Celeste Macklin
Fort Worth,TX
Summary
Detail oriented Administrative Assistant with 15 years of expertise in program administration, information management, logistics coordination, project management, business communications, and expense tracking; strong organizational and planning skills. Demonstrated success communicating and liaising across all department levels, discreetly handling highly confidential information, and managing multiple priorities. Effectively works independently or as part of a team to complete projects on schedule.
Overview
16
16
years of professional experience
Work History
SENIOR ADMINISTRATIVE ASSISTANT
City of Fort Worth -Neighborhood Improvement Program
2022.11 - Current
- Provide administrative support to Management team as directed
- Maintain confidentiality of all communication and documentation
- Monitor office calendars to plan meetings, activities and travel to maximize productivity
- Set up conference rooms, technology and materials to facilitate meetings
- Public Service Agency Liaison
- Contract Administrator of Public Service Agency grants
- Monitor monthly expenditures of Public Service Agencies
- Manage County Contracts
- Organize and maintain project documents
- Manage project budget
- Manage Neighborhood Improvement Program Departmental Budget
- Complete site visits
- Participate in outreach events
- Ad Hoc duties as assigned.
SENIOR ADMINISTRATIVE ASSISTANT
City of Fort Worth
2018.11 - Current
- Provide administrative support to Neighborhood Services Department Director, Assistant Directors, and Management team as directed
- Maintain confidentiality of all communication and documentation
- Monitor office calendars to plan meetings, activities and travel to maximize productivity
- Set up conference rooms, technology and materials to facilitate meetings
- Train program staff for various department programs including Housing Opportunities for Persons with AIDS (HOPWA) Program and Emergency Rental Assistance Program (ERAP)
- Established and served as Program Administrator for Adobe E-Signature portal increasing productivity
- Operated as departmental liaison coordinating Public Information Requests; perform various complex administrative reporting to both internal and external customers
- Operated as travel coordinator to include monitoring staff travel and training requests; processing travel advances and reimbursements; planning, coordinating, and finalizing details for departmental travel events and conferences
- Managed all logistics and materials in support of African American Museum Steering Committee meetings; maintain budget
- Coordinated stakeholder meetings internally and externally
- Prepared and reviewed agendas and presentations as required
- Scheduled, verified, and participate in committee meetings
- Recorded meeting minutes to provide historical account of actions, measure progress against strategic plan and drive accountability
- Planned, coordinated, and participated as directed in meetings and other off-site events
- Responded to citizen inquiries as well as complaints; resolved issues with rapid response while adhering to policies and procedures
- Prepare training material, media releases, and standard operating procedures
- Edit documents to improve accuracy of language, flow and readability.
- Kept files and records in content management systems such as MS SharePoint, EXCEL and others.
SENIOR ADMINISTRATIVE ASSISTANT
JP Morgan
2013.09 - 2014.10
- Provide administrative and clerical support to Executive Directors
- Maintain personal schedule, professional calendar and individual appointments for senior staff members
- Assist supervisory staff with management of complex calendars and to-do lists to support organization and productivity
- Prepare agendas for meetings as needed
- Schedule conference rooms using selected tools
- Acquire proper equipment, refreshments and supplies for meetings
- Sort, open and route mail and deliveries to meet business requirements
- Update distribution lists as needed
- Perform budgetary metrics for financial updates quarterly
- Review and process invoices to ensure compliance with policies and procedures
- Compile training and attendance reports
- Arrange Domestic and International travel
- Prepare and process travel advances and reimbursements
- On-board full-time employees and consultants
- Coordinate new hire orientation
- Coordinate office activities and public events
- Place, accept and follow-up on customer inquiries by phone on behalf of executive staff
- Retain files and records in information management systems such as MS SharePoint, EXCEL and others.
ADMINISTRATIVE ASSISTANT
Amazon.com
2012.08 - 2013.01
- Provide Human Resources administrative support
- Complete and distribute daily and weekly reports to senior management team
- Manage information database to store information for reference, reporting and analysis
- Update databases to track, analyze and report on performance and sales data
- Execute record filing system to improve document organization and management
- Track employee productivity and attendance
- Maintain and update crew sheets as needed
- Provide frequent customer service regarding payroll, benefits, scheduling, stock inquiries, etc
- Complete employment and payroll verifications
- Update Applicant Tracking System (Taleo, Brass Ring)
- Recruit new hires quarterly
- Conduct onboarding to help new hires adjust to administrative and performance aspects of jobs
- Collaborate with security for administration of background checks and issuance of badges
- Schedule office equipment repairs and maintenance to extend equipment lifespan and prevent unplanned downtime
- Maintain company handbook to outline policies and provide insights to company mission and values.
ADMINISTRATIVE ASSISTANT II/HUMAN RESOURCES COORDINATOR
Vertis Communications
2008.01 - 2012.01
- Provide administrative, logistical, and process support to Vice-President and 26 Human Resource Manager, including conducting trainings for benefits, payroll, and human resource information system
- Provide recruitment training to over 1,500 employees at 50 locations nationwide
- Perform new hire orientation
- Conduct background checks for all new hires
- Process and update new hire information in human resource information system as needed
- Track new hire process via human resource information system (Open Hire, PeopleSoft)
- Provide support to Corporate Human Resource recruiter and facilitate all recruitment efforts
- Schedule interviews and phone screens as directed
- Prepare offer letters
- Distribute new hire packets and ensure return of required documentation
- Support HR functions with emphasis on record keeping, data entry and general HR tasks
- Maintain human resources information system and keep employee files up to date and accurate
- Explain employee compensation, benefits, schedules, working conditions and promotion opportunities
- Assist management staff in annual year-end processes and data audits
- Complete employee employment verifications and unemployment paperwork prior to hire or termination
- Coordinate company training and compile training reports and communication to support compliance with corporate requirements.
Education
BSBA -
University of Phoenix
Phoenix, AZ05.2012
Skills
- Database and Client Management Systems
- Report Preparation
- Verbal and Written Communication
- Microsoft Office Suite
- Task Prioritization
- Resource Coordination and Allocation
- Strong Organizational Skills
- Document and File Management
- Multitasking and Time Management
- Research and Analytical Skills
- Contract administrator Skills
- Fast Learner
Timeline
SENIOR ADMINISTRATIVE ASSISTANT
City of Fort Worth -Neighborhood Improvement Program
2022.11 - Current
SENIOR ADMINISTRATIVE ASSISTANT
City of Fort Worth
2018.11 - Current
SENIOR ADMINISTRATIVE ASSISTANT
JP Morgan
2013.09 - 2014.10
ADMINISTRATIVE ASSISTANT
Amazon.com
2012.08 - 2013.01
ADMINISTRATIVE ASSISTANT II/HUMAN RESOURCES COORDINATOR
Vertis Communications
2008.01 - 2012.01
BSBA -
University of Phoenix
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