PROFESSIONAL EXPERIENCE:

Confidential, Boston,MA

Executive Assistant to CEO

Responsibilities:

• Prepare and draft correspondence: letters, memos, and emails
• Proofread and format outgoing documents: emails, letters, memos, briefings, meeting summaries, and presentations
• Schedule internal and external meetings and coordinate logistics
• Support the Board of Directors by scheduling meetings, preparing agendas and board reports and work wif CEO, Chair and committee co - chairs to keep board files and documentation organized and easily accessible
• Enter contact data and track interactions wif contacts in Salesforce
• Answer phone calls and direct calls to appropriate parties or take messages
• Record, type and distribute meeting minutes
• File and retrieve executive documents, records and reports
• Open, sort and distribute incoming correspondence
• Coordinate audio/visual needs and catering
• Maintain electronic and paper document filing systems
• Assist wif special projects and organizational support as needed
• Perform general office duties such as ordering supplies and maintaining records management database systems

Confidential, MA

Executive Administrative Assistant

Responsibilities:

• Provide administrative support for the Deputy Director.
• Manage her Outlook calendar, schedule appointments, meetings, and travel.
• Consult wif the Deputy Director to set priorities, to resolve scheduling conflicts, and to ensure preparation for upcoming meetings and events.
• Prepares itineraries and processes travel expenses.
• Respond to requests for meetings from external parties in a timely manner.
• Maintain an orderly office environment for the Deputy Director including organizing office files.
• Manage and maintain MAPC's Microsoft CRM database of contacts; assist staff in updating departmental contacts in CRM; prepare large mailings using this and other MAPC databases. Familiarity wif Microsoft Outlook and CRM contacts helpful and strongly desired.
• Create, manage, and maintain centralized meeting materials and storage area. Materials include banners, easels, staff and Council name tags, etc.
• Provide administrative onboarding to new staff wif on-the-job training of new employees and interns concerning office procedures and use of office equipment; order business cards for new staff; update and maintain employee building passes and keys.
• Submit building maintenance request orders to landlord and building staff.
• Post MAPC meetings and events to MAPC website calendar and post meeting notices and agendas as required by Open Meeting Law.
• Assist Operations Manager in preparation for Council Meetings.
• Support external meetings on occasion by providing general event assistance; may involve travel to locations in metro Boston where meetings are being held.
• Assist Operations Manager wif office moves.
• Other duties as assigned

Confidential, Boston, MA

Executive Assistant to CEO

Responsibilities:

• Serve as first responder for CEO, wif the ability to appropriately act on her behalf to respond to requests and prioritize time demands.
• Manage executive's demands and time by reading, researching, and routing correspondence and other materials; drafting letters and documents; collecting and analyzing information; initiating telecommunications
• Manage and maintain the CEO calendar and complex schedule.
• Schedule internal and external meetings, conferences, telecommunications and travel.
• Special emphasis on organizing and ensuring travel is efficiently and effectively planned and monitored
• Maintain absolute confidentiality and discretion wif information at highest levels.
• Work independently, demonstrate initiative and anticipates advance preparation and planning needs.
• Use good judgment and noledge of organizational issues, priorities and relationships to respond to requests from CEO and to CEO.
• Serve as liaison wif the Board of Directors; organize Board meetings and meeting materials including Board books, Board travel, and correspondence wif the Board members.
• Track deliverables and action items from the Board meeting for CEO.
• Provide support to Board Chair as needed.
• Assist CEO in preparation, follow-up and tracking deliverables for meetings, conferences, and publications. Prepare wide range of presentations for internal and external use.
• Write, edit, and proof copy as needed.
• Represent the Executive Office both internally and externally and interact wif staff at all levels wif a high level of professionalism and in a manner, dat reflects positively on the CEO and organization

Confidential, Boston, MA

Executive Assistant to Director of BCHAP

Responsibilities:

• Maintaining files, records and databases. Entering information from source documents into computer databases and/or spreadsheets, compiling, scanning, printing and distributing periodic reports as needed. Maintaining department/office online document management resources.
• Preparing documents and electronic communication methods requiring stylized formats and lettering or graphics. Proofreading and editing materials for grammar, punctuation and spelling.
• Preparing, routing and tracking routine administrative forms and documents. Routing materials for required authorizations and monitoring receipt by final destination. Communicating wif other departments to resolve delays and errors.
• Answering, screening and routing telephone calls and greeting and directing visitors and staff. Drafting responses to routine correspondence.
• Scheduling appointments and meetings and maintaining calendars for supervisor(s). Reserving meeting locations, ordering refreshments and preparing agenda. Preparing travel arrangements.
• Monitoring and maintaining office equipment and supply inventory. Receiving and reconciling supply orders and invoices, identifying and resolving delays, billing errors or discrepancies. Communicating wif hospital support service departments to request needed services.
• Performing routine clerical duties, such as opening and sorting mail, photocopying materials and sorting, collating and distributing documents.
• Providing positive and effective customer service dat supports departmental and operations.
• Serve as first responder for CEO, wif the ability to appropriately act on her behalf to respond to requests and prioritize time demands.
• Manage executive's demands and time by reading, researching, and routing correspondence and other materials; drafting letters and documents; collecting and analyzing information; initiating telecommunications
• Manage and maintain the CEO calendar and complex schedule.
• Schedule internal and external meetings, conferences, telecommunications and travel.
• Special emphasis on organizing and ensuring travel is efficiently and effectively planned and monitored
• Maintain absolute confidentiality and discretion wif information at highest levels.
• Work independently, demonstrate initiative and anticipates advance preparation and planning needs.
• Use good judgment and noledge of organizational issues, priorities and relationships to respond to requests from CEO and to CEO.
• Serve as liaison wif the Board of Directors; organize Board meetings and meeting materials including Board books, Board travel, and correspondence wif the Board members.
• Track deliverables and action items from the Board meeting for CEO.
• Provide support to Board Chair as needed.
• Assist CEO in preparation, follow-up and tracking deliverables for meetings, conferences, and publications. Prepare wide range of presentations for internal and external use.
• Write, edit, and proof copy as needed.
• Represent the Executive Office both internally and externally and interact wif staff at all levels wif a high level of professionalism and in a manner, dat reflects positively on the CEO and organization.

Confidential, Boston, MA

Senior Administrative Assistant

Responsibilities:

• Oversee the daily operations for the Deputy Commissioner’s Office, including scheduling for senior level managers, preparing reports and correspondence, responding to inquiries, etc.
• Manage the tracking of a wide range of internal and external confidential matters and a variety of department wide issues to ensure progress.
• Oversee the processing flow of incoming mail and assign follow up to appropriate agency staff to ensure matters are addressed in a timely and efficient manner.
• Research confidential matters for the Deputy Commissioner, Assistant Commissioners and senior level managers.
• Complete calendar management including meeting reminders/instructions. Includes coordinating and maintaining Grand Rounds schedule, updating as needed and scheduling appointments and manage clinicians’ calendars.
• Reserving conference room, conference line, and video conferencing.
• Meeting preparation: agenda; materials; food; annual reports; meeting minutes
• Answering phone, checking voicemail, maintaining phone log. This includes triaging urgent cases. Manage in and out of state travel arrangements and reimbursement requests.
• Ordering supplies for various events and programs.
• Preparing and assisting in evaluation of current employees and electronic systems.
• Preparing speaker invitations and doing all associated follow-up.
• Contacting speakers and coordinating all advance arrangements: obtaining required information and forms, biographical information, and copying of presentation; facilitating travel arrangements; arranging visit details e.g., schedule, multimedia needs, site tour, lunch and/or dinner wif staff/trainees as indicated.
• Publicizing Grand Rounds and sending meeting reminders.
• Processing and updating Employee Performance Evaluations.
• Compiling and reporting review data as indicated.

Confidentia, Braintree, MA

Administrative Assistant

Responsibilities:

• Greeted tenants and visitors.
• Administrative and clerical support to all staff.
• Heavy data entry all waitlist applications.
• Received rent payments from tenants.
• Process and submission of Purchase Orders for approval.
• Accounts Payable processing invoices for payment.
• Processing reports and ledgers for invoices, payments, residents, etc.
• Opening and delivering mail to appropriate recipients.
• Ordering office supplies and taking inventory of supplies.
• Scheduling meeting, interviews, and other tenant meetings.
• Addressing tenant complaints about staff and other concerns.
• Processing and assigning Work Orders (repairs) for tenants
• Organizing files and paperwork such as correspondences, 14-day notices, outstanding balance letters.
• Supervision of all maintenance staff providing them wif work orders overseeing repairs are fully completed in a timely manner.
• Administrative and clerical support to all staff.
• Administrative assistant to VP of Administration.
• HR functions such as benefits enrollment and termination
• Time Tracking for technicians.
• Completed online Unemployment request.
• Completed background checks CORI, references, I9 verifications.
• Employee benefits changes and problem resolution.
• Shipping and receiving packages.
• Office supplies inventory and purchasing.
• Scheduling meeting, interviews, and other client meetings.
• Scheduling assistance for Executive Team.
• Set up of conference rooms for meetings using MS Outlook.
• Organizing files and paperwork.
• Creating administrative process and procedures.
• PowerPoint presentations.
• Travel Reservations (i.e. hotel, transportation, and meals).

Confidential, Boston, MA

Field Organizer / Data Coordinator

Responsibilities:

• Entering data and organizing information into database.
• Updating information into Google docs and spreadsheets.
• Some administrative and clerical duties.
• Canvassing different locations.
• Outreach to community and neighborhood organizations/coalitions.
• Building relationships wif other activist and volunteers.
• Meeting wif political and social activist.
• Outreach to State Politicians to support political and non-political campaigns.
• Invite people to collect signatures for different petitions and campaigns.
• Coordinate/Supervise volunteers and workers.
• Organize and distribute campaign material.
• Coordinating meeting, events, and rallies.
• Informing workers about their rights per Labor Laws of MA and Nationwide.
• Establishing priorities, assigning and reviewing insurance referral paperwork.
• Processing and follow up on insurance referrals wif patients, doctors, and medical insurance companies.
• Ensuring diagnostic codes are correct based on patients concerns and services.
• Ensuring patients eligibility for insurance coverage.
• Processing co-payments and full payments for services rendered.
• Light bookkeeping and deposits,
• Manage multiple patients, payments, medical records and request.
• Communication wif various patients, clinical staff and members in the clinic setting.
• Preparing patients records and relevant paperwork for clinical staff.
• Identify and resolving issues and solicits cooperation and obtains support for programs.