Janine Ruberti
Summary
Driven and resourceful Executive Assistant with 25+ years experience. Skilled at offering high-level administrative support to senior-level staff. Expert in travel management, expense tracking and schedule coordination. Assist executive team using exceptional communication and organizational skills. Track record supporting professional needs with well-organized precision.
Overview
18
18
years of professional experience
1
1
Certificate
Work History
Executive Assistant
Sentara Health Plans
06.2022 - Current
- Organized travel arrangements, ensuring smooth transitions for executives during business trips.
- Assisted in the development of presentations, effectively conveying crucial information to stakeholders.
- Support the President of SCA (Sentara Care Alliance), attend board meetings and construct minutes
- Managed budgets and expenses, maintaining financial records for accurate reporting and analysis.
- Fostered a positive work environment by addressing employee concerns and facilitating team-building activities.
- Coordinated staff training programs, improving overall efficiency within the company through skill development. Created and Implemented the Administrative Center of Excellence Program.
- Scheduled appointments promptly, ensuring optimal use of executive time while minimizing conflicts or cancellations.
- Collaborated with cross-functional teams, expediting project completion times and enhancing overall efficiency.
- Maintained confidentiality when handling sensitive information, protecting company interests and employee privacy.
- Assisted in event planning efforts, executing successful corporate functions that bolstered brand image and networking opportunities.
- Supported human resources initiatives by coordinating interviews and assisting with new hire orientations.
- Reviewed incoming communications for urgency or importance; prioritized correspondence accordingly for executive review or action.
- Handled administrative tasks such as expense report processing or invoice reconciliation efficiently; allowing executives to focus on high-priority responsibilities without distraction.
- Coordinated and booked airfare, hotel and ground transportation and prepared itinerary to facilitate successful trips.
- Seamlessly interacted with colleagues to plan and complete special projects.
- Enhanced communication between departments through proactive coordination of meetings and events.
- Schedule & support Administrative Fellows throughout their rotation within the Health Plan system
- Obtain all documents required for vendor set up within payment system
Administrative Secretary
Sentara Corporate Human Resources
02.2019 - 06.2022
- Enter invoices and maintain spreadsheets for the Compensation team
- Own and meet deadlines for various projects
- Make recommendations for department workflow to increase efficiency
- Support to the Chief Diversity Officer to instill, promote and teach Diversity & Inclusion
- Work with the Talent Acquisition team to assist obtaining candidates for various executive level positions
- Manage multiple senior level executive's calendars
- Work closely with senior leadership team to schedule meetings, events, interviews, candidate travel etc
- Organize the Admin Fellows two-year rotation
- Plan and execute ideas for team building events
- Set up status calls with Search Firms with the appropriate hiring executive
- Ensure search firm invoices are being enter and paid in a timely manner
- Manage HRBP SharePoint site, etc.
Administrative Secretary
Sentara Medical Group
09.2017 - 02.2019
- Maintain and enter all capital requests in a database and deliver to Executives
- Organize and schedule meetings with Executives
- Book travel arrangements for entire team
- Submit invoices and expense reports
- Perform research for presentations
- Maintain office & coffee supply inventory
- Book conference calls & WebEx
- Resolve IT & building related issues
- Order deposit slips for all Sentara practices
- Maintain storage unit for SMG & keep an inventory list
- Handle building access for all employees
- Implemented use of GroupMe App for team to directly communicate in a fast manner
- Handle time approval
- Schedule FedEx pickups.
Quality Assurance Coordinator/Admin Specialist III
BAE Systems Norfolk Ship Repair
01.2006 - 06.2017
- Enhanced overall efficiency of the quality assurance process by streamlining workflows and documentation.
- Ensured compliance with industry standards and regulatory guidelines for quality management systems.
- Conducted regular audits to identify areas of improvement, leading to increased customer satisfaction levels.
- Collaborated with cross-functional teams to resolve product issues, resulting in fewer returns and complaints.
- Implemented effective training programs for team members, fostering a culture of continuous improvement within the department.
- Developed comprehensive reports on quality metrics, enabling management to make informed decisions on production strategies.
- Established strong relationships with suppliers, facilitating collaboration on quality-related matters and promoting adherence to specifications.
- Championed process improvements that led to significant reductions in waste and rework costs associated with non-conforming materials or products.
- Timekeeping
- New hires onboarding
- Maintain a spreadsheet on training and certifications
- Built test & inspection plans for government use
- Compiled BID Plans for contract awards
- Handled Purchase Orders for QA department
- Maintained a current database for all equipment calibrations
Skills
- Presentation Development
- Project Oversight
- Strategic Planning
- Customer Service
- Executive Support
- Maintain Excellent Communication Skills & Problem Resolution
- Process Improvements
- Excel Spreadsheets
- Advanced MS Office Suite
- Videoconference Preparation
- Strong Organizational Skills
- Ability to Multi-Task & Meticulous Attention to Detail
Certification
- Diversity & Inclusion Certification
- Certified Administrative Professional
- Typing 72 WPM & 100% Accuracy
- Critical Thinking
Timeline
Executive Assistant
Sentara Health Plans
06.2022 - Current
Administrative Secretary
Sentara Corporate Human Resources
02.2019 - 06.2022
Administrative Secretary
Sentara Medical Group
09.2017 - 02.2019
Quality Assurance Coordinator/Admin Specialist III
BAE Systems Norfolk Ship Repair
01.2006 - 06.2017
Personal Information
Title: Executive Assistant
References
Available Upon Request
Personal Information
Title: Executive Assistant
References
Available Upon Request
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