Executive Assistant Resume

Executive Assistant

Skilled and experienced administrative professional with dedicated success controlling cost, maximizing resources, and supporting high level executives.

Qualifications Summary

·   Experienced Administrative Specialist with ⁺ years of supporting C-level executives to include Chief Executive Officer and Board of Director.

·   Consummate professional dedicated to making the lives of busy executives easier.  Serves as an effective gatekeeper, prepares well-researched and accurate documents, manages busy calendars and efficiently handles daily office tasks.

Medomics, LLC. – Azusa, CA

Executive Assistant, / to Present

• Provide executive level administrative support to the Director and Chief Operating Officer to include confidential and sensitive correspondence
• Maintain Director and Chief Operating Officer’s calendar, plan and schedule meetings, prepare agendas, and record minutes.
• Transcribe handwritten notes and dictation.

• Meets established deadlines when completing minutes, materials, special projects and daily responsibilities.

• Coordinates and schedules Board and Committee meetings.

• Assists in coordinating, developing, and monitoring assigned budgets, reconcile and process expense reports.
• Answers questions & provides information on department policies, procedures & protocols.
• Serves as primary contact and liaison for assigned functions and programs with other departments and staff, and outside agencies and organizations.
• Responsible for making travel arrangements and handling any conflicts that arise.
• Completes and monitors the flow of all necessary documents related to personnel matters for assigned areas, performs payroll reporting and related procedures for assigned areas.

• Make arrangements for annual conferences and business development events
• Conducts research, prepares, revises, and implements various administrative policies and procedures in accordance with organizational practices.
• Proactively support team performance by developing clear lines of cross department correspondence and conflict resolution.

• Coordinates Human Resources related activities to include implementing policies and procedures, new employee orientation and training.
• Participates in the selection, training, and evaluation of assigned administrative support personnel, provide and coordinate staff training, works with employees to correct deficiencies, recommends discipline and termination procedures.

City of Hope National Medical Center – Duarte, CA

Executive Assistant/Administrative Analyst, / to /

• Provided executive administrative support for the Medical Director of two research departments and supervised administrative support.
• Resolves or refers calls where appropriate, taking initiative to make decisions within authorized scope of responsibility or directing decision making to the proper authority.
• Transcribe handwritten notes and recordings.
• Managed projects, financial processes, payroll, travel budgets, expense reporting, vendor invoicing, and information systems / databases.

• Processes/prepares all meeting materials accurately, in proper format and in the appropriate time frame.
• Responsible for grants, expense reports, payroll, routine department budget tracking following standard guidelines & protocols.

• Organized the timely submittal of grant proposals, managed funding initiatives and related reports.
• Proactively support team performance by developing clear lines of cross department correspondence and conflict resolution.

• Maintains confidentiality of all patient and personnel records and office financial data.

• Direct supervisor to administrative staff, interns, and students.

• Enhanced employee retention by % through inspirational leadership, team building, and creating a positive company culture of collaboration and top performance.

Los Angeles County Metro – Los Angeles, CA

Executive Assistant,  / to /

• Streamlined office processes across four departments at the third largest public transport system in the United States.
• Performed calendar management including appointment, travel, and meeting scheduling for executives.
• Monitored operating budgets for multiple departments including estimating, procurement, construction, and EEO business units
• Compiled and reported statistics, processed checks, requisitions, expense authorizations, and timesheets.
• Proofed, edited, wrote, and disseminated board reports, company documentation, personnel records, and cycle time / financial reports.

• Key team member performing labor code, safety regulation, and other research for engineers designing Los Angeles County’s -station Metro Rail project.
• Carefully controlled cost by partnering with estimating department on compiling detailed vendor data for all capital and non-capital projects.
• Maximized resources by negotiating advantageous contracts with vendors and subcontractors while efficiently managing labor rates computing.