Summary
Overview
Work History
Education
Skills
Certification
Timeline
SeniorSoftwareEngineer
Nikita Jones

Nikita Jones

Executive Assistant
Wetumpka,Alabama

Summary

Executive Assistant skilled at offering high-level administrative support to senior-level staff. Expert in travel management, expense tracking and schedule coordination. Expertly assists executive team using exceptional communication and organizational skills.

Overview

17
17
years of professional experience
1
1
Certification

Work History

Executive Assistant

Rosenberg Associates
02.2023 - Current
  • Managed executive calendars, scheduling meetings and appointments and coordinating travel arrangements to optimize time.
  • Processed travel expenses and reimbursements for executive team and senior management group.
  • Assisted in the development of company policies and procedures, contributing to a more organized work environment.
  • Provided professional administrative support during board meetings, including agenda preparation and minute-taking duties.
  • Coordinated events for staff members, promoting team-building activities and boosting morale within the workplace.
  • Ensured timely completion of action items by tracking progress and following up on delegated tasks from the executive.
  • Assisted in budget management by monitoring expenditures, processing expense reports, and reconciling accounts for the executive office.
  • Maintained confidentiality by handling sensitive information with discretion and professionalism.

Executive Assistant

Delegate Solutions
05.2022 - 02.2023
  • Acting as a strategic resource, ensuring proactive and thoughtful support of multiple clients' administrative needs
  • Scheduling and calendar management, including scheduling meetings and events in multiple time zones
  • Inbox/email management - triage of inbox items, responding on behalf of the client, sorting and organizing email
  • Creating a streamlined process for email management and deployment
  • Task management, including preparation for and follow-up for meetings, action item completion, and project tracking
  • Managing internal documentation and organization of document storage
  • Travel coordination - booking travel for clients and coordinating transportation logistics
  • Monitoring, reviewing, and processing expense reports, expenditures, and invoices
  • Hosting / participating in meetings and video calls
  • Perform and oversee many tasks in clients' preferred CRM and/or task management application

Administrative Secretary

Alabama State University
08.2014 - 05.2022
  • Oversaw the State of Alabama funded Office of School Readiness First Class grant.
  • Maintained the $300,000 plus state funded budget and coordinated with grant representative to ensure it was in compliance
  • Reviewed and maintained student registration and confidential information.
  • Coordinated and managed the Director's travel arrangements, including booking airfare, hotel and ground transportation.
  • Directed administrative functions for the executive levels of the University.
  • Supported the human resources department in the annual employee review process to manage performance merit increases.
  • Oversaw inventory and office supply purchases.
  • Coached new employees on administrative procedures, universities policies and performance standards.
  • Interacted with students and families to follow up on missing or deficient information and relayed and discussed the status of applications.
  • Greeted incoming customers in a professional manner and provided friendly, knowledgeable assistance.
  • Developed and maintained an alert system for upcoming deadlines on incoming requests and events.
  • Utilized PeopleSoft database to create student accounts and apply charges to for any payments rendered.

Administrative Assistant

Montgomery County District Attorney's Office
06.2014 - 08.2014
  • Maintain confidentiality of records as necessary and follows department policy regarding the release of information.
  • Researched information in DA Information System (DAIS) and provide the caller with the information that can be released to them.
  • Utilized court dockets, appointment rosters, and special instruction notes, to assist in determining the nature of individuals' visit and the appropriate person to visit.
  • Sorted, received, and distributed mail correspondence between departments and personnel, including parcel packaging, preparation, and efficient shipping.
  • Greeted incoming customers in a professional manner and provided friendly, knowledgeable assistance.

Administrative Support Assistant II

Alabama Department Of Finance
09.2013 - 05.2014
  • Enter various data relating to payment vouchers, cash receipts, sheriff removals, and other transactions into the Central Accounting System (CAS) and Advantage Financial System (AFNS) ensuring accurate submission are made in a timely manner..
  • Assist the Agency Distribution section by validating warrant registers against voucher for accuracy and completeness.
  • Act as back up to the Comptroller's Assistant, when needed, ensuring sufficient operation of daily activities continuance of productivity and timely workflow within the Executive Office.
  • Gather, review, and check the department employee's payroll time sheets for accuracy and completeness so that they are processed in a timely manner. Assessed urgency and priorities before accepting or declining appointments and meetings with the CEO.
  • Communicate and correspond with individuals and wide array of entities (utilizing verbal, written, and electronic methods) to respond to inquiries, request supporting information, and resolve problem regarding vendor file maintenance.

Administrative Support Assistant I

Alabama Crime Victims Compensation Commission
09.2012 - 08.2013
  • Reviewed incoming claims to ensure that all pertinent information is received, the application is complete, and the application meets all of the initial eligibility requirements required by law.
  • Entered all pertinent data from incoming applications into the database in order to create a claim file.
  • Reviewed and process claim file mail to determine if the document is an original or supplemental bill in order for the claim to be processed by specialists.
  • Assisted Executive Director, Claims Manager, and Claims Specialist as needed such as answering telephones, making copies, verifying bills, typing letters, and other reports

Switchboard Operator

ITT Mission Systems
10.2009 - 11.2010
  • Managed a very high volume of 200+ calls per day.
  • Ensured exceptional customer service with a friendly, professional demeanor.
  • Perform inputting, updating, maintenance and accuracy checks on a computerized database of Armed Forces information.
  • Provided routine, non-interpretative information on request and keeps updated on daily base activities to respond to and provide callers with current armed forces activity information.
  • Received emergency calls, forwards calls to appropriate personnel, and ensures that callers reach appropriate people.

Client Owned Equipment Specialist

Kellogg Brown And Root, Inc.
07.2008 - 10.2009
  • Assisted the Client Owned Equipment Administrator in performing record keeping and location tracking functions associated with client owned property administration.
  • Conducted physical inventories in accordance with the Client and/or government regulations.
  • Maintained daily inventory of all Government Property within the department.
  • Collaborated with client and/or Government Property Administrator to resolve property administration issues.
  • Tracked and maintained physical records of maintenance to all equipment daily.

MWR Coordinator

Kellogg Brown And Root, Inc.
10.2007 - 07.2008
  • Coordinated activities to promote Moral, Welfare and Recreation for the Armed Forces.
  • Prepared requisitions for materials needed within the department.
  • Maintained daily inventory of all Government Property and Non-Government Property within the department.
  • Organized events and entertainment for the Armed Forces.
  • Navigated through STEAM to track assets for Cross Level purposes needed for the department.

Education

Computer Science

Mississippi State University
Starkville, MS

Skills

  • Advanced MS Office Suite
  • Expense reporting
  • AP/AR Proficiency
  • Technical Support
  • Schedule Management
  • Project Management
  • Travel coordination
  • Process optimization
  • Strong Interpersonal Skills

Certification

  • Professional Administrative Certificate of Excellence (PACE) - American Society of Administrative Professionals

Timeline

Executive Assistant

Rosenberg Associates
02.2023 - Current

Executive Assistant

Delegate Solutions
05.2022 - 02.2023

Administrative Secretary

Alabama State University
08.2014 - 05.2022

Administrative Assistant

Montgomery County District Attorney's Office
06.2014 - 08.2014

Administrative Support Assistant II

Alabama Department Of Finance
09.2013 - 05.2014

Administrative Support Assistant I

Alabama Crime Victims Compensation Commission
09.2012 - 08.2013

Switchboard Operator

ITT Mission Systems
10.2009 - 11.2010

Client Owned Equipment Specialist

Kellogg Brown And Root, Inc.
07.2008 - 10.2009

MWR Coordinator

Kellogg Brown And Root, Inc.
10.2007 - 07.2008

Computer Science

Mississippi State University

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