LYNN LEWIS
Naples,FL
Summary
Determined and proactive Executive Assistant with experience driving success by supporting company leaders. Strong sense of urgency to anticipate and respond effectively to needs of senior-level executives. History of thriving in fast-paced, dynamic environment.
Overview
38
38
years of professional experience
Work History
Executive Assistant to the CEO & President
Catalyst OrthoScience Inc.
06.2024 - Current
- Handle confidential and sensitive information with discretion and tact.
- Manage executive calendars, scheduling meetings and appointments, and coordinating travel arrangements to optimize time.
- Maintain confidentiality with sensitive documents, ensuring proper storage and distribution as needed.
- Process travel expenses and reimbursements for the executive team and senior management group
- HR liaison managing 51 employees' personnel files, documents, insurance, etc., and familiar with working with a PEO
- Answer a high volume of phone calls and email inquiries.
- Deliver exceptional organizational support enabling executive focus on high-level strategic initiatives fostering company growth.
- Collaborate on special projects to improve overall business operations within the organization efficiently.
- Aid recruitment by screening resumes, scheduling interviews, and assisting with candidate selection.
- Maintain strict confidentiality of sensitive information, upholding company's privacy policies and ethical standards.
- Contributed to development of internal policies and procedures, enhancing organizational effectiveness and compliance.
- Volunteered to help with special projects of varying degrees of complexity.
- Promoted team productivity by keeping supplies organized and well-stocked.
- Organized logistics and materials for each meeting and took detailed notes for later dissemination to key stakeholders.
- Handled confidential and sensitive information with discretion and tact.
- Managed executive calendars, scheduling meetings and appointments and coordinating travel arrangements to optimize time.
Executive Assistant in Administration
NCH Healthcare
03.2020 - 05.2024
- Open, read, and write answers to routine letters and correspondence for executives
- Manage master Outlook calendar for Chief Human Resources Officer and Director Government Relations
- Supervise and manage calendars while allocating tasks to administrative support team for smooth operational flow
- Arrange appropriate travel, visas, agendas, necessary contacts, and other information for executive travel
- Verify the operation of office equipment by completing preventive maintenance requirements and calling for repairs
- Confirm office supplies stock and placed orders to maintain levels
- Conceive, prepare, and help to launch special projects to support NCH's new Veterans program
- Answer phones and emails for C-Suite executives with efficiency and appropriate responses
- Catered lunches and dinners for various executives, visitors, students, and doctors
- Address and respond to incoming correspondence including letters signed by the CEO to patients, families, and community members
- Tackle and address top-level, high-priority issues while maintaining professional administrative discretion
- Support marketing and advertising efforts by creating marketing materials such as email blasts and social media
- Obtain signatures for important financial and legal documents
- Distributed all incoming and outgoing mail for14-member executive team
- Controlled payroll for80 managers, directors, and c-suite
- Managed executive calendars, scheduling meetings and appointments and coordinating travel arrangements to optimize time.
- Handled confidential and sensitive information with discretion and tact.
Administrative Assistant - Chaplains Office
NCH Healthcare
04.2018 - 03.2020
- Greeted visitors or callers daily to handle inquiries or direct to appropriate persons
- Tracked and submitted employee timesheets to accounting department for payroll processing
- Reviewed and suggested improvements for diverse range of documentation, including interoffice correspondence, reports and presentations
- Managed building access by supplying key cards to employees and visitors
- Prepared packages for shipment by generating invoices and setting up courier deliveries
- Monitored attendance records by taking note of staff vacation time, sick days, and personal days
- Organized and maintained filing and document management systems by coordinating, archiving, and purging files
- Verify operation of office equipment by completing preventive maintenance requirements and schedule repairs
- Maintained inventory in administrative building supply closet to prevent shortages of supplies
- Maintained confidentiality of sensitive information by adhering to strict privacy policies and implementing secure filing systems.
- Coordinated office supply inventory management, proactively ordering necessary items before depletion to avoid workflow disruptions.
- Organized office events such as holiday parties or team-building activities, promoting a positive company culture and boosting employee morale.
Office Manager/Assistant
Dr Alan Lewis
05.1987 - 10.2014
- Trained7 employees on best practices and protocol while managing teams to maintain optimal productivity
- Automated office operations to manage client correspondence, record tracking and data communication
- Improved operational efficiencies, managing work requests, new orders, pricing and changes while coordinating logistics to verify delivery dates
- Optimized personnel coverage, preparing work schedules based on staff availability and forecasted demands
- Monitored office inventory to maintain adequate supply levels and order products
- Monitored financial bookkeeping for accuracy and compliance, resolving identified discrepancies
- Streamlined back office services for clients to promote proper functionality and positive user experience
- Recruited, trained and developed dynamic administrative team, supporting all corporate growth and productivity objectives
- Automated office operations, managing client correspondence, payment scheduling, record tracking and data communications
- Defined and documented office procedures, using updated SOPs to provide thorough and comprehensive training for all administrative support staff
- Coordinated office activities and operations to secure efficiency and compliance with company policies including up to date credentialing, licenses, CLIA etc
- Provided HIPAA CLIA and regulated compliance records for state and county
Education
Bachelor of Science - Gerontology/Sp Ed
Slippery Rock University of Pennsylvania
Slippery Rock, PASkills
- Travel administration
- Appointment setting
- Strong problem solver
- Self-starter
- Works well in fast paced environment
- Meeting planning
- Great at spelling & grammar
- Social media knowledge
- Proficient in Outlooks, AllScripts, CONGA, Microsoft processes, email, Facebook, CONCUR, TriNet PEO, SharePoint
- Policy enforcement
- Team leadership
- Executive support
- Schedule & calendar planning
- Office administration
- Meticulous attention to detail
Timeline
Executive Assistant to the CEO & President
Catalyst OrthoScience Inc.
06.2024 - Current
Executive Assistant in Administration
NCH Healthcare
03.2020 - 05.2024
Administrative Assistant - Chaplains Office
NCH Healthcare
04.2018 - 03.2020
Office Manager/Assistant
Dr Alan Lewis
05.1987 - 10.2014
Bachelor of Science - Gerontology/Sp Ed
Slippery Rock University of Pennsylvania
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