Senior Administrative Assistant Resume Samples

Description :

1. Performing administrative functions and guidance to management in areas of personnel matters, briefing preparation, training support, telework coordination, finance support, and PIV badging in support of various programs within the mid-continent regional office.
2. Knowledge of the regional office requirements and the ability to address its functions.
3. Using Microsoft Office products to generate various types of correspondence, charts, spreadsheets, and reports.
4. Utilizing an automated travel system to process travel authorizations/vouchers and providing assistance and guidance pertaining to federal travel regulations and policies.
5. Inputting time and attendance in automated time and attendance database for assigned staff insuring that all posting are recorded accurately.
6. Responsible for budget monitoring, mid-year budget reviews and compiling upcoming year's budget estimates.
7. Preparing management and employee briefings for a presentation regarding budget estimates.
8. Collecting data to investigate FOIA requests, completes investigative findings and provides the status of findings to the Regional Director.
9. Monitoring the government credit card program, tracking credit card purchases.

Experience

2-5 Years

Level

Junior

Education

High School

Description :

1. Maintaining and managing the student database system and ensuring that all data in the system is up-to-date and accurate for each semester, as well as ensure that all information going out to the students is consistent with the current department policies and procedures.
2. Maintaining the official website to ensure it contains accurate and up to date information.
3. Making any necessary changes to the website, including any technical changes in the cascade server and working with web developers and marketing and communication's staff to ensure the site appropriately reflects the university's identity.
4. Maintaining the department Facebook account and other social media accounts.
5. Researching, gathering information and organizing data to prepare complex reports, presentations, informational materials and summaries of various materials, as well as compose and edit a variety of correspondence.
6. Overseeing, reviewing and reconciling accounts and payroll reports, preparing HR-related documents, calculating/recording leave usage for departmental employees and responding to related inquiries process and sign requisitions, vouchers, and related documents.
7. Running necessary reports for the office regarding accounts, budget information/tracking, student queries, etc.
8. Managing records (files and documents) for student employees, students registered with the office, and employees of the office.
9. Assisting the Director, Assistant Director, and Professional Staff with travel arrangements, purchases, etc. , keeping track of expenses.

Experience

2-5 Years

Level

Junior

Education

Associates

Description :

1. Assist government civilian employees with the process of inputting their time into the Automated Time Attendance And Production System (ATAAPS).
2. Reviewing up to 50 government civilian employee timesheets in ATAAPS throughout the appropriate pay period.
3. Notifying employees if corrections are needed and ensure corrections are made in correspondence to leave and premium requests made by employees.
4. Reviewing pay date and appropriate pay codes on individual employees in the defense civilian pay system on a biweekly basis for time and attendance processing.
5. Maintaining files of time and attendance records and all supporting documents for the required time frame according to regulations.
6. Tracking and consolidating office sections required job training and submit requested class training through Manager.
7. Reviewing and consolidating data and lines of accounting information for the foreign military sales section of the organization.
8. Assisting the executive branch office with answering telephones and route calls to appropriate departments and personnel.

Experience

10+ Years

Level

Consultant

Education

Bachelor Of Science

Description :

1. Performing a variety of administrative, secretarial and clerical duties of a highly responsible, complex and confidential nature.
2. Answering 95% of inbound calls and directing them to the appropriate staff or department.
3. Handling a variety of confidential and/or sensitive correspondence and/or reports.
4. Providing guidance to other administrative support staff and sharing knowledge of duties and experiences.
5. Preparing agendas and attended meetings with supervisors, department heads, mayor & the city council and citizen advisory boards when necessary to take minutes.
6. Preparing written and oral reports for internal and external staff or customers.
7. Recording, monitoring and updating work orders, purchase orders and requisitions.
8. Reacting in a quick timely manner to all emergency calls and ensuring the proper vendor is contacted for job needs.

Experience

10+ Years

Level

Consultant

Education

Bachelor Of Science

Description :

1. Provided primary administrative and technical support in maintaining a web-based Task Tracking System (TTS) for the utility division.
2. Organized weekly reports to the management team to monitor the workload/suspense of employee tasks.
3. Provided a weekly spreadsheet, tracking by name/office of functional still processing a utility task.
4. Coordinated data to create closing documents and coordinate the distribution of the document.
5. Advised management/action officer of suspense deadlines, task entry problems and provide assistance in resolving the problem.
6. Implemented and tested a new version of Task Tracking System (TTS) for processing errors and correctness of operation.
7. Consulted on new ideas and updates to the task tracking database to make it more efficient during monthly meetings.
8. Provided weekly reports containing a list of open item to government teams for review.
9. Provided a weekly report containing data to provide metrics report to utility division chief.

Experience

10+ Years

Level

Management

Education

Certificate

Description :

1. Responded to requests from senior officials and staff in the office for information from multiple sources.
2. Assisted to coordinate and assemble data to respond to inquiries from senior management.
3. Tracked all personnel, supply, training, and other administrative transactions as the documentation flow through the office in both electronic forms and on paper.
4. Received and directed the visitors, notified appropriate personnel of visitors’ presence and nature of business.
5. Determined the level of importance and priority of visitors’ business.
6. Attended program and project meetings, prepared and distributed documents and reference materials for meetings.
7. Developed and maintained filing systems. Updated, maintained and disposed of files in accordance with policy and regulations.
8. Filed office documents and retrieve them as requested. Ensured maintenance of records meet policies, procedures, and unwritten guidelines.
9. Assisted to coordinate the logistics of meetings, schedule conference rooms, ensure audiovisual support, make and distribute copies, etc.

Experience

2-5 Years

Level

Junior

Education

Certificate

Description :

1. Provided high-level executive support to the college of veterinary medicine.
2. Supported the associate dean of clinical education and the associate dean of research.
3. Filed and maintenance data in an organized manner while maintaining confidentiality in all aspects of the position.
4. Initiated composition of documents and accurately prepared documents according to established guidelines.
5. Maintained a high degree of knowledge regarding the University's protocols.
6. Scheduled, prepared and transcribed meeting minutes for curriculum committee, department chair meetings and ad-hoc meetings as needed.
7. Submitted purchase order for laboratory, medical and office supplies while tracking inventory and maintaining college budget.
8. Coordinated service work orders with respective departments or third party vendors.
9. Assist with budget preparation, created a budget spreadsheet to facilitate tracking and maintained a database on a daily basis.

Experience

2-5 Years

Level

Junior

Education

Bachelor Of Science

Description :

1. Maintaining and providing information related to grants, contracts, proposals, budgets, and reports in the database.
2. Arranging corporate travel and meetings by developing itineraries and agendas; booking other transportation, arranging lodging and meeting accommodations.
3. Reviewing all invoices for appropriate documentation and approval prior to payment.
4. Completing projects and special assignments by establishing objectives, determining priorities, managing time, gaining the cooperation of others, monitoring progress, problem-solving, making adjustments to plans.
5. Ensuring operation of equipment by completing preventive maintenance requirements, following manufacturer's instructions; troubleshooting malfunctions, calling for repairs, maintaining equipment inventories, evaluating new equipment and techniques.
6. Conducting research to prepare, gather and proof briefing materials, agendas, and decks for all executive-level meetings.
7. Auditing and processing credit card bills, matching invoices to checks, obtaining all signatures for checks and distributing checks.
8. Assisting with team building initiatives and overall support for the maintenance of organizational culture and employee morale.
9. Supporting the human resources department in the annual employee review process to manage performance merit increases.

Experience

7-10 Years

Level

Senior

Education

Bachelor Of Science

Description :

1. Providing administrative support to executives as directed including answering telephones, maintaining personal schedules, coordinating travel and meetings, preparing expense reports and managing consequences.
2. Providing direct support to company doctors as needed, including managing expenses, credentialing, licensure and any additional documentation as required.
3. Maintaining an accurate filing system and data tracking for Doctors and staff via excel and other resources.
4. Coordinating, confirming and tracking executive's travel or lodging arrangements.
5. Scheduling, verifying and participating as necessary in meetings and appointments including making travel arrangements and accommodations for attendees, preparing conference rooms and arranging meals.
6. Planning, coordinating and participating as directed in meetings and other off-site meetings.
7. Receiving, sorting, facilitating dissemination of incoming mail and information to department personnel.
8. Maintaining, scanning and indexing various agreement files and documents retrieval system. 
9. Preparing or reviewing travel authorizations for staff, preparing or reviewing travel vouchers, travel orders, requests for travel advances, and other authorizations. 

Experience

7-10 Years

Level

Senior

Education

Bachelor Of Arts

Description :

1. Planned and coordinated logistics and materials for board meetings, committee meetings, and staff events.
2. Coordinated domestic and international travel arrangements, including booking airfare, hotel, and transportation.
3. Screened applicant resumes and coordinated both phone and in-person interviews.
4. Answered and managed incoming and outgoing calls while recording accurate messages.
5. Greeted numerous visitors, including VIPs, vendors and interview candidates.
6. Maintained a clean reception area, including lounge and associated areas.
7. Completed data entry, tracked resumes and maintained the applicant tracking system.
8. Assessed urgency and priorities before accepting or declining appointments and meetings with the department directors obtained signatures for financial documents and internal and external invoices.
9. Coordinated, scheduled and arranged meeting and travel calendars, including business and social events.

Experience

7-10 Years

Level

Consultant

Education

Bachelor Of Arts