Kia Solis
Teaneck,NJ
Summary
Experienced Executive Secretary provides comprehensive administrative support to upper level team. Adept at managing calendars, preparing reports and coordinating meetings. Demonstrates excellent customer service, problem-solving, and communication skills.
Overview
11
11
years of professional experience
1
1
Certification
Work History
Executive Administrative Assistant
Nutley Family Service Bureau
08.2023 - Current
- Handled scheduling for executive's calendar and prepared meeting agenda and materials.
- Responded to emails and other correspondence to facilitate communication and enhance business processes.
- Coordinated and booked airfare, hotel and ground transportation and prepared itinerary to facilitate successful trips.
- Produced accurate office files, updated spreadsheets, and crafted presentations to support executives and boost team productivity.
- Scheduled appointments and handled calenders for senior leadership.
- Seamlessly interacted with colleagues to plan and complete special projects.
- Screened calls and emails and initiated actions to respond or direct messages for managers.
- Organized and updated schedules for executives.
- Gathered documents, data and formulated analytics to prepare issues for discussion and reports for review.
- Used software to coordinate meetings, appointments, and tasks senior executives.
- Updated spreadsheets and created presentations to support executives and boost team productivity.
- Handled confidential and sensitive information with discretion and tact.
- Managed executive calendars, scheduling meetings and appointments and coordinating travel arrangements to optimize time.
- Updated spreadsheets and databases to track, analyze, and report on performance and sales data.
- Answered high volume of phone calls and email inquiries.
- Screened calls and emails and responded accordingly to support executive correspondence.
- Conducted research and analyzed data to provide detailed reports on various business topics.
- Filed paperwork and organized computer-based information.
- Updated and maintained confidential databases and records.
- Worked with senior management to initiate new projects and assist in various processes.
- Managed mail and both incoming and outgoing correspondence, mail, email and faxes.
- Greeted arriving visitors, determined nature and purpose of visit and directed individuals to appropriate destinations.
- Streamlined operations and prioritized tasks, allowing senior staff to increase productivity.
- Screened personal and business calls and directed to appropriate party.
- Volunteered to help with special projects of varying degrees of complexity.
- Promoted team productivity by keeping supplies organized and well-stocked.
Senior Administrative Assistant
Nutley Family Service Bureau
08.2020 - 08.2023
- Supported program operations by preparing and updating documents, reports and spreadsheets.
- Created and updated records and files to maintain document compliance.
- Offered technical support and troubleshot issues to enhance office productivity.
- Managed electronic records database and handled all file requests.
- Delivered top-notch administrative support to office staff, promoting excellence in office operations.
- Maintained personal schedule, professional calendar and individual appointments for senior staff members.
- Coached new employees on administrative procedures, company policies, and performance standards.
- Kept files and records in content management systems such as MS SharePoint, EXCEL and others.
- Prepared flawless emails and other documents upon direction of immediate supervisor.
- Researched and analyzed data to efficiently contribute to executive reports for monthly meetings.
- Managed disbursement of information per executive request by monitoring client arrivals and access facility access.
- Assisted supervisory staff with management of complex calendars and to-do lists to support organization and productivity.
- Answered multi-line phone system, routing calls, delivering messages to staff and greeting visitors.
- Restocked supplies and placed purchase orders to maintain adequate stock levels.
- Created and maintained databases to track and record customer data.
- Developed and updated spreadsheets and databases to track, analyze, and report on performance and sales data.
- Scheduled office meetings and client appointments for staff teams.
- Managed filing system, entered data and completed other clerical tasks.
- Managed phone and email correspondence and handled incoming and outgoing mail and faxes.
- Assisted coworkers and staff members with special tasks on daily basis.
Medical Administrative Assistant
Nutley Family Service Bureau
09.2012 - 08.2020
- Maintained and updated patient records for accurate, current medical histories.
- Answered incoming calls, routed messages and resolved patient inquiries within target timeframes.
- Supported office staff and operational requirements with administrative tasks.
- Conducted insurance verification and preauthorizations and managed patient charts.
- Documented patient medical information, case histories, and insurance details to facilitate smooth appointments and payment processing.
- Organized paperwork such as charts and reports for office and patient needs.
- Greeted patients and provided required paperwork to facilitate services.
- Scheduled patient appointments and placed reminder calls to deliver exceptional customer experience.
- Managed master calendar and scheduled appointments for providers based on optimal patient loads and clinician availability.
- Called patients to confirm scheduled appointments day in advance.
- Generated reports and logged patient information for reliable records.
- Answered telephone calls to offer office information, answer questions, and direct calls to staff.
- Coordinated patient scheduling, check-in, check-out and payments for billing.
- Adhered to strict HIPAA guidelines to protect patient privacy.
- Provided prompt, polite and professional in-person and telephone customer service.
- Updated patient information and insurance details for accurate electronic medical records.
- Registered patients and completed associated paperwork for accurate records.
- Gathered forms and copied insurance cards to collect patient information for billing and insurance filing.
- Received, recorded and filed medical payments by check, cash, and credit card.
Education
High School Diploma -
Belleville High School
Belleville, NJ06.2012
Skills
- Spreadsheet Tracking
- Quality Control
- Information Confidentiality
- Master Calender Management
- Spreadsheet Creation
- Report Generation
- Social Media Management
- Scheduling
- Customer Service
- Schedule Management
- Professionalism
- Office Management
- Excellent Communication
- Maintaining Schedules
- Organizational Skills
- Multitasking Abilities
- Time Management
- Team Collaboration
- Calendar Management
- Mail Management
- Business Administration
- Project Oversight
- Administrative Support
- Filing and Data Archiving
- Excel Spreadsheets
- Advanced MS Office Suite
- Report Analysis
- Multi-Line Phone Proficiency
- Schedule & Calendar Planning
- Executive Support
- Report Development
- Social Media Knowledge
- Office Administration
- Call Routing
Accomplishments
- Used Microsoft Excel to develop inventory tracking spreadsheets.
- Resolved product issue through consumer testing.
Certification
- PMP - Project Management Professional
Languages
Spanish
Limited Working
Timeline
Executive Administrative Assistant
Nutley Family Service Bureau
08.2023 - Current
Senior Administrative Assistant
Nutley Family Service Bureau
08.2020 - 08.2023
Medical Administrative Assistant
Nutley Family Service Bureau
09.2012 - 08.2020
High School Diploma -
Belleville High School