Elizabeth Smith
St. Paul,MN
Summary
Forward-thinking Executive Assistant accomplished in aiding company leaders with key functions. Gifted at managing busy schedules, organizing projects and providing stellar administrative support to executive team. Analyzes, prioritizes and completes tasks with professionalism and sound judgment.
Overview
9
9
years of professional experience
Work History
Executive assistant
Allina Health, United Hospital
Saint Paul, MN
12.2022 - 05.2024
- Coordinated communication between VPs, President and departments.
- Prepared reports, presentations, agendas, minutes, and other documents as needed by the executive staff.
- Provided administrative support in preparing contracts, invoices, purchase orders, and other documentation required for daily business activities.
- Planned, created, and assisted in executing employee forums.
- Supported policy and procedural updates for hospital systems.
- Maintained an efficient supply chain for office needs.
- Organize weekly, monthly, and quarterly medical staff meetings
- Approved and reviewed VP timecards.
- Drive daily Tier meetings with medical staff and leaders, record and report out
- Super user of Amion – the on-call scheduling system for Allina Hospitals; trouble shoot, update several monthly schedules, and train new users
- Event planning and execution for medical staff meetings, as well as organizing recognition dinners and gatherings.
- Maintained confidential records and files related to executive operations.
- Coordinated with internal departments on a regular basis to ensure efficient functioning of day-to-day operations.
- Organized and managed complex calendar of appointments, meetings, and travel arrangements for executive team.
- Assisted in organizing conferences, seminars and other events as directed by the executives.
- Ensured that all relevant paperwork was completed accurately prior to submission for approval.
- Maintained company confidence and protected business operations by keeping sensitive information confidential.
- Managed and tracked expenses to meet company budget requirements.
- Tackled and addressed top-level, high-priority issues with professional administrative discretion.
SR. ADMINISTRATIVE ASST
UPONOR
Apple Valley, MN
09.2019 - 12.2022
- Managed several Supervisors calendars and organized meetings
- Maintained confidential information regarding employees, customers, and business operations.
- Developed effective tracking systems to monitor progress on projects with multiple deadlines.
- Managed and executed uniform ordering for Manufacturing/Operations employees
- Created and implemented several monthly reports for Quality and EH&S
- Worked with a specific group of colleagues to research and implement a successful and effective employee recognition awards system
- OSHA record keeping and other duties as assigned
- Worked on special projects with Quality, taking the lead on important project initiatives and making reports more efficient
- Organized conferences and special events, including setting up catering and preparing all supporting materials
- Documented payments and expenses to keep financial records current for several departments
- Utilized SharePoint and Microsoft Teams to compose, prepare, and edit correspondence and department documents
- Organized and maintained detailed office filing systems.
- Created and distributed documents, reports, presentations, and correspondence.
- Coordinated travel arrangements for executive staff members.
- Scheduled meetings, appointments, and events for executives.
- Prepared expense reports for executives using company software programs.
- Compiled data from various sources into organized formats for reporting purposes.
- Ensured proper handling of sensitive materials by following established policies.
- Supported HR functions such as onboarding new hires or processing employee benefits paperwork.
- Directed customer inquiries to appropriate department personnel.
- Coordinated catering services for various functions, including sales trainings and department meetings.
RECOIL OPERATOR/FLOOR TRAINER
UPONOR
Apple Valley, MN
09.2017 - 09.2019
- Attained Silver Certification in Lean Manufacturing.
- Performed routine maintenance on equipment to ensure optimal performance.
- Monitored and adjusted machine operations as needed for quality assurance.
- Maintained cleanliness of work area and equipment in accordance with safety regulations.
- Verified accuracy of material measurements before loading into machines.
- Ensured that all materials used were up to standard and free from defects.
- Conducted regular inspections of machinery to identify any potential issues or malfunctions.
- Troubleshooted mechanical problems with machines, making repairs or adjustments when necessary.
- Documented daily production results accurately and completely.
- Followed established safety procedures while operating machinery and working around hazardous materials.
- Met deadlines for completion of assigned tasks efficiently and effectively.
- Reported any discrepancies or abnormalities in the production process immediately to supervisor.
- Provided training assistance to new operators on proper machine operation techniques.
- Learned and followed safety and emergency procedures.
- Inspected finished products to verify conformity to quality standards.
- Collaborated with coworkers to perform projects quickly and meet business goals.
- Maintained production and quality documentation.
- Used daily system logs to document production information, discussing issues with management.
- Used hand trucks and forklifts to unload, load and transport items.
- Produced quality products by palletizing, packaging and assembling finished items.
RECEPTIONIST/Administrative asst
HEALTH FOUNDATIONS BIRTH CENTER
Saint Paul, MN
07.2015 - 08.2017
- Answered incoming calls, took messages, and transferred calls to appropriate departments or personnel.
- Updated and recorded customer or client information to maintain accounts.
- Processed payments and updated accounts to reflect balance changes.
- Delivered administrative support to team members by making copies, sending faxes, organizing documents and rearranging schedules.
- Ensured cleanliness and organization of the reception area to maintain a professional atmosphere.
- Monitored reception area to provide consistently safe, hazard-free environment for customers.
- Protected clients' rights by maintaining confidentiality of personal and financial information.
- Scheduled appointments for clients, customers, and other visitors.
- Assisted in maintaining office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing orders for supplies; verifying receipt of supplies.
- Managed all incoming mail distribution, courier services, faxes, and photocopying documents as requested.
- Provided excellent customer service at all times while interacting with both internal and external customers.
Education
Associate - Business Administration
Saint Paul College
Skills
- Meeting planning
- Schedule & calendar planning
- Executive support
- Report writing
- Information confidentiality
- Bookkeeping
- Expense reporting
- Document preparation
- Travel coordination
Hobbies and Interests
- Awards & Achievements
- Honors Society (Phi Theta Kappa)
- Dean's list at Saint Paul College
- Volunteer at Hope for the City (food pantry)
- PPL non-profit organization
- Held Secretarial position for PTA at children's school
- Held a position on Residence Council in my community
- Group leader for You Be The Change - trained in public policies process
Timeline
Executive assistant
Allina Health, United Hospital
12.2022 - 05.2024
SR. ADMINISTRATIVE ASST
UPONOR
09.2019 - 12.2022
RECOIL OPERATOR/FLOOR TRAINER
UPONOR
09.2017 - 09.2019
RECEPTIONIST/Administrative asst
HEALTH FOUNDATIONS BIRTH CENTER
07.2015 - 08.2017
Associate - Business Administration
Saint Paul College
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