CLARENE MARLEY
SENIOR EXECUTIVE ASSISTANT
Saratoga Springs,UT
Summary
Sr. Executive Assistant skilled at offering high-level administrative support to senior-level staff. Expert in travel management, expense tracking and schedule coordination. Expertly assists executive team using exceptional communication and organizational skills.
Overview
29
29
years of professional experience
34
34
years of post-secondary education
Work History
Executive Assistant
Utah Food Bank
Salt Lake City, UT
06.2023 - Current
- Assist President and CEO with calendar, incoming calls, mail, email and assist with all administrative work as requested and assigned
- Assist CFO and COO with phone calls and assist with appointments as requested
- Screen Executive Officers mail and calls as requested; handle all issues as appropriate
- Work with Board Chair and Vice Chair to compile appropriate documents for Board and Governance Meetings
- Support and coordinate on all Board of Directors and all Board Committee activities, including activities around meetings, i.e., calendars, schedules, reminders, minutes, arrangements and any information or materials relative to those meetings.
- Act as liaison for all Board members with UFB staff - responsible for tracking contact information relative to all Board and Committee Members
- Act as contact for Feeding America (FA) to receive and distribute all materials and information relative to the biannual compliance audit and Network Activity Report (NAR), delivery of all assignments and paperwork to appropriate staff, collection of that material and entry into FA documentation sites, and then final hard copies and digital records for future historical reference.
- Oversee Office Support Specialist
- Oversee Receptionist Staff
- Work with Officer Team to create or update an annual Strategic Plan for approval by Board of Directors, from which all annual goals are determined and set.
- Work with Officers to monitor and update all UFB / Officer goals
- Provide CFO with annual Administration expense budget
- Provide CFO with annual budget allocations for paper and printing expenses for all departments
- Make all travel arrangements for training and meetings, including registrations, airfare, hotels, reminders to staff and any others needed
- Oversee planning and implementation of annual employee holiday party
- Schedule all Zoom meetings for all UFB staff
- Attend and take notes at all management meetings as directed by President & CEO and other Officers, i.e., Managers and Directors meetings and other relevant meetings and follow-up on assigned tasks
- Work with other staff members at food bank events
- Create for the officers a feeling of strong confidence in personal work and in personal opinion
GBSD Project Administrative Supervisor/Executive Assistant
Bechtel National Inc. (BNI)
Ogden, Utah
10.2020 - 06.2023
- Supervise admin team for the project and point contact person for client, project employees, etc.
- Screen phone calls and visitors; completes some business independently, refers some to other staff, forwards the most important to senior management, and follows up to ensure the appropriate action has been taken. Acts as a liaison between senior manager and staff in coordinating internal company business affairs.
- Review accuracy and format of outgoing documents which require the senior manager’s signature.
- Draft correspondence for senior manager review and signature, as determined appropriate.
- Distribute correspondence electronically on behalf of the senior manager to the client including prime contract correspondence and deliverables.
- Independently maintain an electronic calendar for the senior management team.
- Coordinate complex travel plans, passports and visas. This includes preparing detailed itineraries for both international and domestic travel.
- Complete expense reports on behalf of management utilizing the Concur system.
- Complete expense reports utilizing the Concur system and reconcile expenses against the monthly corporate credit card statement for catering arrangements and other miscellaneous purchases through the month on own PCard.
- Coordinate and organize meetings (on and off site), conference calls and video conferences, arrange for facilities, equipment, and catering. This includes preparation and distribution of notices, agendas, information packets, and meeting minutes.
- Determine action on important or emergent matters or know the person to contact in the Project Director's absence. Maintain a file of important matters for the senior manager’s attention and communicate as needed or upon return.
- Prepare and submit monthly mileage reports for the management team.
- Plan, prepare and organize social outings or banqueting functions for client meetings, Bechtel Leadership visits and awards luncheons.
- Prepare and proofread standard forms, correspondence, and reports. Assemble, copy, and distribute documentation packages.
- Maintain Project organization charts. Use initiative to update when information changes and distribute as needed. Work in collaboration with the Project Controls Staffing plan and HR teams.
- Assist with on-boarding tasks for the senior manager’s new direct reports as needed.
- Assist with special projects, as required.
Executive Assistant
Myriad Genetics
Salt Lake City, Utah
09.2019 - 09.2020
- Supported the designated activities of the Compliance Department
- Maintained a detailed understanding of regulatory requirements related to health care
- Assisted Chief Compliance Officer with management of the corporate compliance program.
- Provided timely updates and open communication with the Senior Director, Chief Compliance Officer.
- Identified needs and opportunities to improve compliance initiatives; develop and communicate policies & procedures as needed for successful implementation.
- Served as ongoing resource to all departments and all locations for Compliance related inquiries.
- Assisted management team in process improvements and monitored those improvements for consistent implementation.
- Implemented and managed the compliance communication plan. Developed written communications for distribution to staff and external clients as regulations were updated.
- Collaborated with other internal staff to identify appropriate corrective actions when problems arose to not only address the problem but also prevent further occurrences.
- Managed the review process for all corporate policies and procedures.
- Maintained department calendars.
Sr. Executive Assistant
L3 Communication Systems – West
Salt Lake City, Utah
06.2016 - 09.2019
- Reporting and partnering closely with the President L3 CSW using a strong work ethic, superior administrative skills and exceptional professionalism and candor to assist with managing the day-to-day activities of the President.
- Provided commensurate level support to the President and select staff. This included, but not limited to; managing calendars, meeting coordination, complex domestic and international travel, expense management, and expert handling of special projects.
- Also accountable for the design, formatting, drafting and editing of documents, presentations, spreadsheets, agendas and calendars. Independently coordinated with both internal L3 executive members and high-profile aerospace, aviation and defense clients and partner contacts.
Executive Assistant/Credentialing Specialist, Medical Staff Services
Intermountain Healthcare
Salt Lake City, UT
12.2013 - 06.2016
- Provided and oversaw a full range of clerical and specialized administrative functions of a critical and highly confidential nature, multiple departments, multiple sites, or multiple functions, and/or projects that are highly complex in scope and nature.
- Prepared and composed correspondence, reports, etc. Screened telephone calls, received and directed visitors, resolved routine inquiries, scheduled and maintained calendar of appointments and schedules, set up meetings and travel itineraries and coordinated related arrangements, prepared and distributed minutes of meetings, and operated a personal computer and appropriate software, presentations, reports, etc. Assisted in department programs, projects, and processes.
- Researched medical provider histories, gathering licenses, malpractice insurance histories, education, employment, and data bank histories. This is to make sure all medical providers are eligible to and qualified to work for at Intermountain Healthcare and SelectHealth.
Sr. Staff Assistant/Office Manager, Office of the Provost
Utah State University
10.2010 - 11.2013
- Assisted Executive Vice President & Provost and Vice Provosts
- Scheduled meetings, arranged travel, coordinated calendars.
- Prepared complex documents with advanced knowledge of Excel, Word, PowerPoint and a high degree of professionalism.
- Responded to staff, faculty and students with confidentiality.
- Prepared, coordinated and facilitated workshops/meetings.
- Updated websites for the Office of the Provost and others as requested.
- Coordinated and facilitated communications related to special projects and programs that may include student, faculty, and broad campus involvement.
- Prepared travel authorizations planning, etc. with regional campuses.
- Prepare travel authorizations
Executive Financial Assistant
Hunter Contracting Co.
Gilbert, AZ
10.2008 - 10.2010
- Web Design.
- Study and review company or department processes and procedures.
- Developed and tested new processes and procedures.
- Recommended management action to improve standard operating processes and procedures.
- Presented comparisons on costs, risks, and benefits.
- Developed information, performed inquiries and prepared financial, statistical, narrative, and/or other reports and analysis to respond to project requests by Executive Team. Assembled spreadsheets and charts and graphs used to illustrate technical reports, using computer.
- Did research on various topics as requested.
- Supported company executives with the intention to help achieve organizational goals.
- Worked on special projects as required.
- Took initiative on requests and inquiries of administrative nature.
- Composed correspondence. Coordinated and processed administrative items for supervisor’s attention.
- Organized meetings and events as requested.
Project Coordinator
University of Phoenix
Tempe, Arizona
09.2007 - 10.2008
- Provided administrative support to the Director of Academic Affairs and secondary support to the College of Education.
- Assisted the FPAs in finalizing paperwork for student teachers who were completing their degree programs.
Business Research Analyst/Sr. Executive Assistant
ARUP Laboratories
Salt Lake City, UT
09.1996 - 09.2007
- Performed administrative research work.
- Analyzed company policies and procedures, and accounting control procedures and provided updates as necessary.
- Directed or participated in the gathering of information, in order to perform statistical analyses.
- Assisted in the preparation and administration of the department budget as well as coordinated department personnel functions.
- Managed multiple projects, and developed improvement systems and forms.
- Responded to requests or complaints from clients and employees.
- Responsible for the forecasting, client tracking, data analysis, and development of statistical financial analysis reports.
- Developed and administered training and outreach programs.
- Organized and coordinated national meetings and events.
- Responsible for assisting the Chairman of the Board, President/CEO, COO, CFO, CIO, Corporate Compliance Officer, Sr. VP Sales and VP of National Contracts.
- Coordinating and managing multiple calendars.
- Organizing multiple executive travel arrangements, and transcribing dictation.
- Responsible for making critical decisions and handling all necessary correspondence and communications.
- Provide representation for executives with clients, and in important meetings.
- Develop and deliver presentations to the Board of Directors, and to other internal meetings and training sessions for employees.
- Responsible for building databases and maintaining them, providing a variety of data research projects, and other duties as assigned.
Education
Bachelor of Science - Business Administration
University of Phoenix
Salt Lake City, UT 08.1991 - 05.2025
Skills
Office management
Executive support
Calendar management
Meeting planning
Travel coordination
Expense reporting
Staff management
Advanced MS office suite
Conference planning
Timeline
Executive Assistant
Utah Food Bank
06.2023 - Current
GBSD Project Administrative Supervisor/Executive Assistant
Bechtel National Inc. (BNI)
10.2020 - 06.2023
Executive Assistant
Myriad Genetics
09.2019 - 09.2020
Sr. Executive Assistant
L3 Communication Systems – West
06.2016 - 09.2019
Executive Assistant/Credentialing Specialist, Medical Staff Services
Intermountain Healthcare
12.2013 - 06.2016
Sr. Staff Assistant/Office Manager, Office of the Provost
Utah State University
10.2010 - 11.2013
Executive Financial Assistant
Hunter Contracting Co.
10.2008 - 10.2010
Project Coordinator
University of Phoenix
09.2007 - 10.2008
Business Research Analyst/Sr. Executive Assistant
ARUP Laboratories
09.1996 - 09.2007
Bachelor of Science - Business Administration
University of Phoenix
08.1991 - 05.2025
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