Management department.
• Performed complex calendaring and scheduling of frequent / varied meetings and conference calls.
• Triaged all incoming department calls from patients, attorneys, doctors and other medical staff. Assessed level of urgency; created written email summaries of issues and routed to appropriate Risk staff member.
• Accepted, documented and routed subpoenas and summons & complaints.
• Acted as department point person for all phases of department physical move project. Interfaced with facilities management planners and build architect to coordinate new office space plans.
• Documented risk management point of service activity details in departmental data base.
• Created custom claims reports by department using Access based system.
• Created travel itineraries, submitted expense reports, requested reimbursements and performed other customary administrative functions.
January 2003 to September 2009
United Health Group San Diego, CA
UHG Clinical Operations Department - Sr. Administrative Assistant / Business Segment Liaison
Job Responsibilities:
• Provided administrative support to Senior Director of Clinical Operations and secondary support to seven department managers. Responsible for cross-coverage administrative support of Chief Medical Director and Associate Medical Directors.
• Provided general support for (3) departments totaling 75 employees.
• Maintained Director / Managers Outlook calendars; scheduled frequent meetings and conference calls.
• Responsible for complex new employee on-boarding process. Requested computer system accesses, set up telecom accesses and virtual call center extensions/call queues. Guided new employees through completion of on-line HR documents, benefits enrollment, W-4, I-9, direct deposit, building access, etc.
• Sole point person for all IT, telecom and facility needs/requests. Responsible for coordinating with corporate IT to ensure resolution of all technical and facility requests.
• Created department level documentation -- how-to guides, special procedure instructions, etc.
• Managed employee recognition program for department (nominations, documentation, prizes, award certificates).
• Coordinated and attended off-site quarterly Clinical Advisory Board dinner meetings. Prepared meeting materials & binders; acted as liaison for internal board members, external clinician panel board members and hotel catering staff. Transcribed, edited and distributed detailed clinical meeting minutes associated with Clinical Advisory Board.
• Arranged travel itineraries for meetings, conferences and facility visits.
• Reconciled multiple corporate travel card and purchase card expenses; generated expense reports.
• Composed staff meeting agendas and minutes. Maintained databases and performed mail merges.
• Created and maintained audit-ready personnel files for staff of sixty.
• Maintained office supply inventory for staff of sixty.
January 2002 to January 2003
United Health Group San Diego, CA
UHG Executive Office - Executive Assistant
Job Responsibilities:
• Primary administrative support of President and secondary support of Chief Compliance Officer.
• Maintained calendars, scheduled high volume of meetings and conference calls. Handled sensitive, high level documents and communications.
• Prepared travel itineraries and generated expense reports. Reconciled corporate travel card and purchase card expenses.
• Transcribed dictated documents and correspondence.
• Assisted Compliance Officer with time-sensitive, large production of detailed evidence binders for on-demand submissions to the California Department of Managed Health Care.
• Screened phone calls, greeted visitors and performed variety of other administrative functions.
May 1999 – May 2000
Bidland.com San Diego, CA
Sales & Marketing Department - Executive Assistant
Job Responsibilities:
• Administrative support of Executive Vice President and Sales/Marketing Department within past paced dot com start-up atmosphere.
• Coordinated travel arrangements, prepared itineraries, and generated monthly business expense reports for EVP and staff of twenty.
• Scheduled high volume of appointments, meetings and conference calls. Coordinated and facilitated investor visits.
• Drafted/edited EVP’s correspondence and e-mail communications.
• Facilitated approval of internal payment requisitions and vendor payments.
• Screened phone calls, greeted visitors and performed variety of other administrative functions.
December 1997 – May 1999
Mail Boxes Etc. Corporate Office San Diego, CA
Executive Offices - Executive Assistant
Job Responsibilities:
• Administrative support of Executive Vice President at corporate office of over 200 employees.
• Scheduled and managed high volume of appointments, meetings and conference calls.
• Made frequent/complex travel arrangements, prepared detailed itineraries, and generated monthly business expense reports.
• Transcribed high volume of dictated letters, memos and documents.
• Drafted/edited correspondence and e-mail communications on behalf of EVP.
• Assisted EVP in detailed preparations for high profile monthly Franchise Board meetings. Coordinated meeting content and details with community franchise leaders.
• Prepared monthly status reports, forecasted annual department budget and facilitated approval of payment requisitions.
• Arranged catering for off-site social events and luncheons. Screened phone calls and greeted visitors.
Professional references and letters of recommendation available.
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