Summary
Overview
Work History
Education
Skills
Timeline
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Kaitlyn Long

Henderson,NV

Summary

Dedicated administrative assistant with solid background in high-volume office environments focused on delivering exceptional clerical and operational support for professionals. Upbeat individual with friendly demeanor and sound judgment to handle diverse daily tasks with minimal oversight. Well-versed in managing office supplies, paperwork and project needs.

Overview

15
15
years of professional experience

Work History

Executive Assistant to County Commissioner

Clark County
Las Vegas, NV
04.2024 - Current
  • Answered telephone calls from customers or clients providing assistance where necessary.
  • Oversaw inventory control processes ensuring availability of supplies at all times.
  • Performed data entry tasks into various software programs including MS Excel spreadsheets.
  • Provided administrative support in preparing contracts, invoices, purchase orders, and other documentation required for daily business activities.
  • Managed all aspects of catering needs for special events hosted by the organization.
  • Assisted in organizing conferences, seminars and other events as directed by the executives.
  • Monitored inventory levels of office supplies and placed orders when necessary.
  • Assisted in developing policies and procedures pertaining to office administration matters.
  • Organized and managed complex calendar of appointments, meetings, and travel arrangements for executive team.
  • Coordinated with internal departments on a regular basis to ensure efficient functioning of day-to-day operations.
  • Ensured that all relevant paperwork was completed accurately prior to submission for approval.
  • Facilitated communication between senior management and staff.
  • Created and maintained up-to-date records related to customer accounts or financial transactions.
  • Maintained confidential records and files related to executive operations.
  • Monitored incoming emails and responded accordingly in a timely manner.
  • Facilitated communication between different departments within organization.
  • Greeted visitors warmly upon arrival at the office premises.
  • Acted as a liaison between the executives and internal and external stakeholders to facilitate communication flow.
  • Responded promptly to inquiries from customers or clients regarding products or services offered by the company.
  • Developed effective filing systems for easy retrieval of information when needed.
  • Conducted research on various topics as requested by executives or senior management personnel.
  • Scheduled appointments for executives with external parties such as vendors or suppliers.
  • Prepared reports, presentations, agendas, minutes, and other documents as needed by the executive staff.
  • Managed and tracked expenses to meet company budget requirements.
  • Set up meeting and event logistics for senior management and updated calendars.
  • Managed daily invoices, reports and proposals.
  • Scheduled and arranged travel and hotel reservations for meetings, conferences and seminars.
  • Entered customer information and updates in database system to track leads, interactions, relationships and propel sales opportunities.
  • Maintained company confidence and protected business operations by keeping sensitive information confidential.
  • Opened, read and replied to e-mails, letters and correspondence on behalf of executives.
  • Coordinated meeting and work schedules for staff teams and executives.
  • Tackled and addressed top-level, high-priority issues with professional administrative discretion.
  • Made travel arrangements to provide executives seamless and travel policy-approved business trips.
  • Conducted research and collected and analyzed data to prepare reports and documents.
  • Leveraged word processing software to create proposals, letters and memos.
  • Facilitated board meeting agendas and distributed support materials in advance for successful sessions.
  • Screened phone calls for executives to instantly identify priority clients and filter out spam calls.
  • Handled confidential information with discretion and integrity.
  • Followed proper accounting and bookkeeping procedures to support audits.
  • Filtered important calls and spam calls to help executives prioritize specific clients and expedite daily operations.
  • Updated and implemented administrative and executive support policy changes and monitored effects.
  • Provided accurate, up-to-date information to external parties through emails, phone calls and in-person interactions.
  • Reviewed incoming reports, applications and memos to determine workplace priorities.
  • Wrote and distributed executive meeting agendas and minutes to department heads and executive team members.
  • Ordered catering or restaurant delivery to offer food and beverages to meeting and conference attendees.
  • Executed special objectives and projects in response to executive team and board member requests.
  • Coordinated multiple schedules using online calendaring system.
  • Coordinated executive and senior management vacation, day-to-day meeting and travel schedules.
  • Participated in frequent communication with other administrative team members, human resources and finance department on special projects and events.
  • Prepared invoices and drafted memos for executives.
  • Relayed messages, retrieved reports and printed documents for co-workers to assist with office workflow.
  • Researched and prepared information for presentations to high-level executives.
  • Created and maintained computer- and paper-based filing and organization systems for records, reports and documents.
  • Supervised executive and management calendars while allocating tasks to administrative support team for smooth operational flow.
  • Delivered optimal administrative, customer service and case management support.
  • Designed PowerPoint presentations for monthly divisional meetings with top-level executives.
  • Compiled meeting agendas and supportive materials ahead of meetings.
  • Facilitated communications by forwarding emails, transferring calls and filing documents.
  • Took detailed notes in meetings and disseminated information afterward.

Region Administrative Assistant

CVS Pharmacy
Henderson, NV
02.2022 - 04.2024
  • Provided administrative support to the executive team, including scheduling meetings and managing calendars.
  • Organized and maintained filing systems for physical and electronic documents, ensuring accuracy and confidentiality of records.
  • Greeted visitors in a professional manner, responding to inquiries and directing them to appropriate personnel.
  • Composed letters, memos, reports, emails, presentations and other written correspondence as required by management staff.
  • Managed incoming calls while providing information or transferring callers to appropriate personnel.
  • Maintained office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies.
  • Ensured efficient operation of office equipment such as printers, copiers and fax machines.
  • Assisted with the planning of special events by arranging catering services, securing venues and ordering promotional materials.
  • Created travel arrangements for senior managers according to their requirements.
  • Coordinated mailings including sorting mail, preparing packages for shipping via courier service or postal service.
  • Processed invoices for payment using accounting software applications.
  • Entered data into spreadsheets using Microsoft Excel or other similar programs.
  • Prepared expense reports on behalf of executives in accordance with company policies and procedures.
  • Conducted research online utilizing search engines such as Google or Yahoo!.
  • Updated contact lists regularly when changes occur in employee status or contact information.
  • Handled confidential documents in an organized fashion according to established protocol.
  • Scheduled appointments between clients and customers and internal staff members.
  • Developed project plans for various tasks assigned by upper management.
  • Monitored progress on projects assigned by upper management.
  • Managed database systems containing customer contact information.
  • Answered phone calls and emails to provide information, resulting in effective business correspondence.
  • Provided secretarial and office management support while building cooperative working relationships.
  • Inventoried and ordered supplies for office.
  • Scheduled appointments, meetings and events for management staff.
  • Responded effectively to sensitive inquiries or complaints.
  • Coordinated appointments, meetings and conferences.
  • Maintained accurate department and customer records.
  • Managed physical and digital files, monitored spreadsheets and updated reports to coordinate project materials.
  • Developed administrative processes to achieve organizational objectives and improve office efficiency.
  • Prepared and prioritized calendars and correspondence.
  • Organized both physical and digital files and updated reports to coordinate project materials.
  • Directed customer communication to appropriate department personnel.
  • Composed correspondence, reports and meeting notes.
  • Utilized editing programs to proofread content for typo-free emails, memos and documentation.
  • Organized files, developed spreadsheets, faxed reports and scanned documents, maintaining front desk and reception area in neat and organized fashion.
  • Created spreadsheets in Microsoft Excel for record-keeping and reporting.
  • Kept office equipment functional and supplies well-stocked to promote efficient operations.
  • Sorted and distributed incoming faxes, letters and emails for office distribution.
  • Set up workshops, conferences and meetings by scheduling and reserving rooms and preparing supplies.
  • Composed, edited and typed complex memos and reports with job-related software.
  • Oversaw staff correspondence, record tracking and data communications, resulting in improved automation of office operations.
  • Coordinated travel arrangements and completed expense reports for travel reimbursement.
  • Coordinated catering services for various functions, including sales trainings and department meetings.
  • Conducted research, compiled and typed statistical reports, synthesized information and provided excellent communication to disseminate information throughout organization.
  • Drove customer feedback to deliver information to management for corrective action.
  • Executed on-time, under-budget projects by solving complex issues for senior leadership.
  • Used voice recorder or notepad to compose and transcribe meeting minutes.
  • Reduced financial discrepancies by accurately analyzing and managing customer orders and invoices for various Fortune 500 companies.

District Performance Coordinator

CVS Pharmacy
Henderson, NV
04.2020 - 02.2022
  • Created and maintained accurate records of departmental activities, including budgets, personnel documents and project timelines.
  • Analyzed data to identify trends in customer behavior and preferences.
  • Developed strategies to improve operational procedures and reduce costs.
  • Assisted with the preparation of presentations for senior management meetings.
  • Organized team events to promote a positive work environment.
  • Coordinated with other departments to ensure projects were completed on time and within budget.
  • Provided technical support to staff members regarding software applications and hardware systems.
  • Monitored inventory levels and ordered additional supplies as needed.
  • Drafted reports summarizing progress on various projects for upper-level management review.
  • Conducted regular training sessions for staff members on new software programs or processes.
  • Prepared detailed expense reports for all departmental activities.
  • Collaborated with vendors to arrange contracts for services or products needed by the organization.
  • Facilitated communication between different departments in order to resolve issues quickly.
  • Resolved customer complaints in a timely manner while upholding company standards.
  • Conducted interviews with potential candidates for open positions within the organization.
  • Managed day-to-day operations of the department including scheduling tasks and assigning duties.
  • Organized travel plans for business trips including flights, hotels, car rentals.
  • Developed policies and procedures related to departmental operations ensuring compliance with applicable laws and regulations.
  • Enhanced performance through collaboration with diverse teams.
  • Maintained records of customer needs and preferences.
  • Planned and managed operations to achieve objectives within budgets.
  • Organized teams and resources to optimize timely deliverables.
  • Booked hotel rooms, car rentals and flights for company trips and conferences.
  • Coordinated with other supervisors, combining group efforts to achieve goals.
  • Delegated work to staff, setting priorities and goals.
  • Resolved customer complaints or answered customers' questions.
  • Provided leadership, insight and mentoring to newly hired employees to supply knowledge of various company programs.
  • Trained employees on best practices and protocols while managing teams to maintain optimal productivity.
  • Guided employees in handling difficult or complex problems.
  • Discussed job performance problems with employees, identifying causes and issues to find solutions.
  • Consulted with managers to resolve problems relating to employee performance, office equipment and work schedules.
  • Developed work schedules according to budgets and workloads, covering priority tasks.
  • Interpreted and explained work procedures and policies to brief staff.
  • Issued work schedules, duty assignments and deadlines for office or administrative staff.
  • Reviewed employees' work to check adherence to quality standards and proper procedures.
  • Participated in subordinates' tasks to facilitate productivity or help overcome difficulties.
  • Implemented departmental policies and standards in conjunction with management to streamline internal processes.
  • Recommended solutions related to staffing issues and proposed procedural changes to managers.
  • Researched and prepared reports required by management or governmental agencies.
  • Reviewed reports on employee attendance, productivity and effectiveness to evaluate performance.
  • Analyzed financial activities of department to share budgetary input with managers.
  • Computed balances, totals or commissions to support accounting team.

Senior Pharmacy Technician

CVS Pharmacy
Boulder City, NV
04.2010 - 04.2020
  • Maintained and updated patient profiles, including allergies, medications and lab results.
  • Provided information to pharmacists for medication orders and prescription refills.
  • Conducted daily inventory of pharmaceuticals and medical supplies.
  • Performed quality assurance activities to ensure accuracy of prescriptions filled.
  • Ordered medications from wholesalers as needed to maintain adequate stock levels.
  • Assisted patients with questions regarding their medications or health concerns.
  • Processed third-party insurance claims for reimbursement of medications.
  • Resolved discrepancies between invoices and purchase orders for pharmacy purchases.
  • Verified that all incoming prescriptions were accurate and complete prior to dispensing them.
  • Ensured compliance with state and federal regulations related to pharmacy operations.
  • Coordinated delivery services for patients unable to pick up their medications in person.
  • Trained new technicians on proper procedures for compounding and dispensing drugs.
  • Audited medication storage areas regularly for expired products or other out-of-date items.
  • Organized workflow within the pharmacy department by assigning tasks appropriately among staff members.
  • Advised physicians about formulary options when prescribing certain drugs for their patients.
  • Managed customer service inquiries from patients regarding their medications or billing issues.
  • Participated in continuing education programs in order to stay abreast of current industry standards.
  • Consulted with customers via telephone or in-person to assist with navigating pharmacy systems and completing requests.
  • Established and updated patient profiles, medications and insurance details.
  • Created new customer profiles and updated demographics, allergies and new medications in pharmacy computer systems.
  • Managed inventories, rotated stock, removed expired or damaged drug products and resolved discrepancies in drug counts.
  • Adhered to regulatory guidelines for workplace safety and customer confidentiality.
  • Maintained clean and organized pharmacy shelving and work areas.
  • Efficiently processed cash register transactions for new and refilled prescription orders.
  • Transmitted claims to insurance companies for payment and reconciled EOBs.
  • Received and verified daily incoming drug inventories, reported discrepancies and logged items into inventory system.
  • Assisted pharmacist with clearing high volume of prescriptions and responded to customer questions.
  • Worked with insurance companies to process claims, resolve problems and obtain payments.
  • Compiled customer demographic, allergy and medical history background.
  • Received, reviewed, dispensed and labeled over 500 prescriptions daily.
  • Participated in prescription pharmaceutical and over-the-counter product inventory audits.
  • Merchandised related products to drive pharmacy department sales.
  • Verified and filled over 500 prescriptions per day in busy Retail pharmacy setting.
  • Communicated effectively with doctors and insurance agencies to resolve prescription cost discrepancies.
  • Received written prescriptions and refill requests from patients, evaluating information for completeness and accuracy before filling.
  • Answered telephones to respond to questions or requests.
  • Mixed pharmaceutical preparations according to written prescriptions.
  • Entered prescription information into computer databases.
  • Assisted customers by answering questions, locating items or referring to pharmacist for medication information.
  • Received written prescription or refill requests, verifying information for completeness and accuracy.
  • Ordered, labeled and counted stock of medications and entered inventory data into computer.
  • Prepared and processed medical insurance claim forms and records.
  • Greeted customers and answered questions regarding personal medications or over-the-counter pharmacy products.
  • Operated cash registers to accept payments from customers.
  • Prepacked bulk medicines, filled bottles with prescribed medications and typed and affixed labels.
  • Monitored supply inventory and promptly submitted replenishment orders to prevent shortages.
  • Received and stored incoming supplies and informed supervisors of stock needs and shortages.
  • Established or maintained medications and other patient profiles.
  • Maintained proper storage and security conditions for drugs.
  • Cleaned and maintained equipment or work areas according to prescribed methods.
  • Checked medications for content, accuracy and completeness of drug packaging and labeling.
  • Transferred medication from vials to sterile, disposable syringes using aseptic techniques.
  • Computed charges for medication or equipment dispensed to hospital patients and entered data into computer.

Education

Associate of Science - Biology

University of Nevada - Las Vegas
Las Vegas, NV

Skills

  • Office Administration
  • Check Processing
  • Workflow Optimization
  • Reception Oversight
  • Calendar Management
  • Information Security
  • Presentation Design
  • Proposal Writing
  • Data Entry
  • Invoice Processing
  • Database Management
  • Scheduling
  • Spreadsheet Management
  • Bookkeeping
  • Filing
  • Research
  • Clerical Support
  • Appointment Scheduling
  • Digital Archiving
  • Expense Reporting
  • Travel Coordination
  • Report Writing
  • Meeting Planning
  • Quality Assurance
  • Microsoft Outlook
  • Legal Administrative Support
  • Mail Distribution
  • Grammar
  • Internet Research
  • Certified Microsoft Office Specialist
  • Relationship Building
  • Prioritizing Patients
  • Correspondence Writing
  • Filing and Data Archiving
  • Billing and Coding
  • Complex Problem-Solving
  • Report Analysis
  • Inventory Supplies
  • Customer Relations
  • Travel Administration
  • Attendance Records Preparation
  • Data Entry Documentation
  • Multi-Line Telephone Systems
  • Reading Comprehension
  • Dedicated Team Player
  • Deadline-Oriented
  • Package Routing
  • Calendaring
  • Sensitive Material Handling
  • Phone Call Answering
  • Account Reconciliation
  • Meeting Logs Management
  • Travel Planning
  • Computer Skills
  • Records Management
  • Documentation and Recordkeeping
  • Social Media Knowledge
  • Business Writing
  • Performance Improvement
  • Insurance Eligibility Verifications
  • Multi-Line Telephone System Operation
  • Strategic Planning
  • Confidential Document Control
  • Typing Proficiency
  • Scheduling and Calendar Management
  • Administrative Support
  • Database Organization
  • Administrative Operations
  • Meeting Arrangements
  • PeopleSoft HRMS
  • Computer Proficiency
  • Executive Management Support

Timeline

Executive Assistant to County Commissioner

Clark County
04.2024 - Current

Region Administrative Assistant

CVS Pharmacy
02.2022 - 04.2024

District Performance Coordinator

CVS Pharmacy
04.2020 - 02.2022

Senior Pharmacy Technician

CVS Pharmacy
04.2010 - 04.2020

Associate of Science - Biology

University of Nevada - Las Vegas

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Kaitlyn Long