Joni Poydence
New Kensington,PA
Summary
Detail-oriented and driven Executive Administrative Assistant with expertise in problem-solving and managing daily office functions. Uniquely qualified to handle VIP visitors and guests. Expertise in scheduling and coordinating meetings, managing travel and expense reports, and transcribing minutes.
Overview
29
29
years of professional experience
Work History
Executive Administrative Assistant
UPMC St. Margaret Hospital
05.2022 - 06.2024
- Scheduled appointments and handled calenders for senior leadership.
- Responded to emails and other correspondence to facilitate communication and enhance business processes.
- Scheduled appointments promptly, ensuring optimal use of executive time while minimizing conflicts or cancellations.
- Seamlessly interacted with colleagues to plan and complete special projects.
- Handled scheduling for executive's calendar and prepared meeting agenda and materials.
- Reviewed incoming communications for urgency or importance; prioritized correspondence accordingly for executive review or action.
- Coordinated and booked airfare, hotel and ground transportation and prepared itinerary to facilitate successful trips.
- Maintained confidentiality when handling sensitive information, protecting company interests and employee privacy.
- Streamlined office operations by implementing efficient filing systems and managing executive calendars.
- Organized travel arrangements, ensuring smooth transitions for executives during business trips.
- Processed travel expenses and reimbursements for executive team and senior management group.
- Organized logistics and materials for each meeting and took detailed notes for later dissemination to key stakeholders.
- Greeted arriving visitors, determined nature and purpose of visit and directed individuals to appropriate destinations.
- Coordinated events and worked on ad hoc projects.
Executive Assistant to the Chief Executive Officer
Magee-Womens Research Institute and Foundation
10.2017 - 05.2022
- Screened calls and emails and initiated actions to respond or direct messages.
- Processed travel expenses and reimbursements for executive team and senior management group.
- Optimized scheduling efficiency by coordinating meetings, appointments, and travel arrangements for the CEO.
- Maintained confidentiality by handling sensitive information with discretion and professionalism.
- Promoted organizational culture by implementing new initiatives as directed by the Chief Executive Officer.
- Increased meeting effectiveness with detailed preparation of agendas, materials, and minutes.
- Anticipated potential challenges in daily operations and devised appropriate solutions to maintain uninterrupted workflow in the executive office.
- Ensured timely completion of action items by tracking progress and following up on delegated tasks from the CEO.
- Coordinated travel arrangements by booking airfare, hotel, and ground transportation.
- Assisted in budget management by monitoring expenditures, processing expense reports, and reconciling accounts for the executive office.
- Managed complex calendar scheduling with focus on proper allocation of executive availability.
- Contributed to strategic planning by providing administrative support during Board of Directors'' meetings.
- Enhanced productivity with meticulous organization of documents and files for easy access and retrieval.
- Supported decision-making processes by compiling research data and presenting findings to the CEO.
- Managed complex projects to successful completion, ensuring timely delivery of results to the CEO.
- Improved team collaboration by acting as a liaison between the CEO, executive team, and staff members.
- Supported business and hospitality needs of corporate partners and staff during meetings and company events.
- Facilitated training and onboarding for incoming office staff.
- Handled logistics, catering, agendas and travel arrangements for meeting and event planning for board of directors, president and executive vice president.
- Greeted arriving visitors, determined nature and purpose of visit and directed individuals to appropriate destinations.
- Promoted team productivity by keeping supplies organized and well-stocked.
Accounting Administrative Assistant
UPMC Magee-Womens Hospital
08.1995 - 10.2017
- Maintained strict confidentiality of sensitive financial data, protecting company integrity and privacy rights of individuals involved.
- Enhanced departmental collaboration by serving as liaison between accounting department and other business units.
- Enhanced accuracy of financial reports by meticulously reviewing and reconciling accounts.
- Enhanced vendor relations by promptly resolving invoice discrepancies.
- Matched purchase orders with invoices and recorded necessary information.
Education
Associate of Science - Word Processing
Community College of Allegheny County
Pittsburgh, PA06.1990
Skills
- Information confidentiality
- Customer Service
- Office Management
- Document Preparation
- Process Improvement
- Board of Directors support
- Calendar Management
- Travel Arrangements
- Travel Coordination
- Executive Support
- Meticulous attention to detail
- Advanced MS Office Suite
- Expense Reporting
- Logistics Coordination
- Master calender management
Timeline
Executive Administrative Assistant
UPMC St. Margaret Hospital
05.2022 - 06.2024
Executive Assistant to the Chief Executive Officer
Magee-Womens Research Institute and Foundation
10.2017 - 05.2022
Accounting Administrative Assistant
UPMC Magee-Womens Hospital
08.1995 - 10.2017
Associate of Science - Word Processing
Community College of Allegheny County
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