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Administrative Assistant Executive

Location:
Lake Worth, FL, 33467
Salary:
$50,000
Posted:
August 05, 2011

Contact this candidate

Resume:

Kristina Doctor

**** ****** *****

Lake Worth, Florida 33467

561-***-**** (Cell)

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*******@*****.***

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SUMMARY

An accomplished Executive Assistant with over twenty years of experience in various office environments with excellent communication skills, the ability to work independently in fast-paced environments with attention to detail, and strong organizational and computer skills.

PROFESSIONAL EXPERIENCE

SCHOOL DISTRICT OF PALM BEACH COUNTY, West Palm Beach, FL

Executive Secretary 06/10-Present

Office of Transformation Schools

Responsibilities include directly assisting schools designated as the District’s lowest performing 5%

Monitor school vacancies

Maintain the Director of Transformation Schools’ calendar

Schedule and attend State and District meetings

Research professional development opportunities for staff members

Create and maintain complex filing systems

Coordinate meetings which includes creating meeting agendas, composing detailed minutes, and distributing minutes to all meeting attendees for use in the follow-up of action items

Prepare, edit and review correspondence

Perform accounting functions, maintain budget records and purchase office supplies

Ensure schools are complying in accordance with State mandates

Provide weekly status updates to Director

Process payroll and travel reports

Executive Secretary

Chief Academic Officer (CAO) 04/09-06/10

Assisted in the management of 15 departments which included the supervision and training of over 20 secretaries and office support staff

Maintained the CAO’s complex schedule

Scheduled travel arrangements

Reviewed, edited, and composed correspondence on behalf of the CAO

Coordinated meetings which included creating meeting agendas, composing detailed minutes, and distributing minutes to all meeting attendees for use in the follow-up of action items

Ensured that the CAO’s direct reports adhered to deadlines

Responsible for detailed record keeping of a $2.7 million department budget and payroll for the CAO’s direct reports

Created a tracking system for all communication

Provided responses to public records requests

Provided responses to Board Member questions related to board meetings

Daily contact with principals, teachers, district staff, vendors, and the community which included answering questions, correctly routing calls, and providing assistance where needed

Held quarterly support staff meetings to update staff on new initiatives and procedures

Acted as liaison for the CAO between the community, vendors, the press, and various organizations

Provided the CAO with daily updates

Responsible for the adherence of strict deadlines that impact students, staff, Board Members, and the Superintendent

Maintained a high level of confidentiality

Executive Secretary

Chief Information Officer 02/09-04/09

Assisted with the realignment of the division including the hiring and coordination of new personnel

Maintained schedules and calendars for the Chief Information Officer, Director of Technical Operations, Director of Applications, and the Director of Project Management

Composed CIO meeting agendas and created minutes of departmental meetings

Attended divisional meetings on behalf of the CIO

Provided assistance to schools by appropriately routing service calls

Maintained adherence to divisional deadlines

Maintained payroll, budget, and accounting records

Acted as liaison between vendors and the CIO

Executive Secretary

Assistant Superintendent of Curriculum & Learning Support 09/06-02/09

Responsibilities included assisting the Assistant Superintendent of Curriculum and Learning Support in the daily operation of the division which included the following departments: Restructuring, Multi-Cultural, Literacy, Curriculum, Adult and Community Education, Choice Programs and NCLB/Title

Maintained and organized schedules and calendars

Created Monitoring Meeting agendas and transcribed minutes

Composed and edited bulletins, board reports, memos, etc.

Reviewed incoming correspondence for accuracy

Routed and tracked communication for the division

Performed accounting functions and maintained budget records

Communicated effectively with District and school site personnel as well as the public

Coordinated information for workshops, meetings, and seminars

Developed and maintained complex filing systems

Assisted in research and coordinated information for reports and Board Agenda items

Provided weekly divisional updates to the Assistant Superintendent

Ensured adherence to deadlines within the division

Created a policy tracking system

Prepared payroll and travel reports for the division

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STH Architectural Group, Inc., West Palm Beach, FL 06/92-09/06

Executive Assistant/Office Manager

Assisted two partners along with 60 architectural staff in the daily operations of the organization

Applied knowledge of company and departmental regulations and procedures in answering public inquiries

Served as the primary contact in the CEO’s absence

Authored and transcribed correspondence including meeting minutes, architectural specifications, AIA contracts, memos, forms, etc.

Scheduled travel arrangements for 60 architectural personnel, as well as the organization’s two partners

Supervised employees and conducted yearly evaluations

Assisted in the hiring of personnel

Researched billable items and purchased office equipment

Conducted research for prospective clients

Coordinated submittals and assisted the marketing department in creating brochures for prospective and/or existing clients

Administrative Assistant 09/91-06/92

Responsibilities included transcribing and typing all correspondence for architectural staff including three partners

Scheduled meetings and maintained calendars

Maintained filing systems and created the organization’s electronic filing system

Assisted the marketing department in creating proposals and researching prospective clients

Routed all incoming calls to the appropriate individuals

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East River Savings Bank, New Rochelle, NY

Administrative Assistant 02/88-05/91

Assisted supervisors in all phases of branch operations

Ordered and tracked cash shipments for all 16 branches

Reconciled American Express Traveler’s Checks sold by branches

Inputted and calculated rate changes and created spreadsheets

Communicated with government agencies on back-up withholding procedures

Reviewed daily reports for accuracy and assisted bank branches

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GANNETT WESTCHESTER ROCKLAND NEWSPAPERS, White Plains, NY

Classified Advertising Coordinator 11/83-1/88

Coordinated all classified display advertisements including Real Estate, Automotive, and Employment sections

Kept daily logs of all advertisements, calculated classified pages, and scheduled advertisements for publication

Assisted sales personnel and classified advertising managers

SKILLS

SharePoint

Microsoft Office Suite (Excel, PowerPoint, Access, Outlook and Word)

WordPerfect Office

Type 90 wpm

EDUCATION

Norwalk College, Norwalk, CT

Paralegal Studies

Business Management Coursework

REFERENCES

Furnished upon request



Contact this candidate