Administrative Assistant Executive

SANDRA E. PAGAN

*** *********** ***., ** ***. #B ● Atlanta, GA 30306

404-***-**** ************@*****.***

SUMMARY OF QUALIFICATIONS

Self directed, effective, and highly skilled Administrative Assistant with more than 5 years experience providing upper management with office operations support.

Collaborative team member with strong interpersonal communication skills, work effectively with all levels of management and office staff.

Reliable team player and go-to person, known for strong problem solving skills, the ability to adapt to challenging circumstances, and willingness to take the lead role.

Technically proficient in MS Word, PowerPoint and Excel, Visio and Outlook.

PROFESSIONAL EXPERIENCE

Administrative Assistant/Bookkeeper 2010 - 2011

Frank May & Associates, Atlanta, GA

Contractor

Conducted Title searches in response to requests by Title Abstractors, researched deeds and titles for both commercial and private properties, generated reports for clients.

Restructured both electronic and physical filing systems to successfully improve data retrieval efficiency, bookkeeping accuracy, and allow quick access to critical supporting documentation, managed executive expense accounts

Selected Contributions

Developed and implemented an innovative tracking system to manage all Accounts Receivable resulting in saving the company $15 thousand in 2010.

Executive Assistant, Finance Unit 2006 - 2009

CARE, Atlanta, GA

Provided the Director of Finance, Controller and eight additional Finance Unit Managers with executive level administrative support and data management.

Assumed lead role for preparation and communication of critical correspondence, reviewed interdepartmental reports prior to signature to ensure procedural and grammatical accuracy, also provided administrative support to the Chief Financial Officer in the absence of senior Executive Assistant.

Coordinated comprehensive logistics for Unit workshops, media events, and newly hired staff orientations.

Organized quarterly Board meetings; prepared agendas and meeting packages, recorded and distributed meeting minutes, booked meeting venues.

Prepared official written correspondence, acted as Liaison between senior executives, board members, external and internal auditors, clients and vendors, managed office supply inventories and IT purchase records.

Provided administrative support to the CARE Travel Specialist when absent; coordinated domestic and international travel arrangements for unit’s staff, booked overnight accommodations, car rentals, and meeting venues for 65 domestic staff members.

Processed worldwide payroll to over 65 countries; maintained and managed vacation , sick leave and daily leave reports, tracked A/P and A/R records, prepared quarterly and annual budget reports and distributed to domestic and global offices, prepared Visa requirements.

Provided field offices and auditors with supporting financial documentation as requested, updated and managed signatory levels of approval for expenses and purchases in accordance with authorized grade levels, fielded incoming calls for over 325 staff members.

Selected Contributions

Transcribed financial reports, financial data, and journal entries into electronic filing system to successfully save international field offices $50 thousand in annual mailing costs, increase physical storage space availability, reduce audit time, and minimize penalties.

Reorganized Finance Unit filing system to successfully streamline efficiency; transferred donor reports and contracts to include naming conventions and improve data access and retrieval.

Acted as point of contact subsequent to the vacancy of the Travel Specialist position; collaborated with the company travel agency, ADTRAV to coordinate travel accommodations, complete billing processes, and address travel inquiries, ensured hotel, air ticket, and car rental reservation procedures remained in compliance with expense coding and USAID regulations.

Authored step by step instructional guides for Signature Authorization procedures, electronic filing with naming conventions for Fund Codes/donor contracts; ensuring these administrative procedures would continue to be correctly implemented in my absence

Administrative Assistant 2005- 2006

Prostaff Employment – CARE contract, Atlanta, GA

Provided efficient and reliable front office Reception and administrative support to the Finance Unit.

Collaborated with the Executive Assistant to provide general administrative support services; managed comprehensive filing systems and databases, assisted in coordination of special events, coordinated executive level staff meetings.

Assisted in the production of financial documentation for use by staff members and internal/external auditors, greeted office visitors, and fielded incoming calls.

EDUCATION

Business Office Specialist – diploma GPA: 3.89 2005

Dekalb Technical College, Clarkston, GA

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