Jean O’Brien
Senior Executive Assistant
North Lauderdale,FL
Summary
Driven and resourceful administrative professional with 20+ years of experience assisting with work of high-achieving executives. Organized, dependable and successful at managing multiple priorities with a positive attitude. Willingness to take on added responsibilities to meet team goals.
Overview
30
30
years of professional experience
4
4
years of post-secondary education
Work History
Sr. Executive Assistant
BROWARD COLLEGE
Fort Lauderdale, FL.
07.2007 - Current
- Manage complex calendar scheduling with focus on proper allocation of executive availability
- Manage major confidential information, including budget, compensation, and recruitment
- Coordinate and monitor accounting activities including budget transfers and amendments
- Process and reconcile expenses, prepare requisitions, supplier invoices and receipts
- Developed and implement database to maintain employees’ records and compliance activities
- Resolved college administrative policies and practices queries efficiently
- Monitor and maintain inventory of full-time positions
- Responds to customer inquiries via phone and facilitate quick turnaround time on requisitions and waivers.
- Manage executives' complex and frequently changing travel arrangements and coordinate pre-planning of trips.
- Distribute company-wide announcements, book conference rooms and coordinate catering for annual staff development forum.
- Contribute to smooth business operations by planning and organizing meetings and conferences.
- Manage external contacts for CEO and keep track of periodic communication needed for priority contacts
- Provide administrative support to senior leadership and members of executive board while maintaining confidentiality
- Responds to customer inquiries via phone and facilitate quick turnaround time on requisitions and supplier invoices.
- Managed schedules, events and travel plans for conferences, meetings and seminars, as well as domestic trips for three senior executives.
- Reduce backlog of Waivers, Requisitions and Supplier Invoices by 100% within 2 months.
Secretary
MINI-CIRCUITS LABORATORIES
Brooklyn, NY.
07.2002 - 09.2005
- Managed over 50 customer calls per day
- Composed inter-office correspondence and provided product and service information to customers
- Scheduled appointments and conducted follow-up calls to clients
- Entered data into system and updated customer contacts with information to keep records current
- Responded to emails and other correspondence to facilitate communication and enhance business processes
- Provided clerical support by copying, faxing and filing documents
- Handled daily scheduling tasks and provided administrative support for Director of Engineering
- Created and updated records and files to maintain document compliance
- Updated spreadsheets and databases to track components movement in and out of department.
- Entered data into system and updated customer contacts with information to keep records current.
- Answered multi-line phone system and enthusiastically greeted callers.
- Updated spreadsheets and created presentations to support executives and boost team productivity
Logistics Supervisor/Administrative Assistant
FUJITSU-ICL, CARIBBEAN (JAMAICA) LTD
Kingston, Jamaica
12.1989 - 12.2001
- Managed logistics department; supervised staff of 4,
- Reduce customer wait time by 40% and improve customer satisfaction.
- Coordinated merchandise ordering, importation, clearance, and delivery,
- Served as liaison for local and international suppliers,
- Coordinated software training, examinations, and interviews,
- Organized, scheduled, and confirmed meetings and appointments,
- Led, trained, and mentored 4 new administrative employees in 1 year.
- Managed Helpdesk and dispatched engineers.
- Managed Front Desk and Reception Area, resolved conflicts, and improved productivity by
- Collaborated with custom brokers to facilitate smooth clearance of shipment and delivery to organization.
- Coordinated driver dispatch to accomplish daily delivery requirements
- Organized warehouse space and planned layouts to allow for maximum storage capabilities
- Verified transactions, product orders and shipping dates and entered information into databases and reports
- Analyzed and logged purchase orders
- Processed orders by due dates to enable on-time delivery to customers
- Verified effective and timely implementation of operational goals by prioritizing tasks
- Worked with Store Clerks to schedule daily pickups and weekly deliveries
- Improved efficiency by 20% through employee management, workflow evaluations and monitoring procedures
- Prepared updated shipment reports for executives and clients
- Handled high-volume paperwork and collaborated with administrators to resolve invoicing and shipping problems
- Collaborated with other supervisors to maintain smooth inter-departmental communication and operations
- Handled day-to-day shipping and receiving overseeing more than 100 packages per day
Education
Degree, M.B.A - Management
Nova Southeastern University
Davie, FL 01.2020 - 12.2021
Degree, BAS - Supervision & Management
Broward College
Fort Lauderdale, FL 08.2015 - 05.2017
Certificate, Purchasing Management - Procurement
Institute of Management And Production
Kingston, Jamaica W.I. 06.1997 - 07.1997
Skills
Excellent communication and interpersonal skillsundefined
Accomplishments
- Spearheaded efforts to foster and maintain a network of 60+ professionals by connecting current and former co-workers for a technology company I once worked for.
- Helped with planning annual volunteer project for non-profit organization to raise over $4,000 for providing shool supplies and resources for elementary schools in Jamaica.
- Resolved and sustained workflow process on purchase orders, supplier invoices, and payments for the Marketing Dept., by reducing the number of backlog items and eliminating orders placed without prior delegated authority by 100%.
- Planned corporate meetings, lunches and special events for groups of 80+ employees.
Timeline
Degree, M.B.A - Management
Nova Southeastern University
01.2020 - 12.2021
Degree, BAS - Supervision & Management
Broward College
08.2015 - 05.2017
Sr. Executive Assistant
BROWARD COLLEGE
07.2007 - Current
Secretary
MINI-CIRCUITS LABORATORIES
07.2002 - 09.2005
Certificate, Purchasing Management - Procurement
Institute of Management And Production
06.1997 - 07.1997
Logistics Supervisor/Administrative Assistant
FUJITSU-ICL, CARIBBEAN (JAMAICA) LTD
12.1989 - 12.2001
Similar Profiles
Lavonna SmithLavonna Smith
BrowardUP Navigator at Broward CollegeBrowardUP Navigator at Broward College
ANDREA ANDERSONANDREA ANDERSON
Executive/Administrative Assistant at Broward CollegeExecutive/Administrative Assistant at Broward College
Abbigay MartinAbbigay Martin
Registered Nurse, Student at Broward CollegeRegistered Nurse, Student at Broward College
William HowellWilliam Howell
Adjunct Professor at Broward CollegeAdjunct Professor at Broward College
Jasimee RiceJasimee Rice
Physician Office Specialist at FAU Broward Health NorthPhysician Office Specialist at FAU Broward Health North