Ofelia Keller
Hamilton,United States
Summary
Dynamic Senior Executive Administrator and HR Analyst support at Catalent Pharma Solutions with proven expertise in calendar management and event planning. Adept at fostering effective communication and problem-solving, I excel in coordinating high-stakes meetings and enhancing team collaboration, ensuring seamless operations and exceptional client experiences. Bilingual proficiency enhances my ability to connect with diverse stakeholders.
Overview
32
32
years of professional experience
Work History
Sr. Executive Administrator, HR Analyst Support
Catalent Pharma Solution
Greendale, USA
01.2022 - Current
- Manage a busy site calendar and coordinate a variety of meetings, including conference calls and Teams meetings.
- Plan and coordinate all arrangements for professional meetings, audits, town halls, luncheons, department-wide events, and outside conferences.
- Negotiated contracts with vendors for goods and services at competitive prices.
- Remained calm and professional in stressful circumstances and effectively diffused tense situations.
- Facilitated communication between different departments resulting in improved collaboration among teams.
- Organized team activities to build camaraderie and foster pleasant workplace culture.
- Collaborated closely with team members to achieve project objectives and meet deadlines.
- Demonstrated strong problem-solving skills, resolving issues efficiently and effectively.
- Provided support and guidance to colleagues to maintain a collaborative work environment.
- Engaged in conversation with Clients & visitors through use of effective interpersonal and people skills.
- Assisted with clients & visitors requests and answered questions to improve satisfaction.
- Prioritized and organized tasks to efficiently accomplish service goals.
- Identified needs of clients, visitors promptly and efficiently.
- Worked closely with human resources to support employee management and organizational planning.
- Coordinated meetings, conferences, travel arrangements.
- Ensured that all paperwork was completed accurately before submission deadlines.
- Maintained a filing system for important documents, such as offer letters and contracts.
- Facilitated training sessions for new employees on company policies and procedures.
- Provided general administrative support to staff members.
- Maintained positive working relationship with fellow staff and management.
- Monitored emails, sorted mail and distributed correspondence accordingly.
- Answered incoming calls and responded to customer inquiries.
- Answered telephones to take messages or redirect calls to appropriate colleagues.
- Coordinated scheduling and logistics for staff meetings, corporate events, town halls, luncheons, etc.
- Coordinated with the IT department to resolve technical issues for staff members in training.
- Managed travel arrangements and accommodations for executive staff.
- Updated databases with new employee information, job changes and terminations.
- Recognized by management for providing exceptional customer service.
- Managed time effectively to ensure tasks were completed on schedule and deadlines were met.
- Addressed harassment allegations, work complaints or other employee concerns.
- Provided support during disciplinary proceedings by gathering evidence from witnesses or documents related to the case.
- Developed and maintained HR databases, spreadsheets, and other tracking systems.
- Maintained a comprehensive database of personnel files containing confidential information about each employee's records including qualifications, skillset experience.
- Hired employees and processed hiring-related paperwork, onboarding in Workday, etc.
- Scheduled or conducted new employee orientations.
- Facilitated dispute resolution support between employees, when necessary.
- Interpreted and explained human resources policies, procedures or regulations.
- Worked with business partners and HR team members to identify and implement enhancements.
- Informed new staff of the company's benefits.
- Supported HR operations with knowledgeable technical troubleshooting and support.
- Created communication materials for new hire onboarding processes.
- Support clients' visits with agendas, communications, schedules, lunches, dinners, and meetings as required.
Administrative Assistant to DZ Foundation, Sorority & Finance Department
Delta Zeta Headquarters
09.2019 - 01.2022
- Support the Finance Department: scheduled payment reports
- Run Billhighway reports and create batches
- Enter Sorority & NHC check deposits into IMIS
- Enter and run chapter invoices
- Print RFM reports for filling and put them into Dropbox
- Put together bank deposits for NHC and Sorority
- Email boxes: Take care of DZ Notice/Foundation/Award/Notice/Webmaster/Alumnae
Bilingual Engineer Administrative Assistant
Foxtail Food
Fairfield, USA
03.2019 - 08.2019
- Supports engineering projects by adapting and applying engineering techniques; conducting tests and inspections; preparing reports and calculations
- Resolves engineering problems by collecting and analyzing information; researching, analyzing, and recommending solutions; preparing drawings, schematics, and diagrams; evaluating components, materials, and suppliers; developing specifications and safety standards; performing installations
- Complies with codes and regulations by complying with requirements, preparing permit applications, plans, and compliance reports
- Often called to review security guidelines with Spanish speaking employees to ensure they understood the safety regulation and procedures
- Ensures operation of analytical equipment by calibrating equipment; completing preventive maintenance requirements; following manufacturer’s instructions; troubleshooting malfunctions; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques
Bilingual Customer Service Specialist
Avon
Blue Ash, USA
07.2018 - 02.2019
- Handling in and outbound calls from all customers and representatives
- Keeping exceptional customer service was our constant goal
- Maintained up-to-date computerized customer information, resolve inquires, authorize sales, and most importantly, you'll build relationships with clients, customers and colleagues
- Problem-solving and analytical skills
- You had to be effective communicating in English and in Spanish
- You had to have proficient computer skills, including the ability to manage information in multiple windows, proficiently type while talking and be comfortable utilizing Microsoft Outlook
- Carry out Company practices and procedures paying close attention to detail, accuracy, speed, organization, prioritization, confidentiality, safety, and housekeeping
IV Visa Assistant
US Embassy
Baghdad, Iraq
01.2012 - 05.2017
- My main role was to serve as a visa clerk in the Immigrant Visa (IV) Unit, with my remaining time providing administrative support to the Consular Section
- Processing the full range of IV applications up to the point of officer review
- Printing visas for approved applications using the machine-readable visa (MRV) system
- Serving as an interpreter/translator for American Officers
- Maintaining issuance, refusal, A-Z, and lookout files
- Assisting in clerical duties in all other Consular units
- Performing anti-fraud duties
- Back up for ACS (American Citizen Services)
- Emergency passports, etc
- Cashier backup
Passport and Citizenship Specialist (TDY Iraq)
US Embassy
Baghdad, Iraq
11.2010 - 11.2011
- My TDY in Baghdad, consisted of training the locally engaged staff on the regular day-to-day ACS duties/services
Passport and Citizenship Assistant
US Embassy
Tegucigalpa, Honduras
12.2007 - 10.2010
- Processing US passports, and reports applications of US citizen´s registrations
- Prepare valid and correct passports and reports of birth certificates
- Respond to inquiries from US citizens
- Develop and distribute information and handouts to citizens on passport applications and reports of birth requirements, tax issues, selective service, voting, and other American Citizens matters
- Maintain, reconcile, and report statistics
- Keeping myself updated and understanding laws and regulations pertaining acquisition of nationality and other American Citizens Services
- Be attentive in detecting attempts to fraudulent documents
- Assisting American Citizens to resolve a broad variety of difficulties
- Including problems with Honduran immigration, repatriations (dealing with the processing of all repatriation loan requests), welfare/whereabouts concerns, EMDA loans, and OCS trust loans
- Developing contacts with Honduran Government to assist American Citizens in distress
- Working and assisting the Consular Agent in San Pedro Sula
- Serving as a backup in the American Citizen unit, as needed
- Some of those responsibilities are assisting with arrests, deaths, murder cases, and federal benefits, and other duties as necessary
- Assist in training ACS personnel
- Drafting cables and correspondence in both English and Spanish
- Maintain statistics related to citizenship matters such as passports and reports of birth and prepare regular reports on these matters
- Assist accountable control officer with maintain track of controlled items
- Manage warden system
- Recruit and train wardens, assign zones, draft and transmit messages to wardens, respond to inquiries about warden system, perform data entry to update registration lists, plan and coordinate periodic warden meetings, and maintain regular contact with wardens to provide better service to US citizens throughout Honduras
PA to the Minister of Industry & Commerce
Ministry of Industry & Commerce
Tegucigalpa, Honduras
01.2007 - 08.2007
- My duties were strictly dealing with the Minister’s agenda
Research Assistant for IIC
Inter-American Bank of Development
Tegucigalpa, Honduras
12.2005 - 11.2006
- I work as a P.A for the Private Sector
- My job description providing administrative and secretarial support, preparing correspondence, arranging and preparing business travels, processing payments and reimbursements, and logging all documents received
- Organizing events such as breakfast meetings, courses for Medium, Small, and Micro Businesses, etc
- I received the loan application forms and would check that they were properly filled out
- There was filing of the successful applications and the ones that didn’t fit the Banks criteria for a loan
- Compose and type routine letters and memos; proofread and edit grammar and style on letters and memos
- Organize and expedite the flow of work through the supervisor’s office and initiate follow-Research up action
- Screen telephone calls, visitors, and correspondence
- Route incoming mail and answer routine correspondence
- Provide as much information as possible to the clients that would show some interest in doing business with the Bank
- Organize and maintain official files of the Office
- Maintain publications inventory and control of their distribution
- Distribute press releases and any other promotional material of the IIC
Repatriation Specialist
International Medical Rescue
London, UK
07.1999 - 10.2005
- Daily correspondence (via telephone, fax, email and verbally) with our medical agent in Madrid
- Preparing letters, documents, affidavits, and correspondence with our clients in England and in Spain
- Translations, sending faxes, and emails to clinics, air ambulance companies, airliners, medical clearances, filing, training on dealing with difficult customers
- Prioritizing cases according to their medical status
- Liaison between clients, surgeons, insurance, relatives, police, etc
- Deliver quick and direct solutions to customers overseas
- 90% of my time was spent on the telephone, filing, and dealing with existing ongoing and incoming cases
- Dealing with inquiries, complaints, advice, and arranging all sorts of repatriations, preparing letters answering queries, complaints, thank you notes, etc
- My role was divided into a variety of duties: Filing, customer services, queries, preparing reports of weaknesses within my department and useful feedback, full responsibility for complete incident management, and repatriation of clients
- Public relations, monitoring clients’ medical condition via their treating doctor, nurses, etc
- I was in charge of the Spanish Repatriation Department, (Spain) being a Spanish speaker made the world of difference when arranging repatriations or just getting feedback from hospitals, airlines, travel agents, hotels, etc
- I am constantly translating and assessing medical reports, bills, tests, etc
Passport and Visa Consular Assistant
British Embassy
Tegucigalpa, Honduras
11.1992 - 03.1999
- Main Duties: translation of documents from English to Spanish and vice versa, daily correspondence with the FCO (Foreign and Commonwealth Office), preparing reports of consular developments and quarterly returns of consular services, preparing reports to the Passport Office in London, filing, correspondence addressed to the Honduran Ministry of Foreign Affairs, checking the correspondence addressed to the Consular Section and replying to all of them in English and Spanish
- Receiving fees for the Consular Section
- 24-hour consular duty officer when on a rota
- Dealing with consular queries over the phone as well as personal service in front of the counter
- Answering general postal inquiries
- Receiving passport applications from British Citizens and British Dependent Territories Citizens
- Checking that all the information was accurate for a successful application
- Type and issue of British passports
- Reporting stolen passports to the head Passport Office in London
- Maintained a database of all registered British Citizens and, where known, of Commonwealth Nationals resident in the country
- Collection of appropriate fees, account for consular services
- Notary work, translating documents from Spanish to English and vice versa
- Preparing Birth and Death Certificates, Registration forms, Naturalization as British Subjects, etc
- Preparing legal documents for marriages in the Consular District
- Prepared Statistic returns
- Filing documents
- Draft and referral faxes, documents, etc
- Serving as a personal translator for the British Consul, when requested
- Visas: Receiving all incoming applications, collecting fees, and issuing visas to the United Kingdom, Dependent Territory Countries, and Commonwealth Countries, under the supervision of the Vice Consul
- Duty Officer: out of office hours in cases of emergencies
- I was responsible to assist British subjects in distress
- Which on many occasions had dealings with high-profile cases
- Such as rape, and homicide
- Had to liaison with the police and the Honduras Office of Foreign Affairs as well as directly with the FCO (Foreign and Commonwealth Office) for Immediate notification, elaborating reports of such cases
Education
Graphic Design Diploma - Advertisement
Universidad Jose Cecilio Del Valle
Tegucigalpa, Honduras11-1995
Skills
- Calendar management
- Event planning
- Customer service
- Team collaboration
- Effective communication
- Problem solving
- Bilingual communication
- Meeting coordination
- Time management
- Administrative support
- Scheduling
- Travel coordination
- Office administration
- Meeting assistance
- Expense reporting
- Staff management
- Office management
- Executive-level support
- Interpersonal skills
- Task prioritization
Training
- PA 459 Protecting Personally Identifiable Information
- PS 800 Cyber Security Awareness, 2007 - 2017
- PC 120 Consular Task Force Basics, 2
- PC 103 Nationality Law/Consular Procedures, FSI
- PA 453 Ethics Orientation
- PS 531 Smart End User Training
- PD 534 Crisis Management Overview
- PD 533 Overseas Crisis Management Exercise
- FR 610 Iraq Familiarization Course, 2009
- BSR Special Security & Antiterrorist Driving Course
- OT 620 Iraq Field Immersion Training Course
- PC 102 Immigration Law and Visa Operations
- OT 610 Foreign Affairs Counter Threat Course, 2015
- RSO MASCAL Exercise, Iraq
References
- Russel Brown, Consular General, India, BrownRJ@state.gov, BrownRJ8@gmail.com
- Steven Giegerich, GiegerichSS@state.gov
- Scott Reidmann, Consul General, U.S. Embassy, RiedmannSR@state.gov
- Meredith McEvoy, Deputy Executive Director of the Office of the Executive Director in the Bureau of Consular Affairs, 703-303-2274, Mcevoymc@state.gov, mcevoymc@hotmail.com
- Jill Esposito, Consul General and Charge de Affairs, U.S. Embassy, Iceland, EspositoJM@state.gov
- Conn Schrader, Director of NVC (National Visa Center), Washington, DC, conn.schrader@gmail.com
- Lena Levitt, U.S. Embassy, Seoul, LevittL@state.gov, Lenalevitt@yahoo.com
Citizenship
American Citizen
Languages
English
Professional
Spanish
Native/ Bilingual
Accomplishments
Department of States - United States of America - Baghdad, Iraq November 2011
Meritorious Honor Award: For outstanding customer service to American citizens in Iraq.
Department of States - United States of America - Baghdad, Iraq June 2012
Meritorious Honor Award: For sustained outstanding teamwork and excellent customer service in support of Immigrant Visa Operations at the U.S. Embassy, Baghdad 2012
Department of States - United States of America - Baghdad, Iraq June 2012
Meritorious Honor Award: For exemplary service to the U.S. Mission in Iraq; providing outstanding customer service while overseeing the protection and welfare of American citizens in Iraq. American Citizen Services, Baghdad's selfless, striving, commitment to excellence, and superb customer service in this crisis environment represents the highest caliber of service to the Mission, the Department, and the American community in Iraq.
Department of States - United States of America - Baghdad, Iraq June 2014
Meritorious Honor Award: For outstanding dedication and service to ensure that every possible qualified Iraqi that worked for or on behalf of the United States, received a Special Immigrant Visa before the close of the original program.
Department of States - United States of America - Baghdad, Iraq July 2015
Meritorious Honor Award: For outstanding dedication in support of uninterrupted immigrant visa services in the wake of the deteriorating security conditions in Iraq, which led to the safe relocation of hundreds of Iraqi families to the United States.
Department of States - United States of America - Baghdad, Iraq July 2016
Meritorious Honor Award: In recognition of outstanding teamwork, dedication and productivity in support of the Iraqi Special Immigrant Visa Program.
Department of States - United States of America - Baghdad, Iraq July 2017
Meritorious Honor Award: For your extraordinary commitment and excellent customer service to Iraqi immigrant visa holders subject to the unanticipated January and March 2017 Presidential Executive Orders.
Affiliations
I am a wife and a mother of four wonderful children. When I am not working, I enjoy engaging in various activities that bring me joy and fulfillment. I have a passion for reading and travelling, which allows me to explore new places and gain different perspectives. Additionally, I find relaxation in watching movies, listening to music, and exploring culinary skills through cooking and backing.
My family and I actively support our local church through volunteering and my husband and I take pleasure in hosting dinners for our family and friends at home.
Timeline
Sr. Executive Administrator, HR Analyst Support
Catalent Pharma Solution
01.2022 - Current
Administrative Assistant to DZ Foundation, Sorority & Finance Department
Delta Zeta Headquarters
09.2019 - 01.2022
Bilingual Engineer Administrative Assistant
Foxtail Food
03.2019 - 08.2019
Bilingual Customer Service Specialist
Avon
07.2018 - 02.2019
IV Visa Assistant
US Embassy
01.2012 - 05.2017
Passport and Citizenship Specialist (TDY Iraq)
US Embassy
11.2010 - 11.2011
Passport and Citizenship Assistant
US Embassy
12.2007 - 10.2010
PA to the Minister of Industry & Commerce
Ministry of Industry & Commerce
01.2007 - 08.2007
Research Assistant for IIC
Inter-American Bank of Development
12.2005 - 11.2006
Repatriation Specialist
International Medical Rescue
07.1999 - 10.2005
Passport and Visa Consular Assistant
British Embassy
11.1992 - 03.1999
Graphic Design Diploma - Advertisement
Universidad Jose Cecilio Del Valle
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