Senior Executive Assistant - Rick Renner Ministries - Tulsa, OK
(2020-09)
- Served as liaison between Tulsa and overseas offices
- Remind executive officers of schedules, events, and dates on their schedules
- Receive phone calls from the executive office
- Arrange all travel arrangements related to the executive office. This includes plane tickets, rental cars, hotels, and communication on arrival
- Communicate with staff about details related to the website and social media
- International travel as related to visas
- Board of Director meetings and communication
- Taking minutes for meetings
- Coordinating all meetings and schedules for the executive officers.
- Guest relations for executive officers
- Written communication on behalf of the executive officers
- Handled catering, agendas, and travel arrangements for meeting and event planning for executive officers
- Scheduling for executive officers
- Management of department staff
- Planning all company events with attendance from 10 people to several hundred people
- Distributed company-wide announcements on behalf of the executive office
- Allocated executive tasks and managed calendars and administrative functions.
- Managed department staff for serving in the executive office, as well as events
- Communicated event purpose and goals, event budget management, choosing date and venue, picked a team for the event, timeline of goals for the event, and followed up with a post-event review
- Provided administrative support to senior leadership and members of the executive board
Executive Assistant - CommunityCare - Tulsa, OK
(2008-10 - 2020-09)
- Contributed to smooth business operations by planning and organizing meetings and conferences, including conference calls
- Coordinated meetings
- Handled catering, agendas, and travel arrangements for meetings and event planning for executive officers
- Organized and updated schedules
- Organized envelopes, postage, and mail correspondence for staff and management, maintained the postage meter, and coordinated with delivery and courier services
- Managed external contacts for the Chief Medical Officer (CMO) and tracked periodic communication needed for priority contacts
- Produced accurate office files, updated spreadsheets, and crafted presentations to support executives
- Distributed company-wide announcements, booked conference rooms, and coordinated catering for executive meetings
- Allocated executive tasks and managed calendars and administrative functions.
- Managed administrative functions, including calendar management, focusing on allocating executive availability
- Responded to emails and other correspondence to facilitate communication and enhance business processes
- Managed office inventory by restocking supplies and placing purchase orders to maintain adequate stock levels
- Scheduled appointments for senior leadership
- Provided administrative support to senior leadership and members of the executive board
Administrative Assistant - CommunityCare - Tulsa, OK
- Performed general office duties, including answering multi-line phones, routing calls and messages, and greeting visitors.
- Composed internal memos and external correspondence for senior management and reviewed all documentation to eliminate errors.
- Interacted with vendors, contractors, and professional services personnel to receive orders, perform direct activities, and communicate instructions.
- Supported efficient meetings by organizing spaces and materials, documenting discussions and distributing meeting notes.
- Prepared packages for shipment, pickup, and courier services for prompt customer delivery.
- Offered departmental administrative support.
- Welcomed office visitors warmly and alerted staff to arrivals of scheduled appointments.
- Routed incoming calls and faxes and drafted detailed messages to expedite response.
- Sorted and distributed office mail and recorded incoming shipments for corporate records.
Intake Coordinator - CommunityCare - Tulsa, OK
- Enhanced office efficiency by answering 80+ calls per day.
- Maintained current and accurate medical records.
- Completed skilled administrative work to support all office staff and operational requirements.
- Documented patient medical information, case histories, and insurance details to facilitate smooth appointments and payment processing.
- Delivered expert clerical support by efficiently handling a wide range of routine and special requirements.
