Darlene Santelli
Suffern,NY
Summary
Versatile Executive Assistant/Project Coordinator with a background in successfully executing diverse project tasks to meet deadlines. Highly skilled at communicating with colleagues, monitoring status, and achieving key milestones. Enthusiastic problem solver and talented team player with superior planning and decision-making skills.
Overview
31
31
years of professional experience
Work History
Project Coordinator
Phelps Memorial Hospital
11.2020 - 01.2024
- Supported AED, HR
- Anticipated and adapted to often-changing needs of AED/HR Directors by taking proactive initiative to prioritize needs expeditiously and following them through to completion
- Controlled and maintained detailed and complex calendars of appointment schedules for AED, HR, and two HR Directors
- Followed up with attendees and key stakeholders to summarize discussions, conclusions, and new objectives deciding best course of action to avoid burdening management with administrative detail
- Provided ongoing project management support by proactively tracking and following up on current issues, prioritizing conflicting needs, and making decisions for successful completion of projects/issues often with deadline pressures
- Excel in achieving outstanding project results for events for 1,900 team members
- Created, developed, and launched Welcome Liaison program for all new hires which in turn aided first-year retention rate by 95%
- Effectively ran and used detailed reporting to keep management informed
- Improved administrative efficiency through effective use of Forms
- Excel in editing, and drafting emails, memos, and other correspondence
- Created 10+ PowerPoint templates for HR-related meetings
- Gave close attention to monitoring budget variances and planning appropriate adjustment
- Processed expense reports and invoices for office/team
- Created purchase orders for goods and services through PeopleSoft including technological equipment
- Scheduled all grievance and union negotiation meetings keeping track to keep team informed
- Confidentially maintained employee files establishing effective systems for information retrieval.
- Streamlined project management processes by implementing new organizational tools and software.
- Enhanced team collaboration through regular meetings, fostering a positive work environment for increased productivity.
- Decreased project completion times by efficiently prioritizing tasks and delegating responsibilities to team members.
- Improved client satisfaction with timely updates and transparent communication throughout the project lifecycle.
- Identified potential risks and developed mitigation strategies to minimize disruptions to project timelines.
- Managed budgets effectively, ensuring resource allocation was optimized for maximum project success.
- Developed comprehensive project plans, outlining scopes, timelines, deliverables, and milestones.
- Coordinated cross-functional teams to achieve seamless collaboration in achieving project objectives.
- Maintained accurate documentation of all projects, facilitating efficient audits and future reference.
- Elevated overall quality of completed projects by consistently monitoring progress and addressing issues proactively.
- Conducted thorough post-project evaluations to identify areas for improvement in future initiatives.
- Facilitated frequent progress reports and presentations to keep management informed about ongoing activities within their respective domains.
- Played an active role in brainstorming sessions held for the purpose of generating innovative ideas/solutions which could potentially be incorporated into existing/new projects being undertaken by the company.
- Supervised multiple projects from project start through delivery by prioritizing needs and delegating assignments.
- Liaised between departments to facilitate communication and keep appropriate parties updated on project developments.
- Managed competing demands and professionally adapted to frequent change, delays and unexpected events.
- Tracked hours and expenses to keep project on task and within budgetary parameters.
- Created job files for each project and maintained current data in each file.
- Kept corporate and client information confidential, adhering to data safety measures.
- Provided input and feedback on departmental initiatives, directives and strategies to contribute to project success.
- Coordinated venue and catering arrangements, speaker and attendee liaison and material distribution for meetings and events.
Executive Assistant/Business Process Improvement Specialist
Nice-Pak Product, Inc.
09.2015 - 01.2020
- Supported Chief Financial Officer, Vice President - General Counsel, Chief Compliance Officer
- Maintained detailed calendars of appointment schedules for business meetings, conferences, domestic/international travel arrangements and special events
- Excels in analyzing and adjusting work procedures for maximum efficiency
- Welcomed new hires through the onboarding process and new hire orientation
- Coordinated with Operations, Finance, and Procurement to obtain and report at-risk inventory and its financial impact on the business in support of the monthly financial closing process
- Managed travel planning and processed expense reports in Concur
- Administrator and Authorized Support contact for SAP/Concur Travel & Expense which encompassed day to day management of system and users, training new hires, and the issuance of corporate credit cards
- Organized and designed new purchase order process within the ERP system, creating full visibility and accountability for $500+ million annual material commitments with suppliers
- Identified ongoing opportunities for process improvements in support of key business cycles, such as procurement to pay process.
- Enhanced productivity by organizing travel arrangements and coordinating accommodations for executives.
- Improved office efficiency by implementing new filing systems and document management processes.
- Maintained confidentiality with sensitive documents, ensuring proper storage and distribution as needed.
- Assisted in the development of company policies and procedures, contributing to a more organized work environment.
- Supported executives in decision-making processes by conducting research and presenting findings in clear formats.
- Managed office inventory, tracking supplies and placing orders to ensure smooth daily operations.
- Coordinated events for staff members, promoting team-building activities and boosting morale within the workplace.
- Served as a liaison between departments to facilitate effective communication throughout the company.
- Prepared and edited presentations on behalf of executives for both internal meetings and external conferences.
- Contributed to budget management by monitoring expenses and providing detailed expenditure reports regularly.
- Aided in the recruitment process by screening resumes, scheduling interviews, and assisting with candidate selection.
- Collaborated on special projects to improve overall business operations within the organization efficiently.
- Provided professional administrative support during board meetings, including agenda preparation and minute-taking duties.
- Ensured smooth daily operations through consistent maintenance of office equipment, troubleshooting issues when necessary.
- Implemented time-saving solutions that significantly reduced meeting preparation times through efficient resource allocation.
- Developed strong relationships with vendors leading to improved contract terms resulting in cost savings for the company.
- Proactively identified areas requiring attention or improvement aligning priorities effectively in line with executive preferences.
- Delivered exceptional organizational support enabling executive focus on high-level strategic initiatives fostering company growth.
- Handled confidential and sensitive information with discretion and tact.
- Managed executive calendars, scheduling meetings and appointments and coordinating travel arrangements to optimize time.
- Processed travel expenses and reimbursements for executive team and senior management group.
- Organized and coordinated conferences and monthly meetings.
- Screened calls and emails and responded accordingly to support executive correspondence.999k
- Screened calls and emails and responded accordingly to support executive correspondence.
- Facilitated training and onboarding for incoming office staff.
- Supported business and hospitality needs of corporate partners and staff during meetings and company events.
- Transcribed meeting minutes to support sales, business development and senior management teams.
- Updated and maintained confidential databases and records.
- Handled logistics, catering, agendas and travel arrangements for meeting and event planning for board of directors, president and executive vice president.
- Greeted arriving visitors, determined nature and purpose of visit and directed individuals to appropriate destinations.
- Upheld strict timetables by maintaining accurate, balanced calendars.
- Volunteered to help with special projects of varying degrees of complexity.
- Improved business processes by identifying inefficiencies and implementing targeted solutions.
- Reduced operational costs, optimizing resource allocation and eliminating redundancies.
- Led cross-functional teams to implement process improvements, resulting in greater efficiency.
- Facilitated training sessions on new processes and procedures, ensuring seamless adoption by team members.
- Implemented continuous improvement initiatives, fostering a culture of ongoing growth and development within the organization.
- Evaluated vendor relationships for cost-saving opportunities, renegotiating contracts where necessary.
- Devised and implemented processes and procedures to streamline operations.
- Provided reporting for forecast analysis and ad-hoc reporting in support of decision-making.
Executive Assistant/Office Manager
FreeThink Technology, Inc.
08.2013 - 08.2015
- Supported the CEO and Vice President
- Managed the CEO’s hectic calendar and schedule to maximize time, allowing the CEO to effectively focus and lead the organization
- Streamlined executive communication by managing 40-50 emails, and phone calls per day; and scheduling appointments.
- Acted as liaison and developed enduring professional relationships with employees, customers, and vendors, on behalf of the CEO and Vice President
- Planned extensive domestic and international travel arrangements for business and personal travel
- Responsible for company-wide coordination of project management initiatives including, researching, and applying for grants, managing social media accounts, and handling all website inquiries; coordinating company events, trade shows, charity events, and speaking engagements
- Issued invoices and credit memos and updated customer records.
- Enhanced productivity by organizing travel arrangements and coordinating accommodations for executives.
Executive Assistant/Office Manager
Alcan International Network
06.1993 - 04.2011
Skills
Microsoft Office Proficiency
Microsoft Project
Microsoft Teams
Microsoft Forms
New York Notary Public
Comfortable working with people of all levels
Initiative-driven
Effective Communicator
Attention to detail
Multitasking
Adaptability
Collaborate seamlessly as a Team player
Self-driven
Time -efficient
Solution-oriented
Forecasting
Critical Thinking
Detail Oriented
Timeline
Project Coordinator
Phelps Memorial Hospital
11.2020 - 01.2024
Executive Assistant/Business Process Improvement Specialist
Nice-Pak Product, Inc.
09.2015 - 01.2020
Executive Assistant/Office Manager
FreeThink Technology, Inc.
08.2013 - 08.2015
Executive Assistant/Office Manager
Alcan International Network
06.1993 - 04.2011