Gwendolyn Waller
Clayton,NC
Summary
Outgoing office administrator with several years of experience applying multitasking skills to complete daily duties while resolving issues. Adept in personal time management while greeting visitors, managing phone switchboard and tackling staff requests. Friendly and respectful with positive attitude that creates warm and inviting office atmosphere.
Overview
18
18
years of professional experience
1
1
Certification
Work History
Office Administrator
NC Equal Access to Justice Commission
Raleigh, NC
08.2023 - Current
- Organized meetings, conferences, travel arrangements and other events as required.
- Delivered exceptional phone communication skills by promptly answering calls, directing callers to the relevant staff members or departments, and efficiently recording messages.
- Streamlined supply chain management by efficiently managing the procurement process from order placement to timely receipt.
- Coordinated and managed office's daily administrative operations.
- Processed invoices on a timely basis according to established procedures.
- Facilitated effective communication within the team by organizing and distributing agendas for monthly staff meetings.
- Managed and coordinated scheduling of appointments for executives utilizing Outlook calendar system.
- Organized and maintained filing systems, including electronic databases and records.
- Provided assistance with the planning of events such as staff meetings or conferences.
Executive Administrative Assistant
North Carolina Department of Health and Human Services
Raleigh, NC
08.2018 - 08.2023
- Ordered office supplies as needed while monitoring inventory levels to ensure adequate stock is available at all times.
- Assisted in preparing marketing materials such as brochures and flyers for distribution at trade shows and other events.
- Greeted visitors upon their arrival; directed them to the appropriate destination or person; provided general information about the organization when necessary.
- Maintained up-to-date contact lists of vendors and suppliers while coordinating orders as required by executives.
- Established procedures for maintaining files of all office correspondence, memorandums, agreements, and contracts, ensuring easy access when needed.
- Answered incoming telephone calls from internal and external customers promptly and professionally; transferred calls appropriately; responded to inquiries in a timely manner.
- Assisted with special projects such as researching topics or creating presentations for management review.
- Organized and maintained executive calendars, scheduled meetings, conferences, travel arrangements, and appointments.
- Provided secretarial support to the executive staff including composing correspondence, memos, presentations, reports and other documents as requested.
- Prepared agendas for meetings; took minutes during meetings; distributed meeting notes to appropriate personnel.
- Developed filing systems to maintain confidential records of personnel information and business activities in accordance with company policies.
- Created spreadsheets using Excel software programs including formulas, macros and pivot tables.
- Reviewed and processed expense reports and invoices for accuracy and completeness.
- Coordinated meeting and work schedules for staff teams and executives.
- Managed director's calendar and prepared meeting agenda and materials.
- Made travel arrangements for employee trips and conferences.
- Managed external contacts and kept track of periodic communication needed for priority actions.
- Opened, read and replied to e-mails, letters and correspondence on behalf of executives.
- Set up meeting and event logistics for senior management and updated calendars.
- Leveraged word processing software to create proposals, letters and memos.
- Facilitated board meeting agendas and distributed support materials in advance for successful sessions.
- Participated in recruitment efforts by interviewing prospective candidates for open positions.
- Monitored employee productivity levels on a regular basis to identify areas of improvement.
- Evaluated employee performance through periodic reviews and documented results accordingly.
- Provided guidance and direction to subordinates regarding job duties and responsibilities.
- Conducted weekly meetings with team members to discuss upcoming tasks and project deadlines.
- Acted as a liaison between upper management and staff, facilitating open communication.
- Managed scheduling for staff, ensuring adequate coverage during peak times and projects.
- Displayed strong telephone etiquette, effectively handling difficult calls.
- Maintained positive working relationship with fellow staff and management.
Program Coordinator
North Carolina Department of Health and Human Services
Raleigh, North Carolina
04.2006 - 08.2018
- Assisted in developing training materials and providing instruction on how to use them effectively.
- Streamlined coordination between external organizations and partners for effective provision of programming services.
- Maintained up-to-date records related to program activities.
- Maintained comprehensive databases of participants, activities, and outcomes for reporting purposes.
- Created new strategies for improving customer service standards within the organization.
- Recruited, hired, trained, mentored, coached, evaluated, and terminated staff as necessary.
- Resolved customer complaints and issues promptly, ensuring customer satisfaction and loyalty.
- Trained new employees on company policies, job duties, and performance expectations.
- Tracked project schedules and encouraged teams to complete tasks on time while staying on budget.
Education
BBA - Business Administration
Strayer University
Washington, DC04-2007
High School Diploma -
Mansfield Senior High School
Mansfield, OH06-1987
Skills
- Technical Support
- Spreadsheet development
- File Maintenance
- Telephone reception
- Human Resources
- Bookkeeping
- Administrative Support
- Mail handling
- Report Preparation
- Database entry
- Word Processing
- Office Supply Management
- Document Scanning
- Event Coordination
- Meeting Coordination
- Scheduling
- Travel Coordination
- File Organization
- Schedule and calendar management
Certification
- North Carolina Notary
Timeline
Office Administrator
NC Equal Access to Justice Commission
08.2023 - Current
Executive Administrative Assistant
North Carolina Department of Health and Human Services
08.2018 - 08.2023
Program Coordinator
North Carolina Department of Health and Human Services
04.2006 - 08.2018
BBA - Business Administration
Strayer University
High School Diploma -
Mansfield Senior High School
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