Stephanie Biswell
Cushing,OK
Summary
Proficient Executive Administrative Assistant skilled in managing executive schedules and confidential information. Known for optimizing operations, improving productivity, and fostering team collaboration to achieve business goals.
Overview
20
20
years of professional experience
Work History
Executive Administrative Assistant
City of Cushing
03.2024 - Current
- Managed executive calendars and scheduled appointments to optimize time management.
- Coordinated meetings and prepared agendas, ensuring all necessary materials were available.
- Conducted research and compiled reports for departmental projects and initiatives.
- Maintained electronic filing systems to enhance document retrieval efficiency.
- Assisted in budget tracking and expense reporting for administrative functions.
- Developed communication templates for internal and external correspondence, improving clarity.
- Collaborated with cross-functional teams to streamline office processes and improve workflow efficiency.
- Maintained confidentiality when handling sensitive information, protecting company interests and employee privacy.
- Handled administrative tasks such as expense report processing or invoice reconciliation efficiently; allowing executives to focus on high-priority responsibilities without distraction.
- Managed inventory levels for office supplies, reducing waste while guaranteeing availability when needed.
- 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.
- Reviewed incoming communications for urgency or importance; prioritized correspondence accordingly for executive review or action.
- Scheduled appointments promptly, ensuring optimal use of executive time while minimizing conflicts or cancellations.
- Managed budgets and expenses, maintaining financial records for accurate reporting and analysis.
- Scheduled appointments and handled calenders for senior leadership.
- Collaborated with cross-functional teams, expediting project completion times and enhancing overall efficiency.
- Seamlessly interacted with colleagues to plan and complete special projects.
- Gathered documents, data, and formulated analytics to prepare issues for discussion and reports for review.
- Enhanced communication between departments through proactive coordination of meetings and events.
- Organized and updated schedules for executives.
- Organized travel arrangements, ensuring smooth transitions for executives during business trips.
- Produced accurate office files, updated spreadsheets, and crafted presentations to support executives and boost team productivity.
- Drafted professional correspondence on behalf of executives, fostering strong relationships with clients and partners alike.
- Streamlined office operations by implementing efficient filing systems and managing executive calendars.
- Used software to coordinate meetings, appointments, and tasks senior executives.
- Coordinated staff training programs, improving overall efficiency within the company through skill development.
- Handled confidential and sensitive information with discretion and tact.
- Answered high volume of phone calls and email inquiries.
- Processed travel expenses and reimbursements for executive team and senior management group.
- Managed executive calendars, scheduling meetings and appointments and coordinating travel arrangements to optimize time.
- Organized and coordinated conferences and monthly meetings.
- Filed paperwork and organized computer-based information.
- Greeted arriving visitors, determined nature and purpose of visit and directed individuals to appropriate destinations.
- Managed mail and both incoming and outgoing correspondence, mail, email and faxes.
- Handled logistics, catering, agendas and travel arrangements for meeting and event planning for board of directors, president and executive vice president.
- Updated and maintained confidential databases and records.
- Promoted team productivity by keeping supplies organized and well-stocked.
- Worked with senior management to initiate new projects and assist in various processes.
- Upheld strict timetables by maintaining accurate, balanced calendars.
- Volunteered to help with special projects of varying degrees of complexity.
- Took notes and dictation at meetings.
Scheduling Coordinator
25/8 Safety
01.2023 - 03.2024
- Coordinated scheduling for safety training sessions, ensuring optimal resource allocation and participant attendance.
- Managed calendar updates and communicated changes to stakeholders to maintain operational efficiency.
- Streamlined appointment booking processes, enhancing response times and reducing scheduling conflicts.
- Collaborated with team members to identify and resolve scheduling issues, improving overall workflow consistency.
- Developed and maintained a comprehensive scheduling database, facilitating quick access to training records and appointments.
- Assisted in implementing new scheduling software, contributing to improved tracking of training sessions and employee attendance.
- Trained new staff on scheduling protocols, fostering a collaborative environment focused on accuracy and efficiency.
- Analyzed scheduling trends to propose adjustments that align with organizational goals and enhance productivity.
- Utilized advanced software tools like Excel, Outlook, and scheduling-specific platforms to effectively manage comprehensive appointment calendars.
- Proactively identified scheduling issues and developed quick solutions to promote efficiency and profitability.
- Managed daily scheduling conflicts to reduce operational backlogs and support full shift-coverage.
- Communicated scheduling changes to staff members, implementing proof-of-receipt to reduce errors.
- Worked with manager and supervisor to plan and coordinate production schedules.
- Optimized workflow by prioritizing tasks based on urgency and aligning staff assignments accordingly.
- Fostered a positive work environment by addressing employee schedule concerns in a timely manner and with empathy.
- Supported company growth by effectively managing an increasing volume of scheduling requests without compromising service quality.
- Developed strong working relationships with management and executive team through effective scheduling and communication skills.
- Enhanced scheduling efficiency by implementing automated systems and optimizing coordination processes.
- Streamlined communication between departments for improved schedule adherence and reduced conflicts.
- Collaborated with team members to develop contingency plans for unexpected staff absences or schedule changes.
- Fostered positive relationships with clients by efficiently addressing scheduling changes and requests.
- Negotiated with suppliers to ensure timely delivery of resources, keeping projects on schedule.
- Optimized use of resources by effectively scheduling equipment and meeting rooms.
- Facilitated smoother workflow by preemptively identifying and resolving scheduling conflicts.
- Assisted in project planning meetings by providing insights on scheduling constraints and opportunities.
- Maintained up-to-date database of staff availability, qualifications, and preferences to aid in scheduling.
- Enhanced communication between departments, ensuring smooth scheduling adjustments and updates.
- Managed complex scheduling software, leading to reduction in double bookings and scheduling conflicts.
- Enhanced team efficiency by streamlining appointment scheduling processes.
- Addressed and resolved scheduling issues promptly, minimizing disruptions to planned activities.
- Improved operational efficiency by automating routine scheduling tasks.
Owner
Stephanie's Cleaning Service
01.2006 - 06.2022
- Developed comprehensive business strategies to enhance operational efficiency and drive growth.
- Managed daily operations, ensuring high-quality service and customer satisfaction.
- Oversaw inventory management processes, optimizing stock levels and reducing waste.
- Trained and mentored staff on best practices for customer engagement and product knowledge.
- Implemented cost-control measures, improving profitability without sacrificing quality.
- Established vendor relationships to secure competitive pricing and reliable supply chains.
- Increased customer satisfaction by implementing efficient business processes and providing exceptional service.
- Oversaw daily operations, ensuring all tasks were completed accurately and efficiently by team members.
- Managed financial aspects of the business, including budgeting, financial reporting, and tax preparation.
- Consulted with customers to assess needs and propose optimal solutions.
- Established a positive workplace culture that fostered employee engagement, collaboration, and loyalty.
- Negotiated contracts with suppliers for better pricing and terms, reducing overall costs for the business.
- Achieved financial growth with strategic planning, cost control measures, and targeted marketing efforts.
- Enhanced operational efficiency and productivity by managing budgets, accounts, and costs.
- Evaluated industry competition regularly to maintain a competitive advantage in the marketplace.
- Successfully navigated challenging economic conditions by making informed decisions that protected the business''s financial stability.
- Mentored staff members on best practices in customer service and sales techniques, leading to increased performance levels.
- Generated revenues yearly and effectively capitalized on industry growth.
Education
No Degree - Business Administration
Tulsa Junior College
Tulsa, OKHigh School Diploma -
Cushing High School
Cushing, OK05-1993
Skills
- Expense reporting
- Customer service
- Office management
- Information confidentiality
- Meeting planning
- File management
- Calendar management
- Logistics coordination
- Travel coordination
- Master calender management
- Event coordination
- Process improvement
- Travel arrangements
- Scheduling
- Spreadsheet tracking
- Document preparation
- Meeting support
- Business correspondence
- Schedule management
- Budgeting assistance
- Confidentiality
- Administrative support
- Office administration
- Interpersonal communication
- Meticulous attention to detail
- Customer Service-oriented
- Phone etiquette
- Strong problem solver
- Professional and mature
- Filing and data archiving
- Project oversight
- Excel spreadsheets
- Schedule & calendar planning
- Project management
- Resourceful
- Database management
- File organization
- Invoice processing
- Conference planning
- Conflict management
- Business administration
Timeline
Executive Administrative Assistant
City of Cushing
03.2024 - Current
Scheduling Coordinator
25/8 Safety
01.2023 - 03.2024
Owner
Stephanie's Cleaning Service
01.2006 - 06.2022
No Degree - Business Administration
Tulsa Junior College
High School Diploma -
Cushing High School