Debbie McKinnon
Mesa,AZ
Summary
Professional office support specialist with extensive experience in administrative functions and office management. Known for reliability and adapting to dynamic work environments. Excellent organizational abilities and collaborative mindset ensure seamless team operations and goal achievement.
Overview
18
18
years of professional experience
Work History
Administrative Assistant
Family Services-Mesa Az
03.2006 - 07.2024
- Managed scheduling and correspondence for office staff, ensuring smooth daily operations.
- Coordinated client appointments and maintained accurate records in electronic systems.
- Developed efficient filing systems to enhance document retrieval and organization.
- Assisted in preparing reports and documentation for internal meetings and case reviews.
- Trained new administrative staff on office procedures and software applications.
- Streamlined communication processes between departments to improve service delivery.
- Implemented office supply inventory management system, reducing costs and improving availability.
- Led initiatives to enhance client satisfaction through improved administrative support services.
- 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.
- Maintained confidentiality of sensitive information by adhering to strict privacy policies and implementing secure filing systems.
- Ensured accurate record-keeping with diligent data entry and database management for vital company information.
- Promoted a positive work environment through effective communication skills and fostering professional relationships among colleagues.
- Improved document organization with thorough file maintenance, archiving outdated records as necessary for efficient retrieval when needed.
- 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.
- Assisted with human resources tasks such as updating employee files or submitting time-off requests per company policy guidelines.
- Assisted in onboarding new employees, providing training materials, and coordinating orientation schedules to ensure a smooth integration into the team.
- Optimized calendar management for executives by scheduling appointments strategically while considering priorities and minimizing conflicts.
- Organized office events such as holiday parties or team-building activities, promoting a positive company culture and boosting employee morale.
- Collaborated on special projects as assigned by leadership, contributing research findings or coordinating event logistics as needed for success.
- Streamlined invoice processing procedures to ensure timely payment of vendors while minimizing errors in financial records.
- Facilitated collaboration within team by organizing regular meetings and tracking project progress.
- Maintained inventory of office supplies and placed orders.
- Organized company events to enhance team cohesion, coordinating logistics and catering for over 50 participants.
- Addressed IT issues by coordinating with tech support, minimizing downtime and maintaining operational efficiency.
- Supported recruitment processes, scheduling interviews and communicating with applicants to improve hiring timelines.
- Assisted in preparation of financial reports, gathering data that contributed to budgeting accuracy.
- Enhanced office environment, organizing spaces for better workflow and employee comfort.
- Streamlined office operations, implementing digital file management systems to reduce paper use and increase efficiency.
- Improved document processing speed by introducing automated templates for routine correspondence.
- Facilitated cross-departmental communication, organizing meetings to discuss project progress and align objectives.
- Developed filing system for historical documents, preserving important company records and improving access to information.
- Managed scheduling for executive team, balancing complex calendars to ensure optimal use of time.
- Facilitated training sessions for new software tools, increasing team productivity and reducing learning curves.
- Coordinated travel arrangements for staff, ensuring cost-effective and timely accommodations and transportation.
- Managed filing system, entered data and completed other clerical tasks.
- Managed phone and email correspondence and handled incoming and outgoing mail and faxes.
- Assisted coworkers and staff members with special tasks on daily basis.
- Continually sought methods for improving daily operations, communications with clients, recordkeeping, and data entry for increased efficiency.
- Interacted with vendors, contractors and professional services personnel to receive orders, direct activities, and communicate instructions.
- Opened and properly distributed incoming mail to promote quicker response to client inquiries.
- Volunteered to help with special projects of varying degrees of complexity.
- Established administrative work procedures to track staff's daily tasks.
- Facilitated timely delivery of special projects to meet organizational and departmental objectives.
- Surpassed team goals by partnering with colleagues to implement best practices and protocols.
Education
Foreign Languages Education
Maricopa Community Colleges, Chandler-Gilbert Community College
Chandler, AZSkills
- Customer service
- Data entry
- Office administration
- Experienced in document creation with Microsoft Word
- Time management
- Excel proficiency
- Microsoft outlook
- Customer and client relations
- Critical thinking
- Scheduling
- Microsoft Office Suite
- Scheduling and calendar management
- Appointment scheduling
- Verbal communication
- Meticulous attention to detail
- Microsoft PowerPoint
- Document management
- Data management
- Multi-line phone systems
- Event coordination
- Confidential document control
- Meeting planning
- Complex Problem-solving
- Spreadsheet development
- Internet research
- Workflow optimization
- Training and coaching
- Quality assurance
- Project management
- Supervising staff
- Workflow planning
- Office equipment maintenance
- Team bonding
- Documentation and recordkeeping
- Spreadsheet management
- Tech-Savvy
- Documentation and control
- Mail management
Timeline
Administrative Assistant
Family Services-Mesa Az
03.2006 - 07.2024
Foreign Languages Education
Maricopa Community Colleges, Chandler-Gilbert Community College