Robin V. Nixon
Chattanooga,TN
Summary
Driven and resourceful administrative professional with many years of experience assisting with work of high-achieving executives. Track record supporting professional needs with well-organized precision. Successfully manages high-volume workloads in rapidly changing environments.
Overview
25
25
years of professional experience
Work History
Executive Assistant
Point32Health
01.2021 - 06.2024
- Handled confidential and sensitive information with discretion and tact.
- Managed executive calendars, scheduling meetings and appointments and coordinating travel arrangements to optimize time.
- Maintained confidentiality with sensitive documents, ensuring proper storage and distribution as needed.
- Processed travel expenses and reimbursements for executive team and senior management group.
- Streamlined executive communication by managing emails, phone calls, and scheduling appointments.
- Served as a liaison between departments to facilitate effective communication throughout the company.
- Organized and coordinated conferences and monthly meetings.
- Managed office inventory, tracking supplies and placing orders to ensure smooth daily operations.
- Provided professional administrative support during board meetings, including agenda preparation and minute-taking duties.
- Enhanced productivity by organizing travel arrangements and coordinating accommodations for executives.
- Facilitated training and onboarding for incoming office staff.
Administrative Assistant
Tufts Health Plan
05.2017 - 01.2021
- Answered multi-line phone system, routing calls, delivering messages to staff and greeting visitors.
- Maintained confidentiality of sensitive information by adhering to strict privacy policies and implementing secure filing systems.
- Delivered excellent customer service through prompt responses to client inquiries, addressing concerns effectively, and building strong relationships.
- Ensured accurate record-keeping with diligent data entry and database management for vital company information.
- Coordinated office supply inventory management, proactively ordering necessary items before depletion to avoid workflow disruptions.
- Supported executive staff through scheduling meetings, coordinating travel arrangements, and preparing crucial documents.
- Assisted with human resources tasks such as updating employee files or submitting time-off requests per company policy guidelines.
- Assisted in onboarding new employees, providing training materials, and coordinating orientation schedules to ensure a smooth integration into the team.
- Optimized calendar management for executives by scheduling appointments strategically while considering priorities and minimizing conflicts.
- Collaborated on special projects as assigned by leadership, contributing research findings or coordinating event logistics as needed for success.
Office Manager
OmniGuide Surgical
09.2014 - 08.2016
- Handled sensitive information with discretion, maintaining confidentiality of company documents and personnel records.
- Provided exceptional customer service when addressing client inquiries or concerns via phone calls or email correspondence.
- Managed confidential documents, safeguarding company information while maintaining strict adherence to privacy protocols.
- Updated spreadsheets and databases to track, analyze, and report on performance and sales data.
- Coordinated scheduling for meetings and appointments, ensuring optimal use of time and resources.
- Enhanced team productivity with effective communication, collaboration, and problem-solving skills.
- Assisted in event planning initiatives for company gatherings, resulting in successful execution of events.
- Provided exceptional customer service to both internal and external clients, fostering strong professional relationships.
- Collaborated with various departments to complete projects efficiently and effectively.
- Monitored office inventory levels diligently to ensure supplies were consistently replenished before depletion occurred.
- Streamlined office processes by implementing efficient organizational strategies and time-saving tools.
- Answered multi-line phone system, routing calls, delivering messages to staff and greeting visitors.
- Supported executive staff by preparing reports, presentations, and correspondence as needed.
Office Manage/Event Coordinator
Greater Boston Interfaith Organization
04.2013 - 09.2013
- Coordinated schedules and timelines for events.
- Adapted quickly when faced with unexpected challenges or changes in plans, maintaining composure while finding effective solutions.
- Managed event logistics and operations.
- Collaborated with cross-functional teams to ensure seamless event execution and positive outcomes.
- Handled crisis management situations promptly, minimizing negative impact on event outcomes and client satisfaction.
- Provided exceptional customer service when addressing client inquiries or concerns via phone calls or email correspondence.
- Handled sensitive information with discretion, maintaining confidentiality of company documents and personnel records.
Receptionist
CRICO/Risk Management Foundation
04.2012 - 07.2012
- Greeted visitors and answered multiline telephone
- Reserved internal meeting space in Outlook
- Reserved parking for visitors and staff in Outlook
- Prepared daily visitors lists for the building security
- Sent and received faxed
- Special administrative projects and overflow from various departments
Meeting Planner
IQ Solutions
10.2009 - 03.2010
- Prepared written correspondence (i.e.: invitations, confirmation and thank you letters)
- Edited and proofread speaker presentations
- Coordinated travel arrangements and logistics for meeting participants
- Organized materials for presentations and meetings (i.e.: handouts and badges)
- Processed travel expense vouchers
- Placed purchase orders
- Researched meeting sites, prepared meeting specifications, prepared banquet event orders (BEO), room set-up and audio/visual requirements
- Managed onsite registration; distributed materials and badges
Meetings and Events Coordinator
Experient, Inc.
07.2009 - 10.2009
- Prepared monthly financial summary spreadsheet and client invoices
- Took meeting minutes for staff/client meetings and distributed meeting notes
- Scheduled conference calls and appointments
- Maintained the departmental calendar and updated timeline progress via MS Project
- Prepared meeting specifications and prepared Request for Proposals (RFP) for audio/visual, transportation, security and temporary staff vendors
Meeting Planner
JBS International, Inc.
11.2005 - 04.2008
- Created, maintained and updated spreadsheets and databases for meeting registration
- Prepared written correspondence (i.e.: invitations, confirmation and thank you letters)
- Compiled and printed meeting materials (i.e.: attendee list, agendas, mailing labels and badges) and reports
- Coordinated travel arrangements and logistics for meeting participants
- Processed travel expense vouchers
- Maintained the departmental calendar and updated events online
- Monitored budgets for meetings, food & beverage and audio/visual
- Researched meeting sites, prepared meeting specifications, prepared banquet event orders (BEO), room set-up and audio/visual requirements
- Negotiated contracts with hotels, conference centers, audio/visual and transportation vendors
- Managed onsite registration; distributed materials and badges
- Coordinated the food & beverages and children’s activities for the company’s Annual Holiday party
Logistics & Peer Review Coordinator
EduTech Limited
07.2003 - 11.2005
- Contacted potential participants by e-mail, phone, fax and mail
- Designed program materials (binder covers, meeting registration and invitations)
- Created, maintained and updated spreadsheets and databases for meeting registration
- Prepared written correspondence (i.e.: invitations, confirmation and thank you letters)
- Compiled and printed meeting materials (i.e.: attendee list, agendas, mailing labels and badges) and reports
- Coordinated large mailings
- Maintained inventory of meeting materials (i.e.: marketing materials and literature)
- Coordinated travel arrangements and logistics for meeting participants
- Processed travel expense vouchers
- Managed onsite registration; distributed materials and badges
Meetings Assistant/Registrar
Environmental Industry Associations
07.2000 - 09.2002
- Developed and managed the registration database for 30+ regional meetings
- Prepared monthly financial summary spreadsheets
- Prepared invoices and collaborated with the Accounting Department for meeting revenue and closeout
- Prepared and monitored budgets for registration
- Managed on-site logistics for small and local meetings
- Negotiated contracts with hotels, vendors and affinity programs
- Organized special events (golf outings and spousal tours)
Administrative Assistant II
New England Medical Center
07.1999 - 07.2000
- Answered telephones
- Maintained filing system and database of articles and monitored inventory of departmental literature
- Prepared general correspondences (letters, memos and invitational flyer)
- Scheduled appointments and staff meetings
- Maintained the departmental calendar
- Coordinated on-campus lectures and presentations
- Coordinated travel arrangements and logistics and processed travel expense vouchers
Education
Bachelor of Arts - Psychology
Lesley University
Cambridge, MA05.2019
Associate of Arts - Psychology
Bunker Hill Community College
Boston, MA05.2017
Skills
- Executive Support
- Administrative Support
- Office Management
- Strong Problem Solver
- Meticulous attention to detail
- Professional and mature
- Advanced MS Office Suite
- Onboarding and Orientation
- HR policies and procedures
References
Writing sample and references are available upon request
Timeline
Executive Assistant
Point32Health
01.2021 - 06.2024
Administrative Assistant
Tufts Health Plan
05.2017 - 01.2021
Office Manager
OmniGuide Surgical
09.2014 - 08.2016
Office Manage/Event Coordinator
Greater Boston Interfaith Organization
04.2013 - 09.2013
Receptionist
CRICO/Risk Management Foundation
04.2012 - 07.2012
Meeting Planner
IQ Solutions
10.2009 - 03.2010
Meetings and Events Coordinator
Experient, Inc.
07.2009 - 10.2009
Meeting Planner
JBS International, Inc.
11.2005 - 04.2008
Logistics & Peer Review Coordinator
EduTech Limited
07.2003 - 11.2005
Meetings Assistant/Registrar
Environmental Industry Associations
07.2000 - 09.2002
Administrative Assistant II
New England Medical Center
07.1999 - 07.2000
Bachelor of Arts - Psychology
Lesley University
Associate of Arts - Psychology
Bunker Hill Community College
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