Susanna M. Haun
Plantation,FL
Summary
Accomplished Executive Assistant with 15+ years experience supporting C-Level and Senior Executives in Outside Sales, Insurance, Finance, Global Enterprise, and IT organizations. Experienced and detail-oriented professional with skillful resources, creative energy, able to expertly prioritize and completes multiple tasks with focus on quality in order to achieve company goals. Dependable and quick-learning team player with effective communication and organization skills as well as an affable personality. Organized and efficient in keeping others on track to complete their professional responsibilities. Demonstrates skills in multi-tasking abilities, with ability to successfully manage multiple complex calendering environments, manage complex travel arrangements, and expense tracking. Contributes to team projects and able to work independently with little or no supervision. Brings years of experience as an Executive Assistant in fast-paced office environments; strengths include advanced computer skills and good judgment. Seeking to maintain a full-time position that offers professional challenges utilizing interpersonal skills, excellent time management and problem-solving skills.
Overview
20
20
years of professional experience
Work History
Executive Assistant
Health System One Medical Mgmt.
Ft. Lauderdale, FL
05.2015 - 12.2021
- Provide executive administrative support to 6 top level executives of a third-party insurance administrator company
- Primary support to President/COO, Chief Medical Officer, Sr. VP of Government Affairs, VP of Operations, VP of Human Resources, VP of Claims Operations, with secondary support to Directors of each of these Departments, and the Compliance Officer
- Coordinate multiple senior and executive management members’ schedules/calendars and independently schedule appointments to avoid conflicts
- Arrange complex and detail travel plans and itineraries
- Processed travel expenses and reimbursements for executive team and directors
- Coordinate and arrange meetings, prepare agendas, reserve and prepare facilities
- Compose routine and confidential correspondences, memos, transcribe notes, research and create presentations and other complex documents
- Organize and maintain file systems, and file correspondence and other records, including corporate contract materials
- Developed and maintained the company organizational charts on SharePoint working alongside HR to maintain an updated system
- Greet and direct visitors to appropriate area or person
- Sensitivity to confidential matters and information, specifically in compliance with HIPAA laws
- Assist with special projects, coordination of quarterly meetings including travel and accommodations as well as meeting setup, catering for breakfast, lunches, and dinners
- Created numerous documents for HR during COVID using MS Word, Excel, Adobe PDF to have employees remain compliant with digital signatures
- Assisted several departments with creating flow charts and other forms for purposes of audits under strict deadlines
- Support the annual 3-day Medical Advisory Committee Conference by arranging travel and lodging; working on presentations from inception to fruition; budgeting, ordering, shipping, and administering distribution of promotional items; also assisting the Medical Directors with any public relation matters necessary
Territory Executive Assistant/Admin. OPS Mgr.
Colonial Life & Accident Insurance Co.
Sunrise, FL
05.2009 - 11.2014
- Provide executive administrative support to the South Florida Territory Sales Manager (TSM) as well as the Regional Instructor and Territory Recruiter for an insurance company that provides benefit solutions for companies of all sizes
- Provide all operations support within the Territory Office for South Florida, adhering to update licensing , liaison with realtor, managing office contracts, ensuring overall efficiency while adhering to the company's policies and regulations
- Additional support provided to sales field of 40 managers and 300+ sales reps who are all independent business owners
- Maintaining TSM’s busy calendar, travel arrangements, scheduling meetings, managing events on all scales from 5 to over 150 guests, securing dining and lodging accommodations, preparing accurate expense reports, and sales standing reports, documents, and presentations for SVP and Corporate Office leadership team
- Responsible with sensitive and confidential information, fielding and answering questions from Corporate as well as territory field District Managers
- Liaison between Territory, Regional, and Corporate Office areas to promote smooth and efficient conduct of business and running of the territory
- Able to work independently, responsible for managing, reviewing, and granting approvals of sale cycle authorizations, specifically in absence of the TSM
- Ensure sales business is submitted in correct and timely manner to report accurate quarterly and annual standings
- Resolve local service requests or issues promptly, responsible for ordering and maintaining sufficient supplies for office and territory operations while maintaining and staying within allocated budgets
Executive Assistant/Accounting Clerk
Fiserv, Inc.
Plantation, FL
06.2008 - 02.2009
- Provided executive administrative support to Vice President of Finance and entire financial department satellite office of 50+ for a financial services and technology solutions company
- Screened calls and emails and initiated actions to respond or direct messages for managers
- Responsible with sensitive and confidential information
- Organized and coordinated conferences and monthly meetings, team outings, office events, scheduled appointments and conference rooms
- Responsible for receiving and logging daily mail items, sort client transactions and scan for imaging and processing
- Manage fax and email transactions; produce check copies and corporate checks; monitor and distribute process work orders received via automated system while maintaining a high level of accuracy to meet established departmental deadlines
- Worked in a team-oriented environment
- Promoted team productivity by keeping supplies organized and well-stocked
- Coordinated events and worked on ad hoc projects
- Greeted arriving visitors, determined nature and purpose of visit and directed individuals to appropriate destinations
Office Administrator
Haun~Ward Insurance Agency
Plantation, FL
11.2006 - 05.2008
- Applied advanced administrative and analytical skills in overseeing day-to-day operational activities for the President/Owner of an Independent Insurance Agency
- Maintained all bookkeeping and financial functions
- Responsible for accounts payables and receivables to insurance companies and vendors utilizing MS Excel; process bank reconciliations, record receipts, manage daily banking procedures, and assemble documentation for year end corporate tax filings to agency’s accounting firm
- Established, maintained and updated operating policies and procedures
- Responsible for ordering and maintaining sufficient office and postage supplies while staying within budget restraints
- Conducted property inspections
Executive Assistant
DHL
Plantation, FL
05.2006 - 11.2006
- Provided executive administrative support for VP of Global Pricing & Profitability and the VP of Global Finances & Administration Global Customer Service departments as well as their Directors and staffs for a global delivery network
- Provided international and domestic travel arrangements and accommodations for executives and directors between European and US Corporate Offices
- Produced reports and assignments and crafted presentations to support executives and to coincide with US deadlines using MS Excel and PowerPoint
- Organized and coordinated weekly meetings, internal and external activities between departments and/or outside parties
- Gathered information and prepared reports; work with confidential files; plan, execute and prepare PowerPoint presentations and materials for conferences and special events
- Review, respond, and process incoming correspondences, documents, emails, screen calls for management; tracking budgets; monitor and re-order office supplies
- Processed travel expenses and reimbursements for executive team and managers
- Coordinated events and worked on ad hoc projects
Operations Analyst
Citrix Systems, Inc.
Ft. Lauderdale, FL
04.2005 - 04.2006
- Responsible for management and analysis of $4M budget of the Business Development department for a computer software company
- Coordinated 22 cost centers; point of contact regarding all financial related matters for cost center owners; reporting the overall budget analysis by researching and tracking cost center trends for both department and program expenses to Sr. Director of Citrix Global Alliance Programs
- Processing SAP transactions with regards to accounting and financial rules; gather necessary information to prepare web requisitions and service entry sheets for finance department
- Work closely with department’s lead financial analyst to ensure all prepayments, accruals, and reclasses were accounted for including reconciliation of the monthly GR/IR report
Executive Assistant
Citrix Systems, Inc.
Ft. Lauderdale, FL
02.2001 - 04.2005
- Provided executive administrative support to VP of Business Development and the entire department including 5 Sr. Directors
- Provided backup support to Sr. VP of Business Development during periods of high workload or staff on leave
- Responsible with sensitive and confidential information; scheduling high-level, internal and external meetings
- Cognizant of arranging meetings within different time zones around the world due to various locations of the company
- Provided international and domestic travel arrangements for VPs and Directors
- Coordinated teleconferences; road shows; webinars; product launches; quarterly team meetings; on and off-site making all travel and lodging arrangements
- Prepared documents, reports and presentations for executives and board members using MS PowerPoint and Excel
- Liaison to Legal Department regarding processing legal and binding contracts
- Ordering and maintaining office supplies
- Screened calls and emails and initiated actions to respond or direct messages for managers
- Took notes at meetings to support business development and management teams
Education
- Computer Science/Desktop Publishing
Montgomery Community College
Rockville, MDSkills
- Critical Thinking
- Video Conferencing Software
- Administrative Support
- Executive Schedule Management
- Catering Coordination
- Supply Ordering
- Verbal and Written Communication
- Executive Presentations
- Meeting Agenda Preparation
- Correspondence and Memos
- Calendar and Scheduling Software
- Travel Arrangement Coordination
- Microsoft Office
- Honest and Ethical
- Meeting Scheduling
- Time Management
Languages
Spanish
Timeline
Executive Assistant
Health System One Medical Mgmt.
05.2015 - 12.2021
Territory Executive Assistant/Admin. OPS Mgr.
Colonial Life & Accident Insurance Co.
05.2009 - 11.2014
Executive Assistant/Accounting Clerk
Fiserv, Inc.
06.2008 - 02.2009
Office Administrator
Haun~Ward Insurance Agency
11.2006 - 05.2008
Executive Assistant
DHL
05.2006 - 11.2006
Operations Analyst
Citrix Systems, Inc.
04.2005 - 04.2006
Executive Assistant
Citrix Systems, Inc.
02.2001 - 04.2005
- Computer Science/Desktop Publishing
Montgomery Community College