Sterling, Massachusetts, United States
• An adaptive and process-oriented Psychology graduate with proven experience in office administration and customer service across industries including non-profit, education services, and engineering consulting. • Experience with handling administrative tasks - filing, faxing, scanning, managing office supplies, managing multiline phone calls, updating calendars, organizing meetings, documenting, handling invoices, etc. • Well-versed in interacting with diverse client bases and vulnerable communities, identifying needs, processing referrals, and resolving/escalating concerns to meet expectations. • Advanced user of MS Office (Word, Excel, Outlook, PowerPoint, SharePoint), CRM tool (Blackbaud CRM), Expense System (Moniroo), Team Collaboration Tool (Zoom, Google Suite, SharePoint, MS Teams, DropBox, ASANA); adept at processing reports using advanced Excel functions (VLOOKUP, Pivot Tables, Conditional Formatting, etc.). • Excelled in word processing, presentations, and possessed advanced word editing/proofreading skills. • Demonstrated professional and ethical responsibility to protect privacy, use confidential information appropriately, treat sensitive situations with appropriate degree of tact and discretions.
Served as a Senior Administrative Assistant across two departments: (i) People and Technology (Nov 2023 – Aug 2024), and (ii) Primary and Community Care Transformation (Aug 2023 – Nov 2023) • Organized the daily calendars of Director-level leaders and cross-functional teams to book meetings, appointments, and other events while ensuring conflict-free logistics • Remained the primary point of contact for electronic inquiries and messages from stakeholders, vendors and clients, and oversaw all recordkeeping while upholding sensitivity and confidentiality • Received, triaged and distributed inbound email and postage to facilitate communications flow internally, flag documents for requisite personnel, and follow up for timely responses • Spearheaded the planning and execution of events and conferences including logistics management, vendor management, agenda-setting, and guest communications to provide memorable guest experiences • Drafted and edited both internal and external-facing business correspondence including quarterly department reports, publications, meeting materials, and other communications from the Director’s Office • Managed airline, rental car and accommodation arrangements for the team to align with business travel schedules, and recorded all credit card transactions and invoice coding to create accurate expense reports • Collected employee concerns and feedback from surveys, and worked alongside the People & Diversity Manager to analyze pain points and revise employee policy aimed at enhancing retention
• Tracked, reviewed and triaged nursing applications to determine assessment priority, and verified the validity and completeness of application forms and documents to minimize miscommunications • Took ownership of qualitative and quantitative data entry of applicant information into CRM and Excel-based databases, and flagged unclear or incomplete data for follow-up • Headed all Outlook communications with applicants to inform them of their eligibility for nursing programs, provide information on application processes, and offer alternative pathways or advice as applicable • Escalated issues to the Program Manager as necessary, and demonstrated strong conflict resolution skills to listen to applicant complaints and coordinate the timely completion of service requests
• Provided administrative support to multiple departments, including but not limited to, c-suite/executive, customer success, engineering, finance, human resources, etc. • Organized and coordinated departmental and corporate meetings and events. Including catering and other necessary arrangements. • Managed calendars on company, departmental events and resolved conflicts in scheduling. • Managed incoming correspondences including email and mail. • Managed personal and executive projects with minimal supervision. • Served as primary liaison and coordinated the flow of information between departments, international offices, contractors, and vendors. Followed up as necessary on issues. • Monitored budget and expenditure of the administration department. Identified discrepancies and taken necessary actions to correct them. • Coded and submitted invoices to accounting for record keeping and billing. • Answered, screened and transferred incoming telephone calls while safekeeping confidential information. • Evaluated and implemented new office administrative procedures. • Assisted with onboarding and offboarding of employees. • Set up, maintained, and organized an electronic filing system. In addition to implementing a coding system for files, shipping labels, and invoices. • Prepared and modified general templates, letters, reports, PowerPoint presentations, Word documents, Excel workbooks and other correspondence materials for internal use, including budgeting and expense sheets.
• Reviewed and approved purchase requisitions for Edmonton and Burnaby offices on the Moniroo Expense System. • Prepared and modified general templates, letters, reports, PowerPoint presentations, Word documents, Excel workbooks and other correspondence materials for internal use. • Coordinated admin group meetings, and provided support including calendar management, booking conference rooms, preparing meeting materials, and drafting and distributing meeting minutes. • Assisted with legal document review, contract management, and maintenance of legal templates. • Supported the Accounts Payable and Accounts Receivable team by separating bank statements for accurate billing. • Prepared cheque requests for payment of purchases of supplies and services; assisted with cheque runs by ensuring the accuracy of payment amounts/addresses. • Managed and triaged intra-company helpdesk service requests in Jira including approving rush purchase requisitions, archiving old manuals onto servers, scanning old check stubs/invoices for financial records, etc. • Assisted in the preparation and submission of time and expense reports in Excel for partner supported.