Karlene Hester
Executive Assistant
Helena,AL
Summary
Driven and resourceful administrative professional with 18+ years of experience assisting with work of high-achieving executives. Track record supporting professional needs with well-organized precision. Successfully manages high-volume workloads in rapidly changing environments.
Overview
21
21
years of professional experience
6
6
years of post-secondary education
Work History
Executive Assistant
The Worship Center Christian Church
Birmingham, AL.
03.2010 - Current
- Microsoft Office, Windows, Outlook, Exchange, Keynote
- Maintain multidimensional complex calendar events and create highly effective filing system
- Prioritize emails, receive incoming calls, schedule board and executive meetings
- Book conference rooms, arrange out of town conferences, travel, and hotel accommodations
- Create, prioritize, and modify documents making office more efficient using Excel spreadsheets
- Answer all incoming calls
- Prepare all contracts for clients and brief them with CEO
- Take dictation and handle all financial records
- Draft correspondence, conduct online research, prepare pickup and delivery courier service
- Handle confidential material at highest level
- Prepare and reconcile expense reports
- Upheld strict timetables by maintaining accurate, balanced calendars.
- Answered high volume of phone calls and email inquiries.
- Streamlined operations and prioritized tasks, allowing senior staff to increase productivity.
- Handled logistics, catering, agendas and travel arrangements for meeting and event planning for board of directors, president and executive vice president.
- Worked with clients to effectively plan and coordinate logistics for special projects and events.
- Managed mail and both incoming and outgoing correspondence, mail, email and faxes.
- Organized logistics and materials for each meeting, arranged spaces and took detailed notes for later dissemination to key stakeholders.
- Worked with senior management to initiate new projects and assist in various processes.
HR-Business Office Manager
Enhanced Care Initiatives
Birmingham, AL
01.2005 - 03.2010
- Developed highly-efficient administrative team through ongoing coaching and professional development opportunities.
- Resolved issues through active listening and open-ended questioning, escalating major problems to manager.
- Recruited, hired, trained and supervised staff of 6 and implemented mentoring program that offered positive employee engagement.
- Developed and implemented office management procedures to increasing training team productivity and accuracy.
- Interceded between employees during arguments and diffused tense situations.
- Completed bi-weekly payroll for10 employees.
- Supervised 6 administrative team members and provided constructive feedback, resulting in higher morale and increased employee retention.
- Provided backup to front desk to step in to assist with various tasks whenever employee was absent or at lunch.
- Coordinated 24 meetings per year by reserving conference rooms and sending electronic meeting invitations to participants.
- Established and developed strong administrative team by delivering ongoing coaching and motivation and fostering career advancement.
Executive Assistant
Virginia College Corporate Office
Birmingham, AL
01.2002 - 12.2005
- Database Management
- Managed team of 10 professionals
- Reduced and controlled expenses by 15% by negotiating vendor contracts
- Developed department's first incentive performance plan which motivated staff and produced resulted
- Designed PowerPoint presentations for monthly divisional meetings with top- level executives
- Maintained and coordinated executive and senior management day-to-day schedules
- Created professional business presentations
- Prepared standard operating procedures
- Created written memorandum and business correspondence
- Managed office inventory and placed new supply orders
- Updated employee paperwork and records
- Trained new staff members and managed daily performance
- Developed and administered department budgets
- Drafted internal documents and memorandum
- Provided and coordinated team building events
- Planned travel arrangements for 2 executives
- Managed receptionist area, including greeting visitors and responding to telephone calls and in-person requests for information
- Maintained front desk and reception area in neat and organized fashion
- Served as central point of contact for all outside vendors needing to gain access to building
- Planned meetings and prepared conference rooms
- Maintained up-to-date department organizational chart
- Dispersed incoming mail to correct recipients throughout office
- Supplied key cards and building access to employees and visitors
- Made copies, sent faxes and handled all incoming and outgoing correspondence
- Organized files, developed spreadsheets, faxed reports and scanned documents
- Properly routed agreements, contracts, and invoices through signature process
- Received and screened high volume of internal and external communications including email and mail
- Managed daily office operations and maintenance of equipment.
- Screened calls and emails and initiated actions to respond or direct messages for managers.
Education
Master of Science - Clinical Mental Health Counselor
Capella University
Minneapolis, Minnesota 11.2021 - Current
Bachelor of Science - Psychology - Christian Counseling
Liberty University
Lynchburg, VA 04.2015 - 07.2020
Skills
Microsoft Wordundefined
Work Availability
monday
tuesday
wednesday
thursday
friday
saturday
sunday
morning
afternoon
evening
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Timeline
Master of Science - Clinical Mental Health Counselor
Capella University
11.2021 - Current
Bachelor of Science - Psychology - Christian Counseling
Liberty University
04.2015 - 07.2020
Executive Assistant
The Worship Center Christian Church
03.2010 - Current
HR-Business Office Manager
Enhanced Care Initiatives
01.2005 - 03.2010
Executive Assistant
Virginia College Corporate Office
01.2002 - 12.2005
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