Kay F. Shelton
Gallatin,TN
Summary
Professional with strong background in executive support, adept at managing complex schedules, coordinating meetings, and handling confidential information. Highly skilled in communication, organization, and problem-solving, ensuring seamless office operations. Focused on team collaboration and achieving results, adapting flexibly to changing needs and priorities. Dependable and resourceful, consistently delivering high-quality outcomes.
Overview
2016
2016
years of professional experience
Work History
Executive Assistant to 4 owners, Project Budgeting, Payroll & Accounting
California Sheet Metal
- Maintained confidentiality with sensitive documents, ensuring proper storage and distribution as needed.
- Managed executive calendars, scheduling meetings and appointments and coordinating travel arrangements to optimize time.
- Streamlined executive communication by managing emails, phone calls, and scheduling appointments.
- Answered high volume of phone calls and email inquiries.
- Screened calls and emails and initiated actions to respond or direct messages for managers.
- Improved office efficiency by implementing new filing systems and document management processes.
- Managed office inventory, tracking supplies and placing orders to ensure smooth daily operations.
- Aided in the recruitment process by screening resumes, scheduling interviews, and assisting with candidate selection.
- Assisted in the development of company policies and procedures, contributing to a more organized work environment.
- Supported executives in decision-making processes by conducting research and presenting findings in clear formats.
- Coordinated events and worked on ad hoc projects.
- Used QuickBooks to produce monthly invoices, reports, and other deliverables.
- Took notes and dictation at meetings.
Human Resources Assistant
Teal Electronics
- Organized new employee orientation schedules for new hires.
- Developed strong relationships with employees through consistent communication and support, leading to increased retention rates.
- Efficiently managed personnel files, maintaining confidentiality while keeping records up-to-date and organized.
- Assisted in payroll processing to ensure timely delivery of paychecks to all employees.
- Processed employee termination paperwork at direction of supervisory staff.
- Participated in recruitment and selection process for new hires.
- Developed and maintained HR policies and procedures.
- Created and completed personnel action forms for hires, terminations, title changes and terminations.
- Answered and redirected incoming phone calls for office.
- Supported HR Manager in strategic planning sessions focused on organizational development and growth.
- Coordinated employee training programs to promote professional development and skill enhancement.
- Provided assistance during annual performance review processes, collecting data to help inform evaluations and goal setting initiatives.
- Responded to employee inquiries regarding benefits and other HR topics.
- Scheduled and coordinated interviews between hiring managers and potential candidates.
- Checked references for potential candidates.
Administrative Assistant
Architectural Systems
- Delivered excellent customer service through prompt responses to client inquiries, addressing concerns effectively, and building strong relationships.
- Managed filing system, entered data and completed other clerical tasks.
- Managed phone and email correspondence and handled incoming and outgoing mail and faxes.
- Interacted with vendors, contractors and professional services personnel to receive orders, direct activities, and communicate instructions.
- Answered multi-line phone system, routing calls, delivering messages to staff and greeting visitors.
- Ensured accurate record-keeping with diligent data entry and database management for vital company information.
- Coordinated office supply inventory management, proactively ordering necessary items before depletion to avoid workflow disruptions.
- Identified and recommended changes to existing processes to improve accuracy, efficiency, and quality service.
- Opened and properly distributed incoming mail to promote quicker response to client inquiries.
- Assisted coworkers and staff members with special tasks on daily basis.
- Promoted a positive work environment through effective communication skills and fostering professional relationships among colleagues.
- Managed expense reports for executive staff members, ensuring accurate documentation of spending for budgeting purposes.
- Facilitated cross-departmental communication, organizing meetings to discuss project progress and align objectives.
- Enhanced office environment, organizing spaces for better workflow and employee comfort.
- Worked effectively in fast-paced environments.
- Self-motivated, with a strong sense of personal responsibility.
- Skilled at working independently and collaboratively in a team environment.
- Excellent communication skills, both verbal and written.
- Demonstrated respect, friendliness and willingness to help wherever needed.
- Organized and detail-oriented with a strong work ethic.
Executive Assistant to Principal & Assistant Principal
Las Cruces Public Schools
Las Cruces, USA
01.2007 - 01.2016
- Delivered unsurpassed performance with administrative and executive support
- Diligently maintained student records
- Participated in highly confidential meetings of staff, parents and students, focusing on detailed minutes for follow up
- Liaison between parents, students, staff and district
- Accurate and detailed records of invoices and support documents for purchase orders and general accounting
- Solely created training manuals, policies and procedures for two schools, creating a smooth office environment
- Designed new innovative monthly newsletter and distributed monthly
- Coordinated school wide events such as fundraisers, fall carnival, registration, new student orientation
Executive Assistant & Grade Technician, for Chair of the Dental Program
ATSU Arizona School of Health Science
Arizona, USA
01.2004 - 01.2007
- Demonstrated unmatched commitment, successfully serving two separate programs at once
- Earned a promotion in 2006, and became an intricate part of the new dental school
- Worked closely with applicants through the application process, effectively generating acceptance paperwork and contracts for 2,000+ students annually
- Formulated KPIs to closely measure recruitment strategies
- Creation of contracts, clinical coordination for residential students, and marketing tactics, and accurate weekly meeting minutes for board review
- Redesigned and implemented accurate data record management for student immunizations, gatekeeper for Sports Health Chair publications
- Coordinated graduation events at offsite facilities and all duties pertinent to a prosperous ceremony biannually
Executive Assistant to Vice President & Regional Sales Manager
Uniform Works Division of Chef Works
California, USA
01.2002 - 01.2004
- Sustained ongoing communication and facilitating solutions to address concerns and problematic orders, ensuring customer satisfaction
- Exceptional rapport with sales staff and vendors
- Played an active role in administrative support to both owners of Chef Works simultaneously and Human Resources Director
- Processed orders, often scheduled extensive travel arrangements
- Assisted in interviewing, hiring, training of new staff
- Awarded for exceptional proofreading skills for annual catalog, by abolishing continual errors in previous distributions therefore increasing companies’ reputation and decreasing publication costs
Education
Career Executive Administration Diploma - Honors
Kelsey-Jenny College of Business
San Diego, CATime Management for Corporate Executives Certificate -
BHB Consulting Services
San DiegoSkills
- Contract & Database Management
- Office & Operations Administrator
- Project Planning
- Problem Identification & Resolution
- Reporting & Documentation
- Process Improvement
- Scheduling & Time Management
- Budgeting & Cost Control
- MS Outlook
- Executive Support
- Office Management
- Schedule & calendar planning
- Office Administration
- Information confidentiality
- Customer Service-Oriented
- Expense Reporting
- Scheduling
- Calendar Management
- Professional and mature
- Travel Coordination
- Excel spreadsheets
- Database Management
- Document Preparation
- Proofreading
- Invoice Processing
Career Experience
- Executive Assistant to Principal & Assistant Principal, 01/01/07, 12/31/16, Las Cruces Public Schools, Las Cruces, NM, Delivered unsurpassed performance with administrative and executive support., Diligently maintained student records., Participated in highly confidential meetings of staff, parents and students, focusing on detailed minutes for follow up., Liaison between parents, students, staff and district., Accurate and detailed records of invoices and support documents for purchase orders and general accounting., Solely created training manuals, policies and procedures for two schools, creating a smooth office environment., Designed new innovative monthly newsletter and distributed monthly., Coordinated school wide events such as fundraisers, fall carnival, registration, new student orientation.
- Executive Assistant & Grade Technician, for Chair of the Dental Program, 01/01/04, 12/31/07, ATSU Arizona School of Health Science, Arizona, AZ, Demonstrated unmatched commitment, successfully serving two separate programs at once., Earned a promotion in 2006, and became an intricate part of the new dental school., Worked closely with applicants through the application process, effectively generating acceptance paperwork and contracts for 2,000+ students annually., Formulated KPIs to closely measure recruitment strategies., Creation of contracts, clinical coordination for residential students, and marketing tactics, and accurate weekly meeting minutes for board review., Redesigned and implemented accurate data record management for student immunizations, gatekeeper for Sports Health Chair publications., Coordinated graduation events at offsite facilities and all duties pertinent to a prosperous ceremony biannually.
- Executive Assistant to Vice President & Regional Sales Manager, 01/01/02, 12/31/04, Uniform Works Division of Chef Works, California, CA, Sustained ongoing communication and facilitating solutions to address concerns and problematic orders, ensuring customer satisfaction., Exceptional rapport with sales staff and vendors., Played an active role in administrative support to both owners of Chef Works simultaneously and Human Resources Director., Processed orders, often scheduled extensive travel arrangements., Assisted in interviewing, hiring, training of new staff., Awarded for exceptional proofreading skills for annual catalog, by abolishing continual errors in previous distributions therefore increasing companies’ reputation and decreasing publication costs.
Timeline
Executive Assistant to Principal & Assistant Principal
Las Cruces Public Schools
01.2007 - 01.2016
Executive Assistant & Grade Technician, for Chair of the Dental Program
ATSU Arizona School of Health Science
01.2004 - 01.2007
Executive Assistant to Vice President & Regional Sales Manager
Uniform Works Division of Chef Works
01.2002 - 01.2004
Executive Assistant to 4 owners, Project Budgeting, Payroll & Accounting
California Sheet Metal
Human Resources Assistant
Teal Electronics
Administrative Assistant
Architectural Systems
Career Executive Administration Diploma - Honors
Kelsey-Jenny College of Business
Time Management for Corporate Executives Certificate -
BHB Consulting Services