Executive Administrative Assistant

WORK EXPERIENCE

Executive Administrative Assistant
Nonprofit Organization – Pennsylvania
March 2022 to Present

• Performs clerical and administrative tasks including drafting letters, memos, and other documents for the Executive Director.
• Demonstrates proficiency in preparing written and oral communication responses via email and phone for the Executive Director.
• Proofreads, reviews, and edits documents for accuracy in compositional, grammatical, spelling and content errors.
• Calendar maintenance and management.
• Manages the Executive Director’s day-to-day schedule and coordinating large scale events such as planning our annual meeting and scheduling internal and external meetings, travel, conferences, and department activities.
• Balancing and reconciliation of transactions made by the Executive Director.
• Entering invoices in the system for payment by the Fiscal Department.
• Partners with the Executive Director and the leadership teams in activities that support the function of all areas of operations and the agency.
• Proficiency in working independently as well as within a team to support all aspects of the agency and special projects.
• Coordinates ZOOM and Teams video and conference calls for monthly or daily meetings.
• Prepares, plans, and coordinates multiple presentations, disseminating information, and assisting other departments and projects as requested.
• Distributes monthly reports and yearly work plans to staff.
• Maintains confidentiality when handling sensitive information, protecting company interests and employee privacy.
• Provides staff support to Board Officers, Committee Chairs and Board Members, as needed.
• Schedules and attends monthly board meetings and ensures that agendas, minutes, and motions for approval are prepared and the board packets are mailed and electronically sent in a timely fashion.
• Arranges Executive Committee meetings or special meetings of the board, when needed.
• Coordination and conference room set up prior to meetings.
• Prepares and sends welcome packets to new board members.
• Becomes familiar with the bylaws of the organization.
• Coordinates yearly board orientation tours of our various locations.
• Maintained accuracy of rosters for the Board, subsidiary corporation boards and advisory boards.

Administrative Assistant
Nonprofit Organization – Pennsylvania
August 2021 to September 2022

• Assisted President and Chief Operating Officer in daily operations of business.
• Planned, coordinated, and scheduled events and meetings.
• Prepared agendas, drafted meeting minutes, and email communications.
• Managed online files and ensured Standard Operating Procedures are up to date.
• Created and delivered social media content with help and direction from staff.
• Processed invoices and accounts receivable in a timely manner.
• Completed projects as assigned, met deadlines, and followed up on results.
• Partnered with Client Services staff to organize and manage area resources.
• Sent communications to clients on behalf of coordinators.
• Managed client surveys and customer queries.
• Other general office duties as assigned.

Administrative Assistant
Community College – Pennsylvania
October 2019 to March 2022

• Performed various office functions in support of grant initiatives working with grant coordinator and staff, instructional support staff, and students in the planning and implementation of the ongoing activities required as a part of grant directions.
• Generated clear and concise materials, reports, and spreadsheets.
• Planned, coordinated, and scheduled events and meetings.
• Communicated with clients, management, partners, and students daily.
• Promoted our programs via flyers, posters, social media and within the community.
• Able to work independently without direct supervision and remotely.
• Prepared agenda, draft meeting minutes, and email communications.
• Provided information regarding open labs, workshops, and other educational support services to students in the program.
• Typed, prepared, files, and maintained grant records.
• Sent communications to our guidance counselors, business contacts, potential partners, staffing agencies and our community resource organizations.
• Completed projects as assigned, met deadlines, and any follow-ups if needed.
• Maintained and ordered office supplies as needed.
• Updated any pertinent information in the students file when they are accepted into the grant program.
• Responsible for data entry of student’s information and final grades for non-credit classes.
• Prepared weekly schedules/classroom assignments for students.
• Assisted with data entry, collection and preparation of required forms and reports for the grant.
• Scheduled potential student’s appointments for reading and math assessments.
• Preserved confidentiality of grant materials.
• Participated and assisted in promoting awareness, marketing, advertising, and/or conduct special events for grant participant enrollment.
• Handled mock interviews with students prior to employer day.
• Coordinated college and employer tours with college faculty and employers.
• Organized graduation day and prepared certificates/job portfolios for students
• Prepare resources/materials and binders to have available to our employers.
• Scheduled room reservations and sent invites to college faculty and employers for special events such as employer day and graduation day.
• Registered new/current student’s personal information, classes for the program and final grades into Life Learn
• Involved with DCED/WEDnetPA which provides qualified employers training for new and existing employees.
• Processed DCED/WEDnetPA checks/invoices and running of reports on a weekly basis.
• Maintained personnel records and updated internal databases to support document management.
• Perform other general office duties as assigned.

Education

Associate’s degree, Healthcare Administration, 2018
Local Community College