Ciara Alkins
Executive Administration
Boston,MA
Summary
Driven and resourceful administrative professional with 18+ years of experience assisting with work of high-achieving executives. Track record supporting professional needs with well-organized precision. Successfully manages high-volume workloads in rapidly changing environments.
Overview
19
19
years of professional experience
Work History
Sr. Executive Assistant & Project Coordinator
Brigham and Women’s Faulkner Hospital
06.2014 - Current
- Provide administrative support to senior leadership and members of executive board while maintaining confidentiality.
- Manage schedules, events and travel plans for conferences, meetings and seminars, as well as domestic and international trips for executives.
- Manage complex calendar scheduling with focus on proper allocation of executive availability.
- Assist senior management with major initiatives and projects.
- Process travel expenses and reimbursements for executive team and senior management group.
- Handle scheduling and logistics planning for conferences and monthly meetings.
- Create regular reports and update internal databases.
- Coordinate complex annual meeting involving multiple presenters, high number of global attendees and robust budget encompassing livestream production, remote location arrangements and senior executive accommodations.
- Coordinate and execute special projects.
Executive Assistant
Spaulding Rehabilitation Hospital
11.2011 - 06.2014
- Executive support to the VP, Hospital Operations & VP, Quality, Compliance and Regulatory Affairs
- Project manager for the hospital’s move in April 2013
- Responsible for day-to-day operations of VP office
- Managed executive calendars, scheduling meetings and appointments and coordinating travel arrangements to optimize time.
- Handled confidential and sensitive information with discretion and tact.
- Organized and coordinated conferences and monthly meetings.
- Processed travel expenses and reimbursements for executive team and senior management group.
- Answered high volume of phone calls and email inquiries.
- Updated spreadsheets and created presentations to support executives and boost team productivity.
- Filed paperwork and organized computer-based information.
- Streamlined operations and prioritized tasks, allowing senior staff to increase productivity.
- Coordinated events and worked on ad hoc projects.
- Handled incoming and outgoing mail, email and faxes.
- Upheld strict timetables by maintaining accurate, balanced calendars.
- Organized logistics and materials for each meeting and took detailed notes for later dissemination to key stakeholders.
Executive Assistant
Youth Build US
03.2010 - 11.2011
- Executive administrative support to the President and Sr. Vice President
- Handled confidential and sensitive information with discretion and tact.
- Managed executive calendars, scheduling meetings and appointments and coordinating travel arrangements to optimize time.
- Meeting & Event Coordinator
- Travel & Expense Management
- Invoice processing & tracking of purchases for corporate office and multiple business units
- Answer and screen incoming phone-calls for President and Sr. VP
- Respond to correspondence independently as appropriate
- Composed & edited various Excel and Microsoft Word documents
- Creation of PowerPoint presentations
- Handled special research and other projects as assigned.
Executive Assistant/Office Services Coordinator
Consolidated Container Company
03.2007 - 01.2010
- Office management & executive support to Senior Vice Presidents, multiple divisional Vice Presidents & the Director of Talent Management
- Coordinated special projects and managed schedules.
- Maintained computer and physical filing systems.
- Developed and maintained successful relationships with vendors, suppliers and contractors.
- Oversight of office inventory.
- Created, maintained and updated filing systems for paper and electronic documents.
- Managed office operations while scheduling appointments for department managers.
- Established workflow processes, monitored daily productivity, and implemented modifications to improve overall performance of personnel.
Office Manager
Profit Stars, A Jack Henry Company
06.2005 - 01.2007
- Provided executive support and office management to Chief Technology Officer, Vice President of Sales & twenty-four employees
- Human resource coordinator for Profit Stars area offices, responsible for customer contract management, billing, payroll and expense management, annual maintenance billing/reports
- Respond to daily Internet inquiries, coordinate special projects
- Draft correspondence and reports
- Manage the tracking and processing of all backlog and revenue reports
- Calendar management, travel arrangements, communications manager, distribute mail, order supplies
Shared Executive Administrative Assistant
Accenture
10.2004 - 06.2005
- Provided administrative support to Sr. Executives, Partners & Managers
- Handled scheduling for executive's calendar and prepared meeting agenda and materials.
- Responded to emails and other correspondence to facilitate communication and enhance business processes.
- Coordinated and booked airfare, hotel and ground transportation and prepared itinerary to facilitate successful trips.
- Produced accurate office files, updated spreadsheets, and crafted presentations to support executives and boost team productivity.
- Scheduled appointments and handled calenders for senior leadership.
- Seamlessly interacted with colleagues to plan and complete special projects.
Education
Business Administration & Management Certificate - Business Administration And Management
Katharine Gibbs School
Boston, MA01.1997
Skills
- Advanced MS Office Suite Proficiency
- Special Event Projects
- Performance Review Management
- Business Writing
- Appointment Setting
- Bookkeeping
- Employee Paperwork
- Sensitive Documents Management
- Departmental Support
- Office Administration
- Executive Support
- Proofreading
Timeline
Sr. Executive Assistant & Project Coordinator
Brigham and Women’s Faulkner Hospital
06.2014 - Current
Executive Assistant
Spaulding Rehabilitation Hospital
11.2011 - 06.2014
Executive Assistant
Youth Build US
03.2010 - 11.2011
Executive Assistant/Office Services Coordinator
Consolidated Container Company
03.2007 - 01.2010
Office Manager
Profit Stars, A Jack Henry Company
06.2005 - 01.2007
Shared Executive Administrative Assistant
Accenture
10.2004 - 06.2005
Business Administration & Management Certificate - Business Administration And Management
Katharine Gibbs School
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