BIBI KHAN
Richmond Hill,NY
Summary
Dynamic professional with over six years of experience at the Queens County District Attorney's Office and more than 20 years of success in customer and adminstrative service. Demonstrates a strong commitment to professionalism and fosters effective communication with clients, colleagues, and vendors to drive solutions and achieve organizational goals. Expertise in office administration, data management, and Executive support, consistently optimizing processes and enhancing employee relations. Eager to leverage a solid background in executive assistance and a detail-oriented approach to contribute to team success in a challenging new role.
Overview
22
22
years of professional experience
Work History
Executive Assistant to the CIO
Queens District Attorney's Office
11.2024 - Current
- Manage the CIO daily operations ,including high-level scheduling and coordinating meetings and conferences via Teams and Onsite .
- Ensuring efficient scheduling and prioritization of meetings.
- Build and maintain relationships with Technology Vendors and assist in contract management and coordination to support IT operations.
- Provide professional administrative and executive support to the CIO within a fast paced environment .
- Maintained and safeguard confidential documents , files and personal information.
- Uphold professionalism ,discretion and efficiency on behalf of the CIO's Office .
- Manage executive communication by managing high volume emails, phone calls, and microsoft teams , internal and external.
- Manage and Order Office supplies and equipment for the ITB .
- Create , organize and maintain paper and digital filing systems to ensure easy access to the CIO and ITB.
- Assisted the CIO in the recruitment process by screening resumes, scheduling interviews, and assisting with candidate selection.
- Created and maintain spreadsheets and databases for the CIO and the ITB.
- Improved team communication and collaboration through coordination of weekly meetings and distribution of agendas.
- Plan Events and organize catering, for conferences and Events .
- Print ,scan and upload documents accurately and promptly to support the CIO .
- Prepared reports and agendas for presentations and meetings.
- Organize meet and greet visitors , set up onsite meetings and oversee the arrangements to the CIO request.
- Multi task ,manage several calendars .
- Manage the ITB Vehicle and monthly reports.
- Manage the ITB days off and vacation schedule , report to the CIO weekly .
- Assist Directors with projects and tasks .
- Maintain and update Civil service title , the waiting list and in-house title for the ITB .
Human Resources Assistant
Queens District Attorney's Office/ City Of New Yor
08.2022 - 11.2024
- Welcome and greet new Employees.
- Update spreadsheet and log information.
- Prepare Benefit packages and create folders.
- Filed paperwork, sorted, and delivered mail and maintained office organization.
- Conducted new hire orientation to verify completion of appropriate paperwork, recording information on human resources database.
- Answered and redirected incoming phone calls for office.
- Screened applicant resumes and coordinated both phone and in-person interviews.
- Delivered friendly assistance with new hires throughout interviewing and hiring process.
Community Outreach Assistant (Crime Victim Advocacy)
Queens District Attorney
02.2020 - 08.2022
- Organized new employee orientation schedules for new hires.
- Monitored employee attendance and performance to verify punctuality and absences, addressing issues in accordance with company policies and procedures.
- Created and completed personnel action forms for hires, terminations, title changes and terminations.
- Coordinated employee training programs to improve productivity and performance.
- Administered compensation, benefits, and performance management systems at direction of supervisor.
- Processed employee termination paperwork at direction of supervisory staff.
- Coordinated itineraries and scheduled appointments for human resources staff.
- Analyzed and reported on employee turnover rates to assess reasons and make recommendations for improvement.
- Responded to employee inquiries regarding benefits and other HR topics.
- Scheduled and coordinated interviews between hiring managers and potential candidates.
- Set up orientations and initial training for new employees.
- Processed documentation for employee actions such as new hires, grievance resolutions and terminations.
- Updated and maintained employee attendance records.
- Compiled employee records from individual departments to maintain central files.
- Helped employees register for benefits programs using online portals.
- Tracked various statistics and kept detailed records to support human resources department.
- Developed and maintained HR policies and procedures.
- Checked references for potential candidates.
- Aided staff with employee performance review paperwork and documentation.
- Manage Conference Room , Teams and Microsoft Calendars and scheduling appointments.
- Assisting in Processing and Onboarding with new Employees.
- Handle confidential Information.
- Send out welcome Emails Aboard.
- Send Offer Letter , detailing salary Via Email.
- Scan and Upload Documents , Create Digital Files and paper files.
- Access File Room and organize.
Bank Teller/Customer Service Representative
TD Bank
10.2018 - 12.2020
- Participated in outreach with special service health care facilities, community-based organizations, advocacy groups, ethnic media and local government leaders.
- Worked with community organizations and members to expand outreach.
- Maintained collaborative relationships with community groups and community leaders by supporting local initiatives and events.
- Assisted with creation of monthly reports of outreach, research and educational activities.
- Attended training programs, modules, workshops and seminars to keep up-to-date on project objectives and new policies or procedures.
- Connected individuals with available and relevant resources.
- Acted as main point of contact between management, clinical staffs and external community.
- Determined needed and relevant interventions based on each client's cognitive abilities and current needs.
- Cultivated and maintained relationships with community members to facilitate outreach activities.
- Documented and analyzed performance of different programs in order to make proactive decisions about services.
- Facilitated communication between clients and other service providers.
- Provide efficient service, interact and listen to clients.
Receptionist
Dr Auto
02.2009 - 10.2018
- Assisted customers with banking needs and inquiries.
- Counted, verified and handled bank deposits and armored car transactions.
- Educated customers on online banking and mobile banking applications.
- Processed wide variety of retail banking transactions for personal and commercial customers.
- Handled various accounting transactions.
- Executed wire transfers, stop payments and account transfers.
- Established rapport with new clients to increase satisfaction and loyalty.
- Performed account maintenance by closing out accounts and changing customer addresses.
- Referred customers to other banking departments for specialized services.
- Received mortgage, loan or public utility bill payments, verifying payment dates and amounts due.
- Processed applications for new accounts.
- Cross-sold credit cards, loans and other bank products.
- Calculated fees due, interest and change for customer transactions.
- Arranged monies received in cash boxes and coin dispensers according to denomination.
- Received loan and utility payments, sending funds to correct destinations.
- Wrote and distributed customer correspondence.
- Assisted customers with navigating bank systems, completing transactions and opening or closing accounts.
- Welcome and greet customers , answering telephone calls, obtained, or sent information/documents via email.
- Confirmed appointments, communicated with clients, and updated client records.
- Kept reception area clean and neat to give visitors positive first impression.
- Answered phone promptly and directed incoming calls to correct offices.
- Responded to inquiries from callers seeking information.
- Resolved customer problems and complaints.
- Corresponded with clients through email, telephone, or postal mail.
- Handled cash transactions and maintained sales and payments records accurately.
- Managed multiple tasks and met time-sensitive deadlines.
- Maintained confidentiality of information regarding clients and company.
- Answered central telephone system and directed calls accordingly.
- Provided clerical support to company employees by copying, faxing, and filing documents.
- Restocked supplies and submitted purchase orders to maintain stock levels.
- Assisted with onboarding new clients and securing paperwork completion.
- Maintained visitor log for entering and leaving facility for security purposes.
Health Care Assistant
Private Home CARE
01.2004 - 01.2008
- Actively assisted Clients, Scheduling appointments and work schedule, manage Calenders, , emails , Routed calls and engaged in the care of client well being.
- Supported nursing staff with care of incontinent patients and promotion of continence care.
- Communicated effectively with patients and families to provide information about care and treatment.
- Assisted with taking vital signs and documenting blood pressure and temperature for proper tracking.
- Supported healthcare teams with basic physical assessments and diagnostic procedures.
- Administered prescribed medications and monitored patient reactions to address contraindications.
- Documented patient information and care activities in electronic health record.
- Responded to patient requests for supplies and personal comfort items such as extra blankets.
- Assisted nursing staff with completing daily rounds, documenting vital signs and answering calls.
- Reduced risks of patient infection and cross-contamination by cleaning and sterilizing equipment.
- Maintained patient stability by checking vital signs and weight and recording intake and outtake information.
- Observed patients under care conditions to help identify symptoms, responses to treatments and progress with goals.
- Collaborated with physicians to design at-home medication guidelines and educated patients and families on correct medication administration.
Education
GED -
Spring Field Garden High School
Queens, NY12.2001
Community Outreach Assistant - Crime Victim Advocacy
Queens District Attorney / Criminal Court
Queens, NY10.2025
Skills
- Information confidentiality
- Calendar management
- Project Requirements
- Office Supplies and Inventory
- Meeting planning
- Excel spreadsheets
- Document preparation
- Advanced MS office suite
- Project planning
- File organization
- Staff management
- Human Resources Support
- Screening Processes
- ID Verification
- Technique Optimization
- Scheduling
- Monitoring
- Maintaining Files
- Daily Operations Management
- Sorting and Labeling
- Hiring and Retention
- Mandatory Reporting
- Applicant Screening
- Confidential Records Management
- Communication
- Patience
- Responsibility
- Customer care
- Problem solving
- Multitasking
- Core Competencies and skills
- Intervention-Crisis Prevention
- Core Competencies and Skills - Culture, Diversity and Inclusion
- Crimes - Assault
- Core Competencies and Skills - Basic Communication Skills
- Core Competencies and Skills - Assessing Victims' Needs
- Basic - Victims' Rights
- Crimes - Cyber Fraud
- Crimes - Child Abuse and Neglect
- Crimes - Bullying
- Office Administration
- Personnel Records Maintenance
- Eligibility Requirements
- Administrative Support
- Assessing Performance
- Resume Screening
- Employee Onboarding
- Effective Planning
- Managing Applicant Inquiries
- Maintaining Employee Records
- Applicant Tracking Systems
- Mail Handling
- Records Preparation
- Technical Support
- Understanding of HR Policies
- Human Resource Information System (HRIS)
- District Attorney Office
- Power Point
- Case Tracking
- Excel
- Executive support
- Office management
- Schedule & calendar planning
- Office administration
- Filing and data archiving
- Conference planning
- Catering and events
Timeline
Executive Assistant to the CIO
Queens District Attorney's Office
11.2024 - Current
Human Resources Assistant
Queens District Attorney's Office/ City Of New Yor
08.2022 - 11.2024
Community Outreach Assistant (Crime Victim Advocacy)
Queens District Attorney
02.2020 - 08.2022
Bank Teller/Customer Service Representative
TD Bank
10.2018 - 12.2020
Receptionist
Dr Auto
02.2009 - 10.2018
Health Care Assistant
Private Home CARE
01.2004 - 01.2008
Community Outreach Assistant - Crime Victim Advocacy
Queens District Attorney / Criminal Court
GED -
Spring Field Garden High School