Kalesha Smith
Prattville,AL
Summary
Talented Administrator highly successful at motivating teams and streamlining operations. Analytical problem solver and persuasive communicator with talent for thinking outside box for creative solutions.
Overview
11
11
years of professional experience
Work History
Administration Officer
Global Solution
01.2021 - Current
- Screened and transferred incoming calls, took down messages, and transmitted information and documents to internal personnel.
- Managed team petty cash, purchase orders and account transactions.
- Computerized office activities, maintained customer communications, and tracked records through delivery.
- Delivered performance reviews, recommending additional training or advancements.
- Studied processes, implemented cost reductions and developed reporting procedures to maintain administrative workflow.
- Troubleshot employee concerns and recommended corrective actions to resolve issues.
- Maintained personnel records and updated internal databases to support document management.
- Aided colleagues, managers, and customers through regular communication and assistance.
- Leveraged bookkeeping software and automated processes to reduce errors.
- Collected, validated, and distributed information to employees.
- Set priorities and problem-solved workflow issues to maintain rapport with customers and managers.
- Targeted new customers to grow geographic reach and increase revenue.
- Evaluated operational practices and identified improvement opportunities to develop revisions for systems and procedures.
- Administered yearly budget to manage office requirements such as service contracts, postage costs and supply replenishment.
- Processed purchase orders, service contracts and financial reports.
- Drove marketing initiatives to increase brand recognition, facilitate promotion and boost revenue.
- Networked with industry professionals to exchange best practice knowledge and stay abreast of latest developments.
- Entered and maintained departmental records in company database.
- Coordinated with human resources department to handle payroll and personnel databases.
Executive Assistant
Parsons
06.2016 - 06.2020
- Facilitated training and onboarding for incoming office staff.
- Processed travel expenses and reimbursements for executive team and senior management group.
- Worked with senior management to initiate new projects and assist in various processes.
- Updated and maintained confidential databases and records.
- Supported business and hospitality needs of corporate partners and staff during meetings and company events.
- Managed mail and both incoming and outgoing correspondence, mail, email and faxes.
- Created and managed office systems to efficiently deal with documentation.
- Volunteered to help with special projects of varying degrees of complexity.
- Wrote reports, executive summaries and newsletters.
- Greeted arriving visitors, determined nature and purpose of visit and directed individuals to appropriate destinations.
- Led staff and vendors in providing high level of service for owner and guests.
- Answered high volume of phone calls and email inquiries.
- Coordinated events and worked on ad hoc projects.
- Took notes and dictation at meetings.
- Promoted team productivity by keeping supplies organized and well-stocked.
- Updated spreadsheets and databases to track, analyze, and report on performance and sales data.
- Handled confidential and sensitive information with discretion and tact.
- Developed and maintained automated alert systems for important deadlines.
- Handled incoming and outgoing mail, email and faxes.
- Handled logistics, catering, agendas and travel arrangements for meeting and event planning for board of directors, president and executive vice president.
- Streamlined operations and prioritized tasks, allowing senior staff to increase productivity.
- Used QuickBooks to produce monthly invoices, reports, and other deliverables.
- Organized logistics and materials for each meeting and took detailed notes for later dissemination to key stakeholders.
- Used advanced software to prepare documents, reports, and presentations.
- Screened calls and emails and initiated actions to respond or direct messages for managers.
- Organized and coordinated conferences and monthly meetings.
- Filed paperwork and organized computer-based information.
- Updated spreadsheets and created presentations to support executives and boost team productivity.
- Managed executive calendars, scheduling meetings and appointments and coordinating travel arrangements to optimize time.
Administrative Clerk
United States Marine Corps
05.2012 - 05.2016
- Sorted, opened, and routed mail and deliveries to meet business requirements.
- Created and updated physical records and digital files to maintain current, accurate, and compliant documentation.
- Updated pricing, signage and displays to deliver accurate product information.
- Proofread and edited professional documents to fix errors.
- Utilized productivity tools to complete tasks and improve performance.
- Composed inter-office correspondence and provided product and service information to customers.
- Arranged meetings and appointments and updated records to assist management.
- Engaged with customers online and attended in-person networking events to drive traffic and increase sales.
- Input data and processed system change to generate accurate reports.
- Offered technical support and troubleshot issues to enhance office productivity.
- Communicated with customers via phone and email to confirm deliveries and respond to inquiries.
- Created welcoming environment for customer by greeting and assisting, as well as quickly responding to customer inquiries and needs.
- Answered multi-line phone system and transferred callers to appropriate department or staff member.
- Balanced multiple roles to accomplish diverse tasks and make larger impact to organization.
- Identified communication channels to set roadmap to distribute information.
- Entered data into system and updated customer contacts with information to keep records current.
- Coordinated and maintained impressive office organization to keep facilities efficient, organized, and professional.
- Leveraged individual strengths of staff members to increase productivity and accomplish daily tasks.
Education
Bachelor Of Applied Science - Business Administration And Management
American Public University System
Charles Town, WV05.2021
Skills
- Administrative Arrangements
- Customer Relations
- Compliance Requirements
- Equipment Orientations
- Request for Quotation (RFQ)
- Logistics Support Services
- Video Recordings
- Credit and Collections
- Budgeting
- Document Uploading
- HR Support
- Correspondence Preparation
- Capital Expenditures
- Operational Standards
- Database Administration
- Grant Submissions
- Deposit Collection
- Customer Support Needs Assessment
- Appointment Booking
- Budget Adherence
- Policy and Procedure Modification
- Greeting Visitors
- Job Assignments
- Business Policies and Procedures
- File Maintenance
- Report Generation
- Advanced Excel Spreadsheet Functions
- Presentation Design
- Customer Service Process Improvement
- Meeting Support
- Employee Paperwork
Timeline
Administration Officer
Global Solution
01.2021 - Current
Executive Assistant
Parsons
06.2016 - 06.2020
Administrative Clerk
United States Marine Corps
05.2012 - 05.2016
Bachelor Of Applied Science - Business Administration And Management
American Public University System
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