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Administrative Assistant Resume

TECHNICAL SKILLS:

  • Microsoft Office Suite (Word, Excel, PowerPoint, Access, Project), Publisher, Visio, SharePoint
  • Visual Basic for Applications (programming language bundled with MD Office), HTML, JavaScript, CCS
  • QuickBase, SPSS, QuarkXPress, PageMaker
  • Photoshop, the GIMP, Inkscape (Open Source, free alternatives to Adobe Photoshop and Adobe Illustrator)

PROFESSIONAL EXPERIENCE:

Confidential

Administrative Assistant

Responsibilities:

  • Designed Access database to track meetings, action items and ensure each action item is completed
  • Created tool consisting of Access database and Excel spreadsheet to analyze employee hours by department, project, activity, time period.
  • Tool automatically imports data, exports reports to a workbook
  • Designed Excel spreadsheet with drop down lists where list displayed in one column depends on choice in previous column.
  • Lists can be easily updated by someone who doesn’t know Excel
  • Created large, complex process maps in Visio
  • Did large mail - out to all Association members
  • Tracked citations in corporate academic document

Confidential

Administrative Assistant

Responsibilities:

  • Redesigned Access database for special events (parades, races, festivals, concerts etc.)
  • Redesigned tables with required fields, data integrity, relationships
  • Imported legacy data
  • Designed reports menu providing annual, quarterly, monthly reports and reports allowing user to set begin and end dates. Designed ad hoc reports
  • Developed invoice report (they had been creating invoices manually)
  • Designed menus, data entry screens
  • Trained staff, answered questions
  • Carefully checked hard copy records to verify that everything had been entered in database
  • Double checked data entry by employees and temps
  • Created step-by-step detailed instruction manuals for data entry and report generation
  • Data entry

Confidential, Sandy Spring, MD

Administrative Assistant

Responsibilities:

  • Greeted and routed visitors; answered phones; screened calls; opened, logged, and distributed incoming mail; processed outgoing mail and Confidential, etc.; ordered office supplies and placed orders for equipment service calls
  • Trained new receptionists; provided support for receptionist; phone system: set up new users, cleaned up messages on defunct accounts, reset passwords
  • Helped President/CEO and Project Managers with correspondence
  • Reorganized/maintained library and file system of past and new proposals; filing
  • Took dictation
  • Created Word blank documents with headings, headers, footers, page numbers, table of contents, etc. for large documents like proposals and reports; designed the format and “look and feel”
  • Edited, proofread text from writing team using Track Changes; contributed to writing
  • Created original Gantt charts in Project, charts in Excel, tables in Word
  • Created original graphics and edited existing ones
  • Assembled all the above with text from writing team into body of document; created index, footnotes, cross-s
  • Adjusted spacing etc. of text to fit page limits (often a big item); ordered binders; designed and printed covers, tabs and spines; printed text, assembled binders, performed quality check
  • See Document Production, above
  • Wrote code to speed formatting department’s monthly reports to client, created toolbar to run code
  • Created many Word templates for frequently used documents to speed document creation
  • Created Styles in Word to standardize look of company documents; did all Word formatting with Styles, which greatly speeds workflow, makes it easier to revise and reuse documents
  • Designed, printed all mailing labels, including address labels, return address labels, ad hoc labels
  • Designed Excel worksheets to produce graphs of program outcomes of over 250 grantees, using data from online QuickBase database I designed
  • Completed Excel worksheets used to calculate level of effort (hours needed to complete task)
  • Designed Excel workbooks to track data from survey contract
  • Developed and created presentations from scratch, wrote and recorded voice-overs; posted them online; Helped CEO and other managers develop and format presentations
  • Created/redesigned databases for company and clients, including our HR database, Résumés database for incoming résumés, Proposals database, Substance Abuse Resources database, Programs database for our client’s many programs and reporting needs, and an Evaluations database on evaluations completed by their clients
  • Created macros and wrote Visual Basic code to expand MS Office functionality
  • Produced monthly progress report for one of our contracts
  • Maintained CEO’s large Contacts list in Outlook; helped maintain his calendar
  • Helped coworkers daily with Microsoft Office applications; troubleshot documents
  • Maintained corporate website; wrote video pages and online forms, updated drop-down menu
  • Developed, managed, archived SharePoint portals
  • Designed QuickBase databases for reports by grantees; provided help-desk support, s
  • Did internet research on projects, proposals and events, including legislation and regulations
  • Supported company expansion into Electronic Health Records
  • Managed and performed electronic submission of proposals
  • Analyzed data using SPSS
  • Edited document in QuarkXPress, now posted online

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