Charlestine Bell
Houston,TX
Summary
Proactive administrative professional with superior communication and problem-solving abilities. Demonstrated experience providing high-level operations coordination to companies, and successful at managing multiple priorities while pushing the mission and goals of the organizations supported.
Overview
10
10
years of professional experience
1
1
Certification
Work History
Executive Secretary
Kelsey-Seybold Clinic
03.2023 - 05.2024
- Served as main support for clinic administrators, including the Director of Ambulatory Services.
- Maintained and managed department files, records and documents, electronically and/or paper
- Supported FTE reconciliation of the organizational charts, budget planning, and supported high-level meetings and events for senior executives
- Provided project manager and Director with assistance on projects related to new construction, acquisitions and clinic openings.
- Managed purchasing processes, ensuring accuracy and adherence to company policies
- Coordinated conference room reservations and proactively handled AV needs, ensuring smooth meeting operations
- Supported administrators by preparing meeting minutes, creating presentations, and managing daily schedules
- Maintained credentials, and supported internal operations requiring discretion.
- Coordinated successful meetings and events by meticulously planning agendas, logistics, and materials.
Sr. Administrative Assistant
University of Texas, MD Anderson Cancer Center
09.2022 - 12.2022
- Provided comprehensive administrative support for faculty, handling sensitive information and reports
- Supported the referral process and handled outreach to outside offices when additional information is needed
- Processed faculty reimbursements through Concur and maintained CV updates using PubMed
- Coordinated internal meetings, managed travel bookings, and utilized EPIC to handle patient information
- Supported department timekeeping and time-off approvals, ensuring accurate records
Executive Assistant
System 1, Inc.
08.2019 - 08.2022
- Streamlined executive communication and operations by managing administration and project coordination.
- Managed meetings/events, travel management, and calendar management for executives and HR department.
- Exercised proficiency in project management by project planning, execution, and timely deliverables.
- Prepared slide PowerPoints for executives and leadership members for conferences.
- Handled confidential and sensitive information with discretion and tact.
- Processed travel expenses and reimbursements for executive team and senior management group.
- Coordinated employee trainings, team meetings and supported employee professional development
- Successfully updated company handbook by drafting and implementing policies and procedures.
- Handled recruitment, onboarding, and initializing background checks and drug tests.
- Managed job postings, reviewed applications, and sent offer letters to begin onboarding process.
- Handled budget for company supplies and supported budget management for FTE’s to fulfill government contract obligations.
- Handled payroll, time and attendance, time off requests (TOR), FMLA, and schedule changes.
Senior Office Administrator
National League of Cities (NLC)
09.2017 - 08.2019
- Supported the CEO, board of directors and other senior executives to achieve company goals and objectives
- Managed meetings/events, travel management, and conference rooms for executives and board of directors
- Organized board meetings, executive committee meetings and coordinated bi-annual board elections.
- Facilitated efficient meetings by preparing agendas beforehand; ensured action items were assigned/documented properly afterward.
- Streamlined travel arrangements for executive leadership team members, coordinating flights, accommodations, ground transportation logistics.
- Worked closely with accounting and finance departments to ensure costs were within budget constraints.
- Processed invoices and reimbursements including coding to proper grant accounts.
- Increased office efficiency by streamlining administrative processes and implementing time-saving strategies.
- Supervised team of interns and temporary staff during busy season handling scheduling and tasks lists.
- Delegated tasks to administrative support staff to organize and improve office efficiency.
- Received, and reviewed board applications; followed up with applicants to ensure completion
- Coordinated conference logistics, assembled conference materials, and provided onsite registration duties
- Maintained member databases, contact groups, and demographic information on board members
- Provided conference support involving registration, hotel accommodations and direction for attendees
- Prepared PowerPoints for executives and leadership members for conferences, seminars and courses
- Prepared, reconciled AMEX, and tracked expense reports through Concur Travel system
- Assisted in the recruitment process by screening resumes, scheduling interviews, and conducting reference checks for potential candidates.
- Provided backup to front desk to step in to assist with various tasks whenever employee was absent or at lunch.
- Coordinated company events, boosting employee morale and fostering a positive work environment.
Property Administrator
Jones Lang Lasalle (JLL)
05.2017 - 08.2017
- Supported general property manger with project management and administrative support.
- Booked meetings and travel appointments as necessary.
- Communicated effectively with owners, residents, and on-site associates.
- Conducted regular inspections of both interior and exterior of properties for damage.
- Coordinated tenant meetings/events and communications.
- Prepared vendor service contracts and converted old contracts to the new client’s template.
- Responsible for running rent statements via Yardi, prepared tenant bill-backs after hour HVAC services, cleaning services and utility service charges.
- Maintained direct contact with customers and operations personnel to maintain positive relationships and exceed customer expectations.
- Managed lease agreements, ensuring timely renewals and accurate documentation.
- Coordinated with janitorial and engineering staff on maintenance and upkeep.
Administrative Coordinator
National League of Cities (NLC)
02.2016 - 05.2017
- Managed front reception area, oversaw inventory of office supplies, provided meeting and travel support.
- Handled member inquiries, addressed complaints, and ensured positive member experience remotely.
- Improved customer satisfaction through prompt and professional handling of inquiries and concerns.
- Streamlined directors’ and executives’ calendars utilizing Outlook for meeting planning and addressed scheduling conflicts and an efficient manner.
- Supported projects in the facilities department such as office moves, space planning and ordering office supplies.
- Successfully managed a budget, working with Directors to forecast and also engaged in cost-savings for company cafe.
- Oversaw the scheduling of the rotating receptionists, temporary employees, and interns
- Provided facilities support by assigning and deactivating controlled access, and ordering supplies.
- Managed café budget, tracked expenses, and identified cost-saving opportunities.
Administrative Assistant
4Staff, LLC
07.2014 - 02.2016
- Provided meetings support, calendar support, invoicing, and travel support for executives.
- Recorded meeting minutes and captured action items.
- Provided onsite conference support and staffing for speaking engagements.
- Handled member inquires and provided customer support, confirming membership dues and changes.
- Delivered excellent customer service through prompt responses to client inquiries, addressing concerns effectively, and building strong relationships.
- Managed phone and email correspondence and handled incoming and outgoing mail and faxes.
- Engaged in data entry for company databases and handled invoice reconciliation for the company accounts.
Education
Bachelor's (B.A.) - Strategic Legal And Organizational Communications
Howard University
05.2017
Skills
- Office management and Coordination
- Team Leadership and Development
- Time management expertise
- Financial Management & Support
- HR and Staffing Oversight
- Communication and Interpersonal Skills
- Technology Proficiency
- Quality Assurance & Risk Management
- Compliance & Regulatory Knowledge
Websites
Certification
- Notary Public
Timeline
Executive Secretary
Kelsey-Seybold Clinic
03.2023 - 05.2024
Sr. Administrative Assistant
University of Texas, MD Anderson Cancer Center
09.2022 - 12.2022
Executive Assistant
System 1, Inc.
08.2019 - 08.2022
Senior Office Administrator
National League of Cities (NLC)
09.2017 - 08.2019
Property Administrator
Jones Lang Lasalle (JLL)
05.2017 - 08.2017
Administrative Coordinator
National League of Cities (NLC)
02.2016 - 05.2017
Administrative Assistant
4Staff, LLC
07.2014 - 02.2016
- Notary Public
Bachelor's (B.A.) - Strategic Legal And Organizational Communications
Howard University
Similar Profiles
Estefany RomeroEstefany Romero
Medical Assistant at Kelsey Seybold Clinic OB/GYNMedical Assistant at Kelsey Seybold Clinic OB/GYN
Lilia FloydLilia Floyd
Certified Medical Assistant at Kelsey-Seybold ClinicCertified Medical Assistant at Kelsey-Seybold Clinic
Laurie XindarisLaurie Xindaris
Health Risk Advisor at Kelsey Seybold ClinicHealth Risk Advisor at Kelsey Seybold Clinic