Jennifer Spencer
Mishawaka,IN
Summary
Diligent Executive Assistant with solid background in managing and coordinating schedules. Successfully supported teams by organizing appointments and meetings, ensuring smooth daily operations. Demonstrated efficiency in time management and effective communication skills.
Overview
20
20
years of professional experience
Work History
Work Scheduling Assistant Senior /Office Administrative Assistant
American Electric Power, AEP
08.2018 - Current
- Coordinated scheduling requests across departments to optimize resource allocation.
- Processed payroll following Union contact for Lineman Department.
- Managed calendar scheduling for executives, ensuring efficient time management and prioritization of meetings.
- Coordinated office communications, facilitating seamless information flow among departments and stakeholders.
- Assisted in preparing project documentation, ensuring accuracy and compliance with company standards.
- Trained new administrative staff on office procedures and software applications for consistent operational support.
- Led initiatives for office supply management, optimizing inventory levels and vendor relations for cost control.
- 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.
- Assisted with human resources tasks such as updating employee files or submitting time-off requests per company policy guidelines.
Executive Administrative Assistant Student Affairs/College Counsel
Saint Mary's College
08.2016 - 08.2018
- Provide administrative support to the Vice President of Student Affairs and College Counsel.
- Act as liaison between the office of Vice President of Student Affairs and College Counsel with other offices, departments and outside vendors or contacts.
- Serve as recording secretary for several committees of the Student Affairs Division, including Board of Trustees committee.
- Maintain budget information for departments including; budget analysis, financial reporting, monitor departments and division expenditures and review staff travel applications within college guidelines.
- Plan and organize events such as quarterly parent weekends, student events and Board of Trustee meetings.
- Create, update and maintain Student Affairs Division web page on intranet and internet.
- Prepare and communicate changes in contracts and policies for College Counsel.
- Coordinated executive schedules, ensuring optimal time management and prioritization of tasks.
- Managed communication between departments, facilitating smooth information flow and collaboration.
- Developed and maintained filing systems, enhancing document retrieval efficiency and organization.
- Oversaw event planning logistics, executing successful programs that met institutional goals.
Human Resource Admin
Carbons Golden Malted
01.2016 - 08.2016
- Maintain records and procedures for the benefits administration process.
- Administer employee benefits programs.
- Administer FMLA, Personal Leave and ADA leave policies.
- Process and monitor employee evaluation programs.
- Monitor and approve employee timecards and paid time off.
- Direct the company's drug testing program.
- Conduct new hire orientation, process new hire paperwork and ensure proper onboarding.
- Process employee changes and terminations.
- Compile and prepare data for statistical reporting.
- Self-motivated, with a strong sense of personal responsibility.
- Worked effectively in fast-paced environments.
- Excellent communication skills, both verbal and written.
- Worked well in a team setting, providing support and guidance.
- Assisted with day-to-day operations, working efficiently and productively with all team members.
Human Resources Assistant
Holy Cross Village at Notre Dame
05.2015 - 12.2015
- Coordinating payroll, maintaining changes/adjustments and time entered in HRIS system.
- Assist with onboarding process, including completion of pre-employment requirements, scheduling orientation and conducting HR orientation with new hires.
- Preparing weekly/monthly reports for Director of HR regarding benefits and performance management.
- Maintain personnel files to ensure compliance with state regulatory requirements.
- Benefit administration.
- Assist event planning and employee meetings.
- Maintained employee records in HRIS, ensuring data accuracy and compliance with regulations.
- Coordinated recruitment processes, ensuring timely communication with candidates and hiring managers.
Executive Assistant
Quality Dining, Inc.
11.2014 - 05.2015
- Support Senior Staff in special projects.
- Administrative duties.
- Serve as a liaison for department and interact with Restaurant Level Management daily.
- Prepare correspondence.
- Maintain all files associated with the position.
- Maintain favorable communication with restaurant guests who make inquiries at the corporate level.
Executive Assistant
NIBCO
07.2014 - 10.2014
- Manage all domestic and international travel arrangements.
- Create and administer systems for tracking budgets, operational statistics, spreadsheets and other data.
- Create, type or finalize and distribute correspondence and develop & produce presentation and event materials.
- Screen and prioritize phone calls. Take leadership role in managing written, in-person and telephone inquiries.
- Organize and maintain personal and executive files.
- Monitor projects and follow-up processes.
- Prepare materials and meeting packets for Board of Directors.
- Facilitate special events including Board of Directors' meetings and Board retreats and annual party events.
- Maintain and coordinate personal and professional schedules.
Administrative Assistant to Hotel Operations
Four Winds Casino Resort
08.2007 - 06.2014
- Provide administrative support to Vice President of Hotel, Director of Hotel Operations and 3 departmental managers.
- Maintain employee files, including disciplinary and attendance documentation for 400+ employees.
- Payroll processing using TimeSaver software for 200+ employees.
- Detailed meeting agendas, supplied advance materials and executed follow up for meetings and team conferences.
- Maintain day-to-day calendar for Vice President of Hotel and Director of Hotel Operations.
- Book hotel reservations using Opera software.
- Served as central point of contact for vendors or Hotel.
Administrative Assistant
Christmas Kraus Anderson Construction
06.2006 - 08.2007
- Maintain man-hour reports for construction tracking.
- Provide administrative support to Assistant Manager of Construction.
- Serve as central point of contact between contractors and construction management.
- Facilitate meetings and track meeting minutes.
- Maintain email and phone correspondence.
Education
High School Diploma -
Mishawaka High School
Mishawaka, IN06-1998
Skills
- Maintaining confidentiality
- Office management
- Problem-solving
- Appointment scheduling
- Travel arrangements
- Strong work ethic
- Attention to detail
- Time management skills
- Effective multitasking
- Calendar management
Timeline
Work Scheduling Assistant Senior /Office Administrative Assistant
American Electric Power, AEP
08.2018 - Current
Executive Administrative Assistant Student Affairs/College Counsel
Saint Mary's College
08.2016 - 08.2018
Human Resource Admin
Carbons Golden Malted
01.2016 - 08.2016
Human Resources Assistant
Holy Cross Village at Notre Dame
05.2015 - 12.2015
Executive Assistant
Quality Dining, Inc.
11.2014 - 05.2015
Executive Assistant
NIBCO
07.2014 - 10.2014
Administrative Assistant to Hotel Operations
Four Winds Casino Resort
08.2007 - 06.2014
Administrative Assistant
Christmas Kraus Anderson Construction
06.2006 - 08.2007
High School Diploma -
Mishawaka High School