Summary
Overview
Work History
Education
Skills
Timeline
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Lillian Maloney

Tempe,AZ

Summary

Experienced professional office support specialist with a strong background in administrative functions and office management. Known for reliability and thriving in dynamic work environments. Exceptional organizational skills and a collaborative mindset contribute to the smooth operations of teams and the achievement of goals.

Overview

14
14
years of professional experience

Work History

Administrative Assistant

Intel
01.2022 - Current
  • Optimized calendar management by scheduling appointments strategically while considering priorities and minimizing conflicts.
  • Assisted in onboarding new employees, providing training materials, and coordinating orientation schedules to ensure a smooth integration into the team.
  • Supported staff through scheduling meetings, coordinating travel arrangements, and preparing crucial documents.
  • Coordinated office supply inventory management, proactively ordering necessary items before depletion to avoid workflow disruptions.
  • Assisted coworkers and staff members with special tasks on daily basis.
  • Organized office events such as holiday parties or team-building activities, promoting a positive company culture and boosting employee morale.
  • Promoted a positive work environment through effective communication skills and fostering professional relationships among colleagues.

Administrative Assistant Supervisor

Southwest Human Development
03.2020 - 06.2021
  • Manage the administrative work in support of one Associate Director, five managers and 35 staff, including supervising two Administrative Assistants
  • Lead the development and delivery of training for all support staff on a new database that will host all referral information
  • Deal with the new DCS Guardian database by ensuring all information is accurate (e.g., price points), tracking and reporting the volume of referrals, and meeting regularly with the funder for problem escalation and resolution
  • Manage the billing process, both the old and new process, for approximately 500 reports/$800,000 month
  • Responsible for reconciling invoice charges with payments and following up with vendor to collect past due amounts
  • Responsible for arranging travel and rental cars for staff and processing all expenses and invoices for reimbursement through Microix (pre-COVID)
  • Secure and manage agreements with all interpreter agencies and schedule interpreters for home visits for all programs
  • Oversight of building maintenance — escalate and resolve issues with the building maintenance company, order supplies, stock the kitchen, and coordinate with the cleaning and pest control companies

Departmental Administrative Support Coordinator

Southwest Human Development
04.2019 - 03.2020
  • Managed the administrative work in support of one Vice President who managed seven child welfare programs, including supervising two Administrative Assistants
  • Organized monthly training events, including scheduling, catering, and overseeing materials
  • Managed the billing process for several programs within the department, which included receiving and confirming the accuracy of all invoices, providing all supporting documents, and submitting billing to the funder
  • Prepared, proofed and uploaded documents for Proposals to the state
  • Assisted the Vice President and Associate Directors with special projects, such as leading administrative work associated with annual agency seminars

Secretary

Southwest Human Development
08.2010 - 04.2011
  • Served as IT Liaison for Kinship Care and Adoptions department — problem solved IT issues before escalating with a ticket to IT
  • Updated personnel information for 50+ staff
  • Established time sensitive referrals in database for three programs
  • Prepared workstations for new employees
  • Created quarterly reports for 'Reading is Fundamental' - a program that supplies books to the families we serve
  • Completed special projects received in the Support Office

Education

Bachelor of Arts - Education

Arizona State University

Skills

  • Customer Service
  • Administrative Support
  • Time Management
  • Critical Thinking
  • Strong Problem Solver
  • Professional Communication
  • Office Management
  • Scheduling and calendar management
  • Dedicated Team Player
  • Deadline-oriented
  • Professional and mature

Timeline

Administrative Assistant

Intel
01.2022 - Current

Administrative Assistant Supervisor

Southwest Human Development
03.2020 - 06.2021

Departmental Administrative Support Coordinator

Southwest Human Development
04.2019 - 03.2020

Secretary

Southwest Human Development
08.2010 - 04.2011

Bachelor of Arts - Education

Arizona State University

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Lillian Maloney