Executive assistant
Resume examples

Managed scheduling surgeries for 5 doctors while obtaining surgery authorization from individual insurances. Processed and verified Insurance benefits, eligibility, and disability insurance claims. Directed and trained 15 Office Managers ensuring patients and their families are greeted well at the front office while avoiding wait times.

• Performed routine accounting, office administrative, and secretarial duties at the OB/GYN clinic including managing daily calendars, scheduling appointments without deficiencies, creating expense reports, and handling accounts receivable / accounts payable.
• Commended for excellent multi-tasking abilities and prioritizing daily patient care.
• Managed electronic health system, responded to inquiries, and effectively communicated with clients and suppliers.

Handled calendars and organized internal and external meetings including cadence meetings with direct reports, event planning, and drafted script for presentations. Managed CEO’s email and contacts in Outlook ensuring critical emails are addressed quickly while maintaining effective communication with external stakeholders.

• Assisted CEO in the meetings maintaining accurate records and meeting notes/minutes.
• Worked with CEO and Executive Team to devise a strategy to achieve established goals while effectively communicating goals and objectives across the company.
• Continually monitor projects and initiatives by prioritizing tasks to meet deadlines while keeping the CEO informed of changes.
• Communicated directly on behalf of the CEO with Board members, donors, foundation staff, related to programmatic initiatives.
• Served as the CEO’s administrative liaison to the Board of Directors and managed Board activities such as semi-annual Board meetings, dinners staff lunches/receptions/new Board member orientations, and arranging hotel accommodations for out-of-town Board members.
• Processed travel reimbursement requests while compiling, assembling, and distributing Board meeting materials.
• Researched potential Board members for the Nomination Committee.
• Collaborated with Executive, Finance, Governance & Nominating, and Audit Committee meetings ensuring the confidentiality of files and contact information.

Handled complex calendar, travel, and planned international meetings including logistics. Oversaw administration tasks while directing 2 Office Managers and 2 Administrative Assistants. Recruited and trained administrative staff on office policies and procedures. Maintained accurate address books, files, and contact lists with strict confidentiality.

• Managed the CEO's complex calendar, meeting requests, and incoming correspondence while effectively managing shifting priorities of global travel arrangements.
• Accompanied CEO in all international and domestic meetings while overseeing accommodation of last-minute changes.
• Prepared detailed domestic and international travel itineraries while ensuring the CEO is prepared for all meetings and appointments with appropriate materials and information.
• Communicated meeting agendas to ensure proper attendance and time management.

Managed calendars, emails and planned and arranged domestic and international travel arrangements including preparing expense reports, ticket and hotel booking for VP HR and VP Global benefits with discretion.

• Executed event planning and management including program timelines, budgets, logistics, invitations, registration, vendor negotiations, and communication with internal and external partners.
• Ensured smooth day-to-day operations by partnering with clients and other departments Executive Assistants to schedule meetings, prioritize critical path items, and solve complex issues.
• Improved communication and collaboration among employees by creating and sharing office seating charts across the organization.
• Assisted VP HR in creating an onboarding process for employees to quickly assimilate company policies and workflow while getting fully acquainted with the organization's culture.
• Saved $30K by renegotiating the contract with the vendor who supplies costly executive-requested items.
• Recognized for bridging gaps and establishing open lines of communication between the executive team and employees.
• Created organizational charts, policies, job descriptions, onboarding program, HR policy book, and employee surveys under the supervision of VP HR.