Summary
Overview
Work History
Education
Skills
Timeline
Generic

Nowell DiCarlo

East Wenatchee,WA

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. Superb people-skills and public relations experience. Happy, positive personality and good sense of humor.

Overview

30
30
years of professional experience

Work History

Sr. Executive Assistant II

MultiCare Health System
03.2017 - 07.2023
  • Full-time position providing administrative support to Chief Community Executive (CCE): Managed schedules, handle travel plans for conferences, meetings and seminars; process expense reports
  • Proactively identify potential conflicts with calendar and resolve independently
  • Organize, plan, and take minutes for meetings on behalf of CCE, track and ensure action items from leadership meetings are executed post-decision
  • Independently produce and distribute complex, high-quality correspondence, memoranda, and reports
  • Liaison for Chief Community Executive between MultiCare staff and executive leadership, external entities, organizations, and individuals cultivating community relationships, often with high degree of confidentiality
  • Leverage 150 MultiCare yearly community organization sponsorships; follow-up on all sponsor benefits to include: payment of invoices, invites, filling tables, timely submission of ads, arranging for speakers or emcees, providing swag/ promotional materials for events, and extensive coordination with community organizations; when needed, attend functions as a representative on behalf of MultiCare
  • Coordinate and plan large community meetings, seminars, and summits,securing venues, coordination with event organizers, caterers, planning logistics (technical/electrical requirements), distribution of agendas, programs, and documents for events
  • Control and oversee processing 150+ grant applications submitted yearly to the MultiCare Community Partnership Fund, a $1 million-dollar fund focused on building partnerships to advance initiatives, programs, and projects that improve community, involving GuideStar charity status checks, review of Forms 990, evaluations, committee award meetings, funding status notifications, award check prep, track submission and review of grant reports, and extensive coordination/communication with community organizations across multiple counties in Washington state
  • Preparation of department budget, close monitoring of cost center budget and tracking of expenditures
  • Submission of contracts, follow-up of contract renewals, payment of contract pledges and invoices
  • 3+ years working remote (2020 – 2023), 3 years working remote intermittently (2017 – 2020).

Administrative Staff Analyst

City of Seattle
03.2016 - 12.2016
  • Full-time temporary contract position supporting Seattle Public Utilities' branch manager: Implementation of Internal Control procedures across branch
  • Support branch management staff in development of section and division budgets, monitor spending plans and prepare reports
  • Organize purchasing activities in accordance with department internal control guidelines and branch/department standards
  • Support departmental communication and training program implementation
  • Track and report on professional licensing, membership, and certification requirements
  • Manage document control and records retention, coordinate facility requests and space planning needs.

Executive Assistant

City of Hesperia
02.2013 - 03.2016
  • Full-time position providing direct and confidential support to Economic Development Director and staff: Originate and prepare material and documents for approval, maintain confidential records and other information
  • Keep momentum on time-sensitive projects to enable ED Director and office staff to stay abreast of critical decisions or deadlines; re-prioritize as appropriate if business initiatives change and act independently to realign executive priorities
  • Conduct administrative and operational assessment of office standards and implement best practices to streamline processes
  • Create and manage special events calendar, handle organization and timely completion of industry trade show logistics and event arrangements (technical, electrical and space accommodations), calendaring and scheduling with attention to accuracy, detail, and confidentiality
  • Proficiency in New World Accounting Systems software creating purchase requisitions, reports, purchase orders, change orders, tracking budget account balances, process accounts payable paperwork, reconcile monthly invoices and credit card statements
  • Assist in city governmental processes through entry of departmental city council agenda items for bi-monthly meetings, public notification, access and distribution of agenda packets to council members, city officials and public, tracking results of all agenda items; recording secretary for City Council Advisory Committee and Oversight Board meetings requiring high ability to establish and maintain effective relationships at all levels of organization
  • Request bids, compile bid comparison data and notification to vendors of bid awards for office products and event rental needs
  • Reorganize and manage confidential filing system
  • Handle telephone inquiries and triage requests by priority, delegate to appropriate staff, support customer services at City reception desk.

Administrative Specialist III – Office Supervisor

City of Seattle
03.2011 - 12.2012
  • Full-time position performing extraordinarily complex and diverse specialized program support activities to directors and management staff: Supervise staff, provide work direction, training of new hires; assign and review work for support staff ensuring standards are met; conduct weekly status meetings on assignments and projects; handle confidential and sensitive issues and maintain confidential employee information; compose yearly performance evaluations and conduct reviews with support staff; evaluate and recommend systems and equipment to improve admin support functions and general office workflow management
  • Research, direct and coordinate special projects requiring high degree of program knowledge and independence
  • Respond to sensitive and complicated inquiries or problems related to departmental programs or policies; provide internal and external customer service utilizing CSR (Customer Service Request) system, including receiving, analyzing, and managing inquiries with precision and attention to detail, referring, as necessary, to appropriate department divisions
  • Liaison for Public Utilities Department with high-level management, officials, media and representatives of agencies concerning issues, inquiries, questions and resolution of same
  • Manage complex calendars of directors and coordinate meeting scheduling
  • Maintain variety of complex electronic record systems, including materials of highly sensitive or confidential nature; prepare and send files to storage pursuant to city records retention schedules
  • Member of Employee Recognition Committee.

Administrative Specialist III

City of Seattle
07.2007 - 03.2011
  • Full-time position in Court Administration to Director of Court Operations, Court Administrator, Finance and Probation Directors: Compose correspondence and prepare reports, presentations, and other complex and sometimes time-sensitive, confidential documents
  • Monitor and organize high volumes of email, including those from Mayor's Office, City Council, Customer Service Bureau, and other agencies
  • Back-up to public information officer; receive and track public disclosure requests (PDR) from media, attorneys, private citizens, other City departments, and outside agencies as required by Public Records Act, RCW 42.56; organize and retain public disclosure request response files for required retention periods; serve as main point of contact throughout PDR process; initiate and conduct searches for requested information and records; review records and redact information where appropriate; coordinate and manage production of records, delivery to clients, and prepare invoices as required
  • Extensive customer service work serving as liaison between Court Administration and Customer Service Bureau, Mayor's Office, City Council, and other City departments resolving complaints, answering questions and general inquiries, and responding to customer letters, emails, and phone calls
  • Maintain Director of Court Operations' calendar, coordinate and arrange meetings, appointments, and events
  • Travel coordinator for all Court employees
  • Provide personnel information and handle issues of a complex and sensitive nature
  • Member of Court Public Safety Committee
  • Editor of Court's quarterly newsletter.

Administrative Specialist II

City of Seattle
10.2006 - 07.2007
  • Full-time position in Public Services Division of Municipal Court: Pick up and distribute municipal court correspondence
  • MCIS (court software) research, resolution, and response to customer letters, emails, and complaints; set hearing dates; handle online payments of parking and traffic citations, ticket cancellations for stolen vehicles, plates, and wrong makes
  • Work phone center handling calls from public re ticket payments, hearing dates, criminal cases, parking citations, and Department of Licensing (DOL) failure to appear adjudications and deferrals, general court inquiries, and forwarding of calls to appropriate court divisions
  • Extensive knowledge of municipal court operations, municipal court codes, MCIS, and DOL Vehicle/Vessel and Driver Records websites.

Court Reporting Instructor

Bryan College
12.2005 - 02.2006
  • Full-time teaching position: Teach students speed building, requirements of transcript set-up and production, court procedures, critical-thinking skills pertaining to on-the-job situations, ethics, and professionalism
  • Develop class materials, tests, schedule quarterly lesson plans, write class syllabuses
  • Provide feedback. guidance and support to students on participation and performance

Project Administrator

DLR Group (Architects)
10.1999 - 12.2002
  • Full-time position providing administrative and special project management support for company owners, architects, engineers, designers: Compilation and preparation of bid packages to clients; editing and assembling of specifications
  • Collaborated with management and fellow supervisors to organize operations and achieve demanding schedule targets
  • Review all incoming correspondence for management and staff; draft replies to routine letters and memoranda; maintain management calendars and schedule appointments
  • Extensive interaction with company owners, clients, contractors, and city officials on bid package production, addenda to bids, and permit processes
  • Comprehensive management of construction administration phase of projects to include requests for information, submittals, architect's supplemental instructions, and change orders
  • Multi-task numerous projects, coordinate deadlines, expedite client and project management requests, exercising good judgment and resolving issues.

Executive Assistant to CEO/President

R.W. Smith & Associates (Municipal Bond Broker)
08.1998 - 08.1999
  • Full-time position providing personnel management and administrative support to CEO/President: Administrative support to management staff in all branch offices
  • Organize and schedule events and meetings
  • Liaison between brokers in branch offices and CEO with respect to all company business; track and update all brokerage accounts, broker licensing, professional memberships, continuing education requirements; coordinate staff transfer requests with CEO
  • Coordinate travel arrangements for CEO and brokers of all seminars, conferences, and trainings
  • Track and update CEO's calendar, set schedule priorities, resolve appointment conflicts; update and maintain CEO's filing system
  • Review, edit, compose, and proofread correspondence, memoranda, reports, summaries, and transmittals.

Night School Instructor – Court Reporting Program

Green River Community College
04.1993 - 06.1997
  • Part-time night instructor position in Green River Community College Court Reporting Program: Taught speed building, ethics and professionalism, Superior Court rules and procedures, appellate processes, freelance reporting, transcript production, and critical thinking skills with respect to on-the-job scenarios
  • Class sizes varied from 15 – 25 students
  • Prepared class syllabuses, lesson plans, researched and developed teaching and student materials, prepared, administered, and graded tests, issued quarterly grades, counseled students and offered encouragement
  • Evaluated progress of individual students to adjust teaching strategies to meet needs
  • Promoted program enrollment through advertising, job fairs, speaking engagements, and high school demonstrations

Education

Outlook, Word & Excel Update -

Green River Community College
Kent, WA
02.2019

RAMCO Software Training
Renton, WA
02.2017

Excel 2016 – Prep for the MOS Certification -

Lynda.com
Online
02.2017

Email Management -

City of Seattle Records Management
Seattle, WA
11.2016

SharePoint for Site Users -

City of Seattle, Seattle Public Utilities
Seattle, WA
05.2016

Basically CDBG Training -

HUD Community Development Block Grant Programs
Phoenix, AZ
02.2015

Nuts and Bolts Conference -

City Clerks Association of California
Hesperia, CA
10.2014

Skills

  • Excellent Interpersonal Abilities
  • Research Abilities
  • Office Equipment Proficiency
  • Staff Management
  • Expense Reporting
  • Project Oversight
  • Travel Administration
  • Customer Service
  • Information Confidentiality
  • Event Planning
  • Schedule & Calendar Planning
  • Advanced MS Office Suite

Timeline

Sr. Executive Assistant II

MultiCare Health System
03.2017 - 07.2023

Administrative Staff Analyst

City of Seattle
03.2016 - 12.2016

Executive Assistant

City of Hesperia
02.2013 - 03.2016

Administrative Specialist III – Office Supervisor

City of Seattle
03.2011 - 12.2012

Administrative Specialist III

City of Seattle
07.2007 - 03.2011

Administrative Specialist II

City of Seattle
10.2006 - 07.2007

Court Reporting Instructor

Bryan College
12.2005 - 02.2006

Project Administrator

DLR Group (Architects)
10.1999 - 12.2002

Executive Assistant to CEO/President

R.W. Smith & Associates (Municipal Bond Broker)
08.1998 - 08.1999

Night School Instructor – Court Reporting Program

Green River Community College
04.1993 - 06.1997

Outlook, Word & Excel Update -

Green River Community College

RAMCO Software Training

Excel 2016 – Prep for the MOS Certification -

Lynda.com

Email Management -

City of Seattle Records Management

SharePoint for Site Users -

City of Seattle, Seattle Public Utilities

Basically CDBG Training -

HUD Community Development Block Grant Programs

Nuts and Bolts Conference -

City Clerks Association of California

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Nowell DiCarlo