Summary
Overview
Work History
Education
Skills
Accomplishments
Timeline
Generic

Dana Scott

Bowie,MD

Summary

Well-qualified Executive Administrative Assistant with proven success in improving operations and solving problems. Highly proficient in building lasting relationships with key decision makers, customers and team members to further company goals. Ready to leverage training and experience to take on new professional challenges.

Overview

25
25
years of professional experience

Work History

Executive Administrative Assistant

Potomac Valley Management
06.2022 - Current
  • Assisted in managing 5 Communities and 2 Recreation Associations.
  • Attend/Assist in conducting Association Board meetings via Zoom.
  • Assisted in creating and managing association budgets.
  • Arranging contracts for maintenance, landscaping, pool operators, security and other ongoing services and managing disputes with these providers.
  • Investigate and resolve property complaints for residents.
  • Assisted in conducting regular property inspections, identifying areas for improvement and proactively addressing potential safety hazards.
  • Screened calls and emails and responded accordingly to support executive correspondence.
  • Filed paperwork and organized computer-based information.
  • Answered high volume of phone calls and email inquiries.
  • Updated and maintained confidential databases and records.
  • Handled tenant complaints promptly and appropriately, calling in repairmen, and other support services.
  • Established strong, professional relationships with residents by promoting team collaboration and delivering exemplary service
  • Managed tenant complaints promptly and appropriately, calling in technicians, and other support services
  • Kept records accurate, detailed and fully compliant with reporting requirements to meet state, local, and federal housing requirements
  • Resolved conflicts between tenants regarding noise, encroachment, and parking
  • Responded to messages and inquiries from various parties and used well-developed active listening and open-ended questioning skills to promote quick issue resolution
  • Delivered emergency 24-hour on-call service for tenants on building issues.

Administrative Assistant

FirstService Residential
08.2019 - 06.2022
  • Assisted with Administrative duties for assigned Community Association
  • Processed move-in forms
  • Basic accounting, including petty cash and payment for Amenity use
  • Processed all utility payments
  • Initiated collections charges
  • Work Orders maintenance and support
  • Customer service and support to residents
  • Assisted with and interacting with residents during community events
  • Assists in preparation of materials for monthly Board of Directors meetings
  • Answered multi-line phone system, routing calls, delivering messages to staff, and greeting visitors as needed.
  • Restocked supplies and placed purchase orders to maintain adequate stock levels
  • Executed record filing system to improve document organization and management
  • Created and maintained databases to track and record customer data
  • Process of Architectural Modifications applications
  • Liaison for residents with landscaping company
  • Built and maintained excellent customer relationships through timely response to inquiries and going beyond to accommodate unusual requests
  • Received and sorted incoming mail and packages to record, dispatch, or distribute to correct recipient.
  • Maintained confidentiality of sensitive information by adhering to strict privacy policies and implementing secure filing systems.
  • Supported executive staff through scheduling meetings, coordinating travel arrangements, and preparing crucial documents.
  • Volunteered to help with special projects of varying degrees of complexity.
  • Streamlined invoice processing procedures to ensure timely payment of vendors while minimizing errors in financial records.

Administrative Assistant-Team Lead

Follett Fulfillment Centre, Follett Corporation
01.2015 - 01.2019
  • Assisted customers and suggested selection of textbooks
  • Ensured shelves and other displays are stocked, restocked, and maintained according to company standards
  • Pulled books and merchandise and prepared same for customer pick-up or shipment
  • Communicated order status to customers
  • Responded to student, faculty, staff, alumni, publisher, and other customer's routine questions, deferring more complex/escalated issues to Department Manager
  • Assisted course materials manager with the administrative function involved in analyzing and editing adoption forms along with enrolment
  • Information and historical data to determine the number of new and used textbooks to buy for the store
  • Assisted other store sales associates with completing the work of the department
  • Assisted customers in finding textbooks or other items in the store
  • Interfaced with publishers, faculty, staff, co-workers, home office associates, and vendors to answer routine inquiries, resolves problems and complaints, requests status.
  • Answered multi-line phone system, routing calls, delivering messages to staff and greeting visitors.
  • Delivered excellent customer service through prompt responses to client inquiries, addressing concerns effectively, and building strong relationships.
  • Restocked supplies and placed purchase orders to maintain adequate stock levels.
  • Assisted in onboarding new employees, providing training materials, and coordinating orientation schedules to ensure a smooth integration into the team.

Administrative Assistant

Walter Reed Army Medical Center
01.1999 - 01.2002
  • Aide to Garrison Commander
  • Maintained confidentiality of sensitive information by adhering to strict privacy policies and implementing secure filing systems.
  • Promoted a positive work environment through effective communication skills and fostering professional relationships among colleagues.
  • Received and sorted incoming mail and packages to record, dispatch, or distribute to correct recipient.
  • Coordinated office supply inventory management, proactively ordering necessary items before depletion to avoid workflow disruptions.
  • Supported executive staff through scheduling meetings, coordinating travel arrangements, and preparing crucial documents.
  • Optimized calendar management for executives by scheduling appointments strategically while considering priorities and minimizing conflicts.
  • Drafted correspondence and other documents for CEO and department heads in company's voice.
  • Assisted coworkers and staff members with special tasks on daily basis.
  • Liaised between clients and vendors and maintained effective lines of communication.
  • Organized office events such as holiday parties or team-building activities, promoting a positive company culture and boosting employee morale.
  • Managed phone and email correspondence and handled incoming and outgoing mail and faxes.
  • Scheduled office meetings and client appointments for staff teams.
  • Self-motivated, with a strong sense of personal responsibility.
  • Excellent communication skills, both verbal and written.
  • Managed time efficiently in order to complete all tasks within deadlines.
  • Paid attention to detail while completing assignments.
  • Proven ability to learn quickly and adapt to new situations.

Education

High School Diploma -

Bishops Centenary College
Trinidad And Tobago
07.1987

Skills

  • Housing Regulations
  • Business Processes and Procedures
  • Database Management
  • Administrative Support
  • Microsoft Office
  • Renewals Management
  • Issue Escalation
  • Budgets
  • Contractor Negotiations
  • Evaluating Performance
  • Property Inspections
  • Customer service-focused
  • Payment Collection
  • Maintenance knowledge
  • Maintenance Scheduling
  • Capital Projects Management
  • Tracking operating expenses
  • Policy Enforcement
  • Technical Support
  • Excel spreadsheets
  • Expenditures Oversight
  • Event Coordination
  • Invoice Processing
  • Multitasking Abilities
  • Multi-line phone proficiency
  • Adaptability
  • Travel Arrangements
  • Mail handling
  • Supply Ordering

Accomplishments

  • M 100
  • M 201

Timeline

Executive Administrative Assistant

Potomac Valley Management
06.2022 - Current

Administrative Assistant

FirstService Residential
08.2019 - 06.2022

Administrative Assistant-Team Lead

Follett Fulfillment Centre, Follett Corporation
01.2015 - 01.2019

Administrative Assistant

Walter Reed Army Medical Center
01.1999 - 01.2002

High School Diploma -

Bishops Centenary College

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Dana Scott