Zena Harley
Accokeek,MD
Summary
Over 20 years of experience as an innovative and energetic Clerical and Administrative Professional throughout the corporate and government work environment. Supporting the development of users’ information literacy skills through active outreach and relationship building within the company’s community. Manager over student hiring staff and training. Proficient in Microsoft Office Excel & Access Suites, SharePoint, Sap Concur, Doodle, DocuSign. Manage Daily operations of front desk administration. Experience in researching, organizing and implanting improved business and management practices. Hands-on experience in providing care and management of accountable property and equipment. Proven analytical quantitative and critical thinking abilities. Crossed referenced applications for entry and housing invoices. Skilled in Accounts payable, Accounts Receivables, Communication Skills. Evaluates, Adjusts, and creates paid invoices for the Student Housing department and Office Staff. Driven and resourceful administrative professional with 23+ 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. Executive Assistant skilled at offering high-level administrative support to senior-level staff. Expert in travel management, expense tracking and schedule coordination. Expertly assists executive team using exceptional communication and organizational skills.
Overview
34
34
years of professional experience
Work History
Executive Assistant
NRI Staffing Resources
Washington, DC
06.2023 - Current
- Handled confidential and sensitive information with discretion and tact.
- Managed executive calendars, scheduling meetings and appointments and coordinating travel arrangements to optimize time.
- Organized and coordinated conferences and monthly meetings.
- Processed travel expenses and reimbursements for executive team and senior management group.
- Screened calls and emails and initiated actions to respond or direct messages for managers.
- Supported business and hospitality needs of corporate partners and staff during meetings and company events.
- Conducted research and analyzed data to provide detailed reports on various business topics.
- Filed paperwork and organized computer-based information.
- Managed mail and both incoming and outgoing correspondence, mail, email and faxes.
- Greeted arriving visitors, determined nature and purpose of visit and directed individuals to appropriate destinations.
- Volunteered to help with special projects of varying degrees of complexity.
Concierge/Customer Service Assistant
Hire One
12.2020 - Current
- First point of contact for residents, receive and redirect mail, phone calls, large packages, and routine questions; including maintenance request, and confidential matters such as noise complaints
- Train new concierge working other shifts
- Maintaining inventory of supplies
- Work with management in handling weekend applications and other duties requested.
Library Administrative Specialist
Johns Hopkins University - JHU
1717 Massachusetts Avenue NW Washington, DC
11.2000 - 06.2023
- Maintain Johns Hopkins University (JHU) Library Resource Center (LRC) daily operations by opening, closing, maintain the lobby area, manage study tables, and the computer lab
- Manage staff recruitment, hiring, training, and schedules of new librarians, liaising between 3 departments who share data (admissions, registration, and financial aid)
- Hire and supervise front desk student staff, training them to use the online catalog, library equipment, and multimedia items
- Assist students with class locations, study room reservations, research, checking books in/out of computers, interlibrary loan requests, library cards, processing fines, and accepting payments
- Purchase, organize, and execute more than 300 books for programs and annually use a library budget of over several thousand dollars yearly
- Provided and offered budget assistance to the full/part-time graduate library
- Provided assistance developing and planning the ongoing transformation of the (LRC).
- Resolved customer concerns efficiently to promote satisfaction and loyalty.
- Created and updated records and files to maintain document compliance.
- Coordinate telephone queries, needing guidance concerning library issues for visitors
- Utilize a Spring-share platform to enter reference questions and analytical data for the library via email, phone, and walk-ins to library staff
- Manage usage of the ORCA TV Station by helping students, faculty, and staff
- Interact with 3 division AAP, Carey, and SAIS chairpersons and Managers and devise a library collection suitable for today’s 15 program research courses and recommend books and estimated cost of the material
- Orchestrated a significant transition of all records and files to offices located in a new building, while efficiently managing customer relations and providing exemplary service to staff.
- Operated as Library Manager from 2001 to 2007 to assist in organizing the Library process, creating and implementing a 12-step inventory control system procedure guide, and ensuring the accuracy of goods and materials in stock
- Purchase office supplies, order catering when needed, and office equipment service for faulty or broken equipment
- Assist in preparing contract packets for more than 90 teaching faculty, maintain correspondence, and control all records
- Obtain, distribute, and coordinate collected syllabus for each term, recording, and thoroughly reviewing for inaccuracies using university procedures and policies for submitting syllabus
- Oversee all operations of faculty and student needs, troubleshoot and resolve issues, mediate disputes, and handle customer complaints.
Staff Assistant
American University - AU
4400 Mass. Ave NW Washington DC
08.1997 - 11.2000
- Offer guidance, analytical advice, implement a logistical plan, and technological support to the Regional Sheridan Library Departments (RSLD)
- Offer administrative and logistical support to RSLD (Residential Life and Housing Department) staff, students, contractors, and customers
- Create, schedule, and review travel arrangements for staff -members in the Regional division using the SAP Concur database
- Prepare all travel and hotel arrangements for office staff as well as for individuals outside the office
- Review (travel agreements, revisions, and expense reports) for substance, congruence with university policy, and completeness
- Arrange meetings, order and distribute office supplies, prepare memos, student and visitor badges/passes
- Reconcile office credit cards and prepare a reimbursable expense report for payroll
- Manage data, publish reports, and test plans for staff, students and customers
- Assist in developing and modifying estimates for contract bids and requests for proposals
- Maintained professional front desk, handled incoming calls and delivered exceptional service to every guest.
- Boosted productivity by keeping office records current, well-organized and efficiently accessible for various needs.
Receptionist/Microfiche Assistant
King Visual Technology, Inc
L Street NW Washington DC
05.1992 - 06.1996
- Greeted incoming visitors and customers professionally and provided friendly, knowledgeable assistance.
- Confirmed appointments, communicated with clients, and updated client records.
- Responded to inquiries from callers seeking information.
- Resolved customer problems and complaints.
- Corresponded with clients through email, telephone, or postal mail.
- Restocked supplies and submitted purchase orders to maintain stock levels.
- Welcomed customers with friendly greeting, answered general questions, gathered nature of visit and directed to specific offices.
Physical Review Board - Clerk Typist
Department Of Navy
Wilson Blvd, Arlington VA 22203
05.1990 - 06.1992
- Answered and routed incoming calls and took messages when personnel were unavailable.
- Provided diverse clerical support to business personnel.
- Accepted dictated notes and produced professional documents with outlined information.
- Edited drafts created from speech recognition software.
- Typed official correspondence and reports from handwritten notes and other information sources.
- Prepared statistical reports with relevant company data and statistics.
- Corrected grammar, spelling and syntax mistakes in medical records.
- Reviewed records, paperwork, and orders for errors and resolved issues with minimal direction.
Education
Tax Preparation -
07.2023
Financial Analyst Course -
06.2023
A.A.S., Business Management -
03.2011
Jefferson Business College -
09.1989
Skills
- Staff Management
- Scheduling
- Risk Management
- Mail Management
- Invoice Processing
- Administrative Support
- Meeting Planning
- Customer Service
- Schedule Management
- Interpersonal Communication
- Excel Spreadsheets
- Multi-Line Phone Proficiency
- Information Confidentiality
Citizenship
U.S. Citizen
Highest Grade
GS-0318-04
Honors And Awards
- (IAAP) International Association of Administrative Professionals - 2015
- (ASAP) Administrative Society of Administrative Professionals - 2015
Certificates And Licenses
- Executive Assistant Certificate - 2023
- Maryland Notary - 2023
- Tax Preparer - 2023
- Emotional Intelligence & Diversity in the workplace - 2020
- Organizational and time management workshop - 2018
- Excel 2010, Access 2007 JHU & The Indispensable Assistant, JHU - 2011
- Business Concepts Certificate, CTU - 2009
- Essential of Communicating with tact and Finesse, JHU - 2006
Timeline
Executive Assistant
NRI Staffing Resources
06.2023 - Current
Concierge/Customer Service Assistant
Hire One
12.2020 - Current
Library Administrative Specialist
Johns Hopkins University - JHU
11.2000 - 06.2023
Staff Assistant
American University - AU
08.1997 - 11.2000
Receptionist/Microfiche Assistant
King Visual Technology, Inc
05.1992 - 06.1996
Physical Review Board - Clerk Typist
Department Of Navy
05.1990 - 06.1992
Tax Preparation -
Financial Analyst Course -
A.A.S., Business Management -
Jefferson Business College -
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