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Your Name

Administrative Assistant

Middlesex, NJ

your.email@example.com
111-222-3333
www.your-website.com

Summary

Top-notch assistant with 10 years of experience managing business relations and special projects at the senior management level. Served as primary point of contact and liaison between management, sales teams, clients, and vendors. Maintain excellent written and oral communication skills, problem resolutions abilities, and high level of confidentiality underlined with social decorum and strong professionalism in a team environment.

Work Experience

Administrative Assistant

CPC Behavioral Healthcare, Morganville, NJ

Aug 2009Nov 2010

Managed daily appointment scheduling for the Medical Director of CPC Behavioral Healthcare, as well as assisting School Division Director for weekly Focus Meetings for each student in the middle school and high school levels.
  • Managed a medical front desk in areas of manual scheduling, updating database, and creating appointments for students residential as well as off-site.
  • Maintained open lines of communication between patients, legal guardians of patients, psychiatrists, clinical staff, and laboratory personnel.
  • Scheduled patients' medical screenings, procedures and following up appointments for results.
  • Distributed consultation visits to the Clinical Counselors on Call with precedence for urgently needed psychiatric evaluations.
  • Coordinated daily pharmaceutical-related matters to verify and expedite a high volume of prescription orders.
  • Strong liaison for scheduling communication between the psychiatrists, counselors, parents, and teachers with the Medical Director.
  • Worked on a clinical mainframe database to manage appointments and helped with creating a reporting program with the head of IT to create efficiency for managing appointments and follow-ups.
  • Worked in a team of four administrative assistants to service the educational portion of the school.
  • Scheduled IEP (Individualized Education Planned-Program) by coordinating with teachers, counselors, speech therapists, legal guardians of students, vice-principal, and the state social worker.
  • Managed a database of each student that required FOCUS meetings as generated by the teacher, speech therapist, and counselor. Assigned weekly meetings with the list of students and their reviews with the attendance of the School Division Director, Clinical Director, and Vice Principal.
  • Worked with the Vice Principal to maintain transportation for students doing shared time with the vocational schools and mainstream schools.
  • Maintained and updated the bus list for all the students in the adolescent schools.
  • Substituted for the staff that worked in the elementary school to ensure efficiency of workflow, as well as coverage for secretarial staff in the clinical end.
  • Answer multi-line phones; take messages; forward calls to proper departments.

Teacher's Assistant

High Point School, Morganville, NJ

Aug 2007Aug 2009

Working one-on-one with children with special needs, all the while setting an example for proper social interaction, while projecting an image of professionalism with peers for children to observe utilize.
  • Worked as a substitute TA to absorb the requirements ofaTAina school with children of special needs.
  • Hired on as a Teacher's Assistant in Sept. 2007, at high school level and worked with a staff of 3 (including the teacher).
  • Responsible for teaching Pre-Algebra and Geometry to higher functioning students, as well as creating lesson plans and providing input for a student's IEP for the math portion.
  • Really grasped the knowledge of adolescent angst mixed with special emotional needs of a child.
  • Took on the title of a "Float TA" in Sept. 2008 to truly understand children in all different settings on various functioning levels.
  • Worked as a substitute TA for the Life Skills program. Teaching children patience and social awareness through origami, sewing, designing jewelry, various crafts, light computer skills, and light cooking.
  • Help maintain "payment" books for the children that participate in various special programs the school offers. Collect data and distribute proper payment to children for their hard work in special programs including Junior Aide, Horticulture, School Lunches, Yearbook, Office Skills, and Art.
  • Maintain track of daily breakfast distribution for the children and reports accordingly.
  • Help create staff lunches as well as maintain the financial intake of the daily luncheons that must be reported to the Life Skills Coordinator.

Finance Assistant

Marsh & McLennan USA, New York, NY

Jan 2006Mar 2007

Diligently worked with a domestic based finance team that projected budgets and salaries for all Marsh U.S. based departments, while maintaining strong confidentiality.
  • Supported a Finance Team of fifteen, including two Directors and three Managers.
  • Monthly printed and tracked Oracle based reports in order to create binders for Finance team for their adhoc review.
  • Utilized these reports to input data in a monthly Excel spreadsheet with the assistance of Esbasse in order to track departmental budgets through individual spending and company reimbursements.
  • Work closely with various Executive Assistants in order to maintain calendars and set up meetings with the Executive Board.
  • Put together a yearly global Budget Meeting agenda for the Finance team, including: accommodating many individual schedules, finding conference rooms, setting up dial-in numbers, sending out the appropriate e-mail notices to a specific mass distribution (including the CEO & CFO of company), ordering refreshments/ lunches, and holding appropriate meetings with various individuals to project possible Budget Meeting glitches and circumventing them in advance.
  • Ordered and maintained the supplies for the team. It was crucial to have certain supplies on hand to put together last minute presentation booklets.

Administrative Assistant

Pershing LLC, Jersey City, NJ

2003 2006

Work with an international sales team which provides multi-currency clearance services for broker dealers globally. Client regions covered include: North America, Central America, South America, Canada, Middle East, Europe, Asia, & Australia.
  • Supported a Global Services Sales Team of ten: 1 Managing Director, 2 Senior Advisors, 2 Directors, and 5 Vice-Presidents with a demonstrated ability to improvise, improve procedures, and meet highly demanding deadlines.
  • Interaction with various levels of management, support staff, and clients with the strictest confidence and highest respect, all the while maintaining social decorum.
  • Liaison between all impacted departments to ensure proper communications and reporting practices.
  • Direct business relations and distribution of company literature and executive mailings to stimulate client interest and sales leads.
  • Manage complex business calendar and the team's schedules. Stay updated on the sales team's priorities on a daily basis.
  • Complete international and domestic travel arrangements, car service, and hotel accommodations.
  • Process all expense reports for travel (international & domestic), client luncheons, and offsite meetings.
  • Coordinate and maintain weekly attendance annual vacation records for the GSS department.
  • Prepare and compile meeting agendas utilizing MS Office products, and create PowerPoint presentations for team members to present to clients overseas.
  • Attend staff meetings to execute weekly minutes, that are distributed to the company employees, including the CEO & CFO.
  • Collaborate with departmental managers on weekly/monthly postings for master reports to facilitate the accurate and timely writing, editing, and preparation of final copy from draft to distribution.

Operations Coordinator

Penguin Group (USA), New York, NY

2001 2003

Manage all adult hardcover backlist imprints: Penguin (Dutton, Studio, Viking, Audio), Putnam, (Putnam Audio, Tarcher HC, Tarcher Paperback, Riverhead, Ominibus, and Avery Health)
  • Coordinate and run all reprint meetings for above imprints. Also responsible for publishing minutes for the reprint minutes.
  • Work closely with Sales, Editorial, and Productions departments.
  • Balance cost estimate based reprint numbers with special situations such as: unexpected publicity, author tours, author relations, etc.
  • Created and maintained an out-of-print database

Administrative Assistant

Penguin Group (USA), New York, NY

2000 2001

Perform all administrative functions for Vice President of Operations and her office team.
  • Coordinate all travel arrangements domestic and international, car service, and hotel accommodations.
  • Process all expense reports for travel, luncheons, and special meetings.
  • Compose and edit all correspondence and internal memorandum for department.
  • Coordinate calendar management for in-house and off-site meetings.

Dr. Meenakshi Parikh's Office, Old Bridge, NJ
Receptionist (Pediatirician's Office)
  • Reported directly to the doctor.
  • In charge of making appointments and creating an efficient filing system for patient charts as well as the up-keep of their maintenance.
  • Created and maintained a billing system for the office.
  • Worked closely with customer service of health companies regarding patient health coverage.
  • Attended and represented the office by frequently attending health coverage fairs to keep up to date with latest changes to health care that would affect the medical community as well as the patient coverage.
  • Preserved relations with pharmaceutical representatives.

Education

Associates in Liberal Arts

MIDDLESEX COUNTY COLLEGE, Edison, NJ

1996

Bachelor of Science in Science and Human Services Management

KEAN UNIVERSITY, Union, NJ

Additional Information

Computer Skills 
Windows XP; Microsoft Word, Excel / Esbasse, PowerPoint, Access; Lotus Notes; Microsoft Outlook; Scanning technology; Internet research; Trained & certified in SAP database; Mainframe based inventory systems; Business Objects (reporting system), TIS (Title Information System); Filemaker; Oracle
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