TECHNICAL SKILLS

• GovTrip and Concur (Fed. Gov. travel authorization voucher reimbursement reservation software)
• WebTA and Kronos (time and attendance programs) Microsoft Office Suites
• Visio
• Raiser's Edge
• Adobe InDesign
• GroupWise
• Lotus Mail and Notes
• Web Browsers: Internet Explorer
• Google Chrome
• Firefox
• Mozilla and Entourage Outlook for Mac users plus able to type approximately 65+ wpm and other computer programs.

PROFESSIONAL EXPERIENCE

Confidential, Washington, DC

Advancement Specialist (Executive Assistant)

Responsibilities:

• Provided executive and administrative support to the Chief Development Officer for the Office of Development and Campaigns and administrative support to the Senior Development Officers.
• Acted as liaison to the Chief Development Officer and Development staff.
• Supervised, managed, and controlled the Chief Development Officer MS Outlook calendar by accepting, declining, scheduling, rescheduling all meetings as needed.
• Responded and triaged phone calls, voicemails, and emails professionally and forwarded to the appropriate staff member and department to handle.
• Handled RFI inquiries from our donors, visitors, and potential museum supporters inquiries by gathering appropriate documents to be shipped.
• Worked, interacted, and collaborated with museum staff on all levels on special projects while in a fast pace environment.
• Drafted and prepared internal and external correspondences, memos, and letters to be signed by Chief Development Officer.
• Monitored and managed the Chief Development Officer Donors and Prospects Portfolio.
• Used PANDA (Pan - Institutional Database for Advancement) to pull reports, donor giving history, status, and entered data on profiles.
• Used CONCUR and GOVTRIP to submit travel authorizations and vouchers for reimbursement for approval and signature on behalf of the Chief Development Officer.
• Planned all travel arrangements, logistics, and accommodations for Chief Development Officer.
• Assisted with coordinating fundraising events, luncheons, dinners, board meetings and speaking engagements.
• Assisted with development, printing, and distributing of meeting agendas for various meetings, including the following biweekly staff meetings and department managers meeting, and the quarterly NMNH Board Centennial Campaign Committee conference calls.
• Assisted and handled minor crises, provided and followed up with the Chief Development Officer for guidance and shared the outcomes and resolutions.
• Gathered, compiled, and synthesized data from the senior management team for a monthly departmental report.
• Attended all mandatory annual training and other courses to enhanced skills that would benefit the department.
• Received and distributed all background materials prior to each meeting.
• Acted as note-taker and recorded and transcribed all meeting minutes.
• Provided excellent customer service to all staff, visitors, donors, and other museum guests.
• Retrieved, handled, sorted, and distributed all USPS mail, FedEx and UPS packages in timely manner.
• Assumed the role as Personal Property Custodian for the department. Duties included: ensured that OCON 204 form is completed by a staff member assigned personal property, monitored, tracked, and conducted annual joint inspection with Account Property Specialist, and ensured that all personal property was verified and accounted.
• Used Peoplesoft software to record and track all personal property.
• Created and managed a filing color system that enabled each staff the ability to recognize and identify the folder content before opening the file.
• Ordered and maintained all office supplies, materials, and products for entire department.
• Reconciled and monitored Chief Development Officer's JP Morgan travel card. Ensured that all expenses was accurately coded and submitted for approval.
• Acted as WebTA/Timekeeper for the department. Verified all timesheets for accuracy and validated to be submitted and certified by each Supervisor.
• Acted as administrative support back-up for the museum Sant Director's office.
• Organized for the 4th year the Office of Development Annual 2-Day Staff Retreat.

Confidential, Arlington, VA

Executive Assistant

Responsibilities:

• Provided executive assistance and project support to the Senior Vice President (SVP) for Marketing and Communications department.
• Developed, produced, and edited correspondence to include letters, memos, forms, policies and procedures for SVP review.
• Handled confidential and non-routine information.
• Assisted in the management of schedules and manage communications with a wide variety of constituents.
• Responded to emails and telephone calls as appropriate.
• Exercised utmost discretion regarding all communication, including SVP's e-mail.
• Transcribed and dictated meeting minutes and keep records of selected staff meetings.
• Maintained current phone and email directory for the SVP.
• Set-up and coordinated meetings and conference calls, including on site logistics.
• Prepared expense report and reimbursement forms for SVP using the Oracle E Business Suite application.
• Made travel arrangements for SVP, staff, and guest as required.
• Maintained appropriate filing system.
• Remind SVP and other responsible parties of deadlines as needed.
• Recorded M+C information in the institution calendar and ensure the SVP's major commitments are reflected.
• Assisted with gathering information and preparation for senior level meetings, including draft talking points and provision of briefing materials.
• Designed and prepared graphs, charts, tables, and presentation materials.
• Performed special projects for the SVP as needed.
• Worked with the M+C leadership team to manage divisional needs in relation to the SVP's calendar.
• Opened, sorted, and prioritized SVP's mail.
• Volunteered and acted as fire marshal/emergency preparedness coordinator and first responder for division.
• Other duties as assigned.

Confidential, Washington, DC

Executive Assistant

Responsibilities:

• Provided administrative support to the Chief Marketing Officer (CMO), Senior Vice President of Marketing, and Senior Brand Managers.
• Answered and screened all Chief Marketing Officer and SVP phone calls.
• Sorted and directed mail to the appropriate individual for handling.
• Coordinated domestic and international travel logistics and hotel accommodations for Chief Marketing Officer and SVP.
• Overseen Chief Marketing Officer and Senior Vice President and Senior Brand Managers calendar.
• Scheduled meetings, luncheons, and conference logistics.
• Assisted in creating and editing PowerPoint presentations.
• Acted as liaison to the Chief Marketing Officer and SVP and marketing team.
• Reconciled monthly AMEX statements and travel reimbursements.
• Processed invoices for vendor payment.
• Prepared written correspondences such as letters, memos, emails, etc.
• Handled confidential materials.
• Provided excellent customer service to all visitors, internal departments, and ad agencies.
• Ordered and monitored supplies; replenished as needed.
• Monitored calendar of events, to include departmental calendar.
• Attended departmental and organization meeting.
• Built positive work relationships within the department and foundation.
• Administrative duties included but not limited to typing, copying, faxing, Internet usage, etc.

Confidential, Raleigh, NC

Continuing Education Program Coordinator

Responsibilities:

• Provided administrative support to the Student and Career Service team.
• Coordinated and managed data for education activities in the ORPC program.
• Handled logistical arrangements for student activities.
• Maintained the accuracy of the database for preceptors, rotation schedules and student assignments.
• Generated routine and special reports including monthly, quarterly, and yearly statistical data.
• Verified all reports for accuracy.
• Responded to customer needs both internal and external assuring prompt response in a timely manner.
• Coordinated efforts to effectively work with others in a manner that is productive and cooperative.
• Verified licensure of preceptors on a monthly basis using the North Carolina Medical Board website.
• Sent out monthly emails communicating to ORPCE students requesting rotation evaluations, downloading data to the database, and file a copy in the receptor records.
• Identified potential preceptor sites from the database and request student placements as needed.
• Assisted, coordinated, and identified student housing through a database of available homes.
• Prepared and sent final student and homeowner contracts.
• Demonstrated initiative from start to finish on special projects and assignments.
• Completed work and other assignments ahead of schedule and productively used time to work on new assignments requested by manager.
• Completed 15 hours of continuing educations credits courses to enhance current skills and develop new ones.
• Performed other duties as instructed or needed.

Confidential, Atlanta, Georgia

Executive Administrative Assistant

Responsibilities:

• Provided executive support to the Associate Dean of Academic Affairs and Director of Student Services/Registrar.
• Oversaw both the calendars of Associate Dean and Director of Student Services/Registrar, which included professional and personal.
• Made all executive and faculty travel arrangements and accommodations.
• Screened all phone calls, mail and emails and directed to appropriate individual for handling.
• Prepared written and electronic correspondences: maintained phone and correspondence logs.
• Office Manager to Faculty Suites.
• Assisted in office events, such as open houses, departmental visits for accreditation and mock court trials.
• Ordered office supplies and minor equipment.
• Assisted in the preparation of monthly budget and balanced expenditures.
• Attended board and several committee meetings as minute recorder.
• Assisted students as needed.
• Assisted in the preparation of articles for national publication.
• Monitored office practices and procedures for compliance with law school policies.
• Provided administrative support to a team of full-time faculty members and adjuncts.
• Performed basic duties such as: filing, typing, copying, faxing, answering the phones, distributing office mail, e-mailing, Internet usage, etc.