Zara L. Lyon
Hamden,CT
Summary
Highly accomplished Executive Assistant with over 15 years of experience supporting C-suite leaders and University Presidents & Vice Presidents. Expert in managing complex operations, including oversight of 20+ divisional budget lines ($5M) and the strategic coordination of high-profile board and presidential events. A bilingual professional (English/Spanish) recognized for translating organizational goals into workable strategies, improving operational efficiencies, and leading administrative teams in fast-paced, confidential environments. Focused on team collaboration and achieving results, adapting flexibly to changing needs and priorities. Dependable and resourceful, consistently delivering high-quality outcomes.
Overview
26
26
years of professional experience
Work History
Executive Assistant to Vice President Development & Alumni Affairs
Quinnipiac University
Hamden, CT
05.2022 - Current
- $Provide executive support related to meetings, scheduling, logistics and operational needs of the division
- Monitor and track 23 ( separate budget lines within the division
- Strategically manages the Vice President’s time, looking for internal and external opportunities for the Vice President to spend time where his/her input, authority and decision making are most needed.
- Established processes and create efficiencies within the department in relation to operational needs and business operations. Identify gaps in skills/expertise within the department and find solutions. {i.e., UClub budget, staffing, revenue}
- Work with D&AA Sr. Management Team on department strategic goals, operational efficiencies, and budget. Prioritize special projects and decision-making. Take the goals and objectives of D&AA Sr. Management team and translate into workable strategies and solutions. {i.e., Corp. Partnerships-Contract process navigation, internal stakeholders}
- Lead project management and coordination of division goals, tracking progress ensure we are not falling behind, and ensure alignment with university strategic pillars.
- Communicates consistently with executive leaders to stay attuned to organizational initiatives. {i.e., contract process, dept. hiring, goal setting}
- Serves as the lead liaison between the Division/VPDAA and the President’s Office.
- Ensure presidential visits, dinners, University Club engagements & events (in/out state) are seamless. Ensure presidential briefings are timely and accurate. Occasional direct support of the President, executive office budget, and calendar support.
- Support Board of Trustee Meetings, on campus, off-site and out of state. Liaison to Board of Trustee members at development engagements, alumni events, and presidents high profile events/meetings.
- In coordination with the VPDAA, manage the hiring process for the Division by partnering with Human Resources and internal stakeholders
- Ensure presidential visits, dinners, University Club engagements & events (in/out state) are seamless. Ensure presidential briefings are timely and accurate. Occasional direct support of the President, executive office budget, and calendar support.
- Supervises a team of three administrative assistants and sets high standards for performance, providing feedback and coaching where needed.
Executive Assistant to General Counsel & VP of Human Resources VP for Strategy & Community Relations & Chief of Staff
Quinnipiac University
Hamden, CT
06.2021 - 05.2022
- Provide executive support related to meetings, scheduling, document preparation, logistics, operational needs.
- Monitor and reconcile General Counsel budget and all legal billing expenses
- Monitor and reconcile Executive office budget and expenses related to events
- Reconcile University purchasing cards for President, 2 Vice Presidents
- Coordinate and support management committee retreat and other executive events at Spruce Bank Property
- Executive office coverage support
- Maintain confidentiality of correspondence, email, in person meetings as it pertains to President’s calendar
- Coordinated executive schedules, prioritizing meetings and travel arrangements.
Human Resources Administrative Assistant
Quinnipiac University
Hamden, CT
05.2017 - 05.2022
- Provide front desk support, assist employees/students/visitors, directing messages and providing information within scope of knowledge and authority.
- Monitor department budget and reconcile expenditures for AVP of Human Resources
- Create/organize/maintain filing system (including electronic data) for documents and other information pertinent to the smooth flow of work in the human resource office.
- Review incoming mail for appropriate distribution and action.
- Coordinate resources for human resource meetings and events.
- Assist with yearly benefits open enrollment for staff/faculty.
- Prepare correspondence, memos, reports, and other documents using university selected software.
- Maintain the confidentiality of such issues as they arise in the Human Resource Office.
- Process invoices through university requisition system and requests for payment.
- Order office supplies and benefit enrollment materials as needed.
- Coordinate the repair and maintenance of office equipment.
- Work independently and collaboratively on special projects as needed.
- Supervise HR student employees, Track Kronos
- Track employee vaccination and booster uploads
- Monitor HR fax, humanresources@qu.edu, employeecovidhdr@qu.edu, and respond to employees confidentially and promptly.
Covid-19 On Campus Testing Team
Quinnipiac University
Hamden, CT
08.2020 - 04.2022
- Coordination of volunteer staffing for weekly student covid-19 testing.
- Train volunteers on site
- Oversight of testing, resolving issues that arise
- Coordinate courier service to ensure samples are retrieved and delivered to testing facility
- Monitor volunteers sign up to ensure proper staffing at each shift
- Monitor covidoncampustest@qu.edu email inbox
- Triage students’ conflicts and collaboration with Student Health Services, Pre-Testing, and IT Administrator
- Participate in Covid-19 Task Force as needed
- Assisted Athletics in covid testing for athletes at People’s United Center
Commencement Committee
Quinnipiac University
Hamden, CT
03.2021 - 05.2021
- Coordinate, Schedule, and Train volunteers for 13 Commencement Ceremonies
- Lead at headquarters station at all ceremonies, triage problems, execute solutions
- Participate in all commencement planning meetings
Executive Assistant
Yale New Haven Hospital
New Haven, CT
02.2015 - 05.2017
- Provide high-level administrative support to Chief Medical Officer, Chief Network Officer, & Chief Quality Officer for Smilow Cancer Hospital.
- Coordination of travel including international, meetings, and expense reports
- Maintain confidential administrative files as necessary
- Assist and execute all areas of special projects, meetings, conferences, and retreats
- Provide high-level support at meetings including minutes, agendas, video/teleconferencing
Department Head Secretary
Yale New Haven Hospital
New Haven, CT
05.2014 - 02.2015
- Provide high-level administrative support to the Director of Trauma & Specialty Programs
- Manage the needs of the department by ensuring efficient operation of the office
- Coordination of calendar, meetings, and travel for Director of Specialty Programs
- Maintain confidential administrative files
- Assist with special projects as needed. Sky Health Helicopter Program Marketing
- Track, Schedule & Maintain personnel files for all direct reports, 25 personnel
Secretary, Radiation Oncology
Smilow Cancer Hospital
09.2009 - 05.2014
- Provided administrative support to six radiation oncologists and resident staff
- Ensure physicians’ professional needs were met, both on the academic and clinical level
- Scheduled travel, meetings, clinic, and diagnostic imaging appointments for physicians
Clinical Information Clerk II
Yale New Haven Hospital
New Haven, CT
03.2005 - 10.2009
- Tracked and reconciled emergency department electronic medical records in LYNX EMR system to ensure medical record compliance
- Trained and assisted other emergency room personnel in the LYNX EMR system
- Maintained missing records in the LYNX EMR system under .002%
- Maintained accurate patient information in hospital data base for record retrieval by billing, registration, and other patient related activities
- Ensured efficient operation of ED Coding file area
Mental Health Worker- Adult Emergency Dept. Crisis Intervention Unit (CIU)
Yale New Haven Hospital
New Haven, CT
02.2000 - 03.2005
- Assisted in placement of acute psychiatric patients to various inpatient facilities throughout Connecticut
- Preformed blood draw, EKG, and routine vital signs
- Created Mental Health Worker Competency Based Objectives (CBO) for Emergency Department management
Education
Bachelor of Science - Psychology
Southern Connecticut State University
New Haven, CT01-2000
Timeline
Executive Assistant to Vice President Development & Alumni Affairs
Quinnipiac University
05.2022 - Current
Executive Assistant to General Counsel & VP of Human Resources VP for Strategy & Community Relations & Chief of Staff
Quinnipiac University
06.2021 - 05.2022
Commencement Committee
Quinnipiac University
03.2021 - 05.2021
Covid-19 On Campus Testing Team
Quinnipiac University
08.2020 - 04.2022
Human Resources Administrative Assistant
Quinnipiac University
05.2017 - 05.2022
Executive Assistant
Yale New Haven Hospital
02.2015 - 05.2017
Department Head Secretary
Yale New Haven Hospital
05.2014 - 02.2015
Secretary, Radiation Oncology
Smilow Cancer Hospital
09.2009 - 05.2014
Clinical Information Clerk II
Yale New Haven Hospital
03.2005 - 10.2009
Mental Health Worker- Adult Emergency Dept. Crisis Intervention Unit (CIU)
Yale New Haven Hospital
02.2000 - 03.2005
Bachelor of Science - Psychology
Southern Connecticut State University