Summary
Overview
Work History
Education
Skills
Timeline
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Sharon Adams

Brooklyn,NY

Summary

Detail-oriented team player with strong organizational skills. Ability to handle multiple projects simultaneously with a high degree of accuracy. Driven and resourceful administrative professional with 30+ 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. Driven and resourceful administrative professional with [Number]+ 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

38
38
years of professional experience

Work History

Principal Executive Secretary

Metropolitan Transportation Authority
03.2001 - Current
  • Handled confidential information in professional manner
  • Answered high volume of phone calls and email inquiries
  • Responded to emails and other correspondence to facilitate communication and enhance business processes
  • Handled scheduling for executive's calendar and prepared meeting agenda and materials
  • Transcribed phone messages and relayed to appropriate personnel
  • Coordinated travel arrangements and bookings for executive staff
  • Developed and implemented office policies and procedures to facilitate smooth workflow
  • Organized and updated schedules for executives
  • Assisted in preparation of financial reports, budgeting and forecasting for executive office
  • Produced accurate office files, updated spreadsheets, and crafted presentations to support executives and boost team productivity
  • Collated and distributed agendas and minutes for all executive meetings
  • Updated spreadsheets and created presentations to support executives and boost team productivity
  • Orchestrated successful conferences and associated travel for speakers and attendees
  • Interacted with vendors, contractors and professional services personnel to receive orders, direct activities, and communicate instructions
  • Documented and distributed meeting notes to identify, analyze, and improve workflows
  • Created and managed office systems to efficiently deal with documentation
  • Handled incoming and outgoing mail, email and faxes
  • Updated and maintained confidential databases and records
  • Took notes and dictation at meetings
  • Filed paperwork and organized computer-based information
  • Managed mail and both incoming and outgoing correspondence, mail, email and faxes
  • Wrote reports, executive summaries and newsletters
  • Handled logistics, catering, agendas and travel arrangements for meeting and event planning for board of directors, president and executive vice president
  • Worked with senior management to initiate new projects and assist in various processes
  • Greeted arriving visitors, determined nature and purpose of visit and directed individuals to appropriate destinations
  • Screened personal and business calls and directed to appropriate party
  • Coordinated events and worked on ad hoc projects
  • Upheld strict timetables by maintaining accurate, balanced calendars
  • Promoted team productivity by keeping supplies organized and well-stocked
  • Streamlined operations and prioritized tasks, allowing senior staff to increase productivity
  • Led staff and vendors in providing high level of service for owner and guests
  • Volunteered to help with special projects of varying degrees of complexity
  • Organized logistics and materials for each meeting and took detailed notes for later dissemination to key stakeholders.
  • Managed over 50 customer calls per day

Legal Secretary/Administrative Assistant

Pillsbury, Winthrop, Putnam & Roberts
05.1988 - 02.2001
  • Answered multi-line phone system, routing calls, delivering messages to staff and greeting visitors
  • Restocked supplies and placed purchase orders to maintain adequate stock levels
  • Executed record filing system to improve document organization and management
  • Scheduled office meetings and client appointments for staff teams
  • Received and sorted incoming mail and packages to record, dispatch, or distribute to correct recipient
  • Created and maintained databases to track and record customer data
  • Developed and updated spreadsheets and databases to track, analyze, and report on performance and sales data
  • Coordinated and scheduled meetings and conference calls to optimize scheduling of senior staff
  • Assisted development and implementation of new administrative procedures
  • Sorted and distributed office mail and recorded incoming shipments for corporate records
  • Developed strategies to streamline and improve office procedures
  • Drafted correspondence and other documents for CEO and department heads in company's voice
  • Negotiated contracts with vendors and suppliers for office supplies, equipment and services
  • Managed department budgets and generated financial reports for management review
  • Managed filing system, entered data and completed other clerical tasks
  • Managed phone and email correspondence and handled incoming and outgoing mail and faxes
  • Assisted coworkers and staff members with special tasks on daily basis
  • Managed paper and electronic filing systems by routing various documents, taking messages and managing incoming and outgoing mail
  • Built and maintained excellent customer relationships through timely response to inquiries and going above and beyond to accommodate unusual requests
  • Created and maintained detailed administrative processes and procedures to drive efficiency and accuracy
  • Completed forms, reports, logs and records to quickly handle all documentation for human resources
  • Interacted with vendors, contractors and professional services personnel to receive orders, direct activities, and communicate instructions
  • Continually sought methods for improving daily operations, communications with clients, recordkeeping and data entry for increased efficiency
  • Established administrative work procedures to track staff's daily tasks
  • Volunteered to help with special projects of varying degrees of complexity
  • Identified and recommended changes to existing processes to improve accuracy, efficiency, and quality service
  • Liaised between clients and vendors and maintained effective lines of communication
  • Opened and properly distributed incoming mail to promote quicker response to client inquiries
  • Supported company leaders by managing budgets, scheduling appointments and organizing itinerary
  • Facilitated timely delivery of special projects to meet organizational and departmental objectives
  • Recorded new hires, transfers, terminations, changes in job classifications and merit increases to main human resources files
  • Performed research to collect and record industry data
  • Organized logistics and materials for each meeting and took detailed notes for later dissemination to key stakeholders
  • Surpassed team goals by partnering with colleagues to implement best practices and protocols
  • Increased office participation in special events by creating newsletter with detailed calendars and other office updates
  • Transcribed and organized information to assist in preparing speeches and presentations

Administrative Specialist

United States Air Force, USAF
03.1985 - 04.1988
  • Created and updated records and files to maintain document compliance
  • Delivered top-notch administrative support to office staff, promoting excellence in office operations
  • Created and updated physical records and digital files to maintain current, accurate, and compliant documentation
  • Resolved customer concerns efficiently to promote satisfaction and loyalty
  • Handled incoming and outgoing mail
  • Offered technical support and troubleshot issues to enhance office productivity
  • Conducted research to assist with routine tasks and special projects
  • Handled mail, packages, emails, document transmissions and other types of data with both manual and automated tracking strategies
  • Prepared project documents, reports and brochures
  • Maintained supplies inventory by checking stock to determine inventory level and ordering new supplies when inventory runs lows
  • Sorted, opened, and routed mail and deliveries to meet business requirements
  • Maintained and optimized manager's calendar and scheduled appointments and meetings and addressed conflicts with adequate time for preparation, follow-up and planning
  • Managed incoming correspondence to enhance employee performance and reduce time spent on processing and responding
  • Worked on behalf of senior leaders to complete project requirements according to schedules and within budgetary limitations
  • Scheduled meetings booked meeting rooms and prepared meeting agendas
  • Sorted, opened, and routed incoming correspondence and deliveries to help senior leaders respond quickly to business and customer requirements
  • Maximized quality assurance standards and controlled downtime to meet revenue targets
  • Monitored and managed expenses with allotted budgets and reviewed and approved expense reports
  • Identified communication channels to set roadmap to distribute information

Education

Associate of Science - Business Administration

Oscar Rose State College
Oklahoma City, OK
01.1988

High School Diploma -

Murray Bergtraum High School For Business Careers
New York, NY
03.1984

Skills

  • Documentation
  • Stock Allocation
  • Coordinate Travel Arrangements
  • Customer Inquiries
  • Phone Screens
  • Executive leadership experience
  • Executive calendars
  • Executive support
  • Interpersonal Communication
  • Good Telephone Etiquette
  • First Aid/CPR
  • Executive travel

Timeline

Principal Executive Secretary

Metropolitan Transportation Authority
03.2001 - Current

Legal Secretary/Administrative Assistant

Pillsbury, Winthrop, Putnam & Roberts
05.1988 - 02.2001

Administrative Specialist

United States Air Force, USAF
03.1985 - 04.1988

Associate of Science - Business Administration

Oscar Rose State College

High School Diploma -

Murray Bergtraum High School For Business Careers

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Sharon Adams