MARY ANN MALATINO
Philadelphia, PA 19145
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SENIOR ADMINISTRATIVE ASSISTANT WITH EXECUTIVE SUPPORT
PROFESSIONAL SUMMARY
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Results-driven Senior Administrative Assistant with over 20 years of progressive experience supporting
senior executives in high-demand environments, including Fortune 500 companies.
Possess expertise in complex calendar management, travel coordination, and meeting planning, with a
proven ability to prioritize tasks and enhance operational efficiencies.
Strong attention to detail excelling at maintaining confidentiality while managing sensitive information.
Excellent verbal and written communication skills, adopts a collaborative, team-oriented approach and adept
at anticipating the needs of leadership.
Committed to delivering high-quality outcomes and poised to support the success of the team.
AWARDS AND RECOGNITION
Employee of the Month – for Customer Service Excellence – received from Bettinger Staffing in June 2018.
“E” (Excellence) of the I-CARE values of CHOP – received from my manager in October 2021.
TECHNICAL SKILLS
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Microsoft Office Suite: Advanced skills in Word (1 CEU), Excel (1 CEU), PowerPoint (1 CEU), Outlook, and Office
365.
Project Management Tools: Proficient in DocuSign, QuickBooks Online, SharePoint, Visio, Construct Ware.
Communication Tools: Experienced with Adobe, Google Docs, MS Teams, Zoom, WebEx, Slack.
Financial Software: Knowledge of Workday, Chrome River, Concur, Lawson, SAP, Oracle, Blackbaud,
Tessitura, Mainframe.
Time Management: Expertise in scheduling, travel logistics, and meeting coordination.
PROFESSIONAL WORK EXPERIENCE
POSITIONS REFLECT A VARIETY OF DIVERSE CONTRACT ASSIGNMENTS THROUGH STAFFING AGENCIES
Jefferson Health Partners (hybrid) (temp position via Jeff Temps)
2/2025 to 4/2025
Executive Assistant to Chief Medical Officer, Associate Chief Medical Officer and Support Staff
• Coordinate complex calendars, assist with scheduling meetings and review calendar conflicts with CMOs.
• Assist with submitting invoices, purchase orders, travel and expense reports, and various projects.
Ecog-Acrin (hybrid) (temp position via The Job Exchange)
9/2023 to 2/2024
Administrative Assistant to Executive Manager and Support Staff
• Delivered high-level administrative support to the Executive Manager and support staff, expertly transcribing
minutes for leadership and executive meetings to ensure accurate documentation.
• Managed and compiled monthly project manager and director reports, creating impactful PowerPoint
presentations that effectively communicated key insights.
• Processed invoices and travel & expense reports with precision, ensuring timely submissions and compliance.
• Developed and formatted committee spreadsheets in Excel for enhanced clarity and organization.
• Handled phone communications professionally, directing calls to the appropriate parties to facilitate seamless
interactions.
• Coordinated complex calendars, travel logistics, and meeting arrangements, optimizing schedules for
maximum efficiency.
• Leveraged advanced Microsoft Office skills to improve workflow and foster collaboration across teams.
Univ. of PA School of Engineering & Applied Sciences (temp position via Apple One)
11/2022 to 1/2023
Administrative Coordinator to the Director of Events
• Coordinated scheduling for events, meetings, and space approvals, ensuring seamless logistics and efficient use
of resources.
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Managed email inquiries and served as the primary liaison with on-site event contacts to facilitate clear
communication.
Booked conference rooms and arranged meeting support services, enhancing the overall event experience.
Expertly handled calendar management, travel arrangements, and meeting logistics to optimize organizational
efficiency.
Utilized advanced Microsoft Office skills to create professional documentation and streamline administrative
processes.
American Building Maintenance Industries (temp position via Aston Carter Staffing)
8/2022 to 10/2022
Administrative Assistant to Sr. VP Engineering, VP of Mid-Atlantic and Southeast
Regions and VP Operations Northeast Engineering
• Delivered comprehensive project assistance by preparing detailed weekly Excel spreadsheets to track and
document the accuracy of lunch punches, ensuring compliance and accountability.
• Made necessary corrections and communicated findings to HR for efficient resolution of discrepancies.
• Proficiently utilized Microsoft Office to create reports and documentation that supported executive decision-making
and team collaboration.
Pennsylvania Hospital / Penn Medicine (temp position via Bettinger Staffing)
11/2021 to 3/2022
Administrative Assistant to the Chair of Department of Medicine and
Alternate Chair of Department of OB / GYN
• Supported the Chair of the Department of Medicine and the Alternate Chair of the Department of OB/GYN by
managing calendars and meetings, ensuring optimal scheduling for departmental leadership.
• Provided vital support through effective calendar and meeting management, ensuring optimal scheduling for
departmental leadership.
• Created and maintained comprehensive contact lists, formatted documents for clarity and professionalism, and
handled incoming calls with efficiency.
• Assisted with various projects as assigned, demonstrating flexibility and attention to detail in a fast-paced
environment.
• Managed travel arrangements and logistics to support executive needs.
• Utilized Microsoft Office Suite to enhance productivity and create polished documentation for meetings and
communications.
Children’s Hospital of Philadelphia (hybrid) (temp position via Medical Staffing)
8/2021 to 11/2021
Administrative Assistant to the Chief of Neuroradiology and 7 Physicians
• Organized an international virtual and in-person retirement symposium, coordinating all logistics for a successful
event.
• Managed attendee tracking for both virtual and in-person participation, ensuring smooth communication and
engagement.
• Oversaw room setup, catering orders, and floral arrangements to enhance the event experience.
• Collaborated with IT to confirm that meeting links and camera equipment were functional for seamless
presentations.
• Efficiently managed calendars, travel arrangements, and meeting logistics to support the Chief and physicians.
• Utilized Microsoft Office Suite to create professional documents and reports, enhancing overall productivity.
SEPTA (temp position via Johnson Service Group)
3/2021 to 6/2021
Administrative Assistant / Analyst (Accounts Payable Department)
• Analyzed, sorted, and scanned large volumes of invoices to SharePoint, establishing an organized and efficient
filing system.
• Developed a numerical filing system based on voucher numbers, enabling quick identification and retrieval of
invoices.
• Utilized Microsoft Office Suite to create and manage documentation effectively.
• Employed Mainframe systems to locate missing voucher or vendor numbers, ensuring accurate record-keeping and
accountability.
Academy of Music (temp position via Bettinger Staffing)
12/2019 to 3/2020
Administrative Assistant to Senior Director of Restoration Department
• Assisted with the planning and execution of the 163rd Anniversary Concert, Dinner, and Ball event, contributing to
its overall success.
• Managed ticket purchases and responded to patron inquiries via phone and email, ensuring a positive experience
for attendees.
Braskem America (temp position via Systemart)
7/2019 to 8/2019
Administrative Assistant to Project Manager
• Transferred 300 documents into a designated Word template, incorporating a Table of Contents and sequential
paragraph numbering for improved organization.
• Utilized Microsoft Office Suite to enhance documentation and reporting efficiency.
• Tracked and maintained the progress of work in an Excel spreadsheet, ensuring transparency and accountability.
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Collaborated with document owners to verify the accuracy and completeness of all materials.
Completed the project ahead of schedule and under-budgeted staffing fees, demonstrating strong time
management and cost-effectiveness.
Penn Medicine Corporate Information Services Dept. (temp position via Bettinger Staffing) 10/2017 to 12/2018
Administrative Assistant to 4 Senior Directors, Senior Project Manager and Support Staff
• Assisted with multiple high-profile projects, including the Princeton/Penn Medicine merger, ensuring timely
submission of all participants’ travel and expense reports to avoid late fees.
• Managed calendars, travel arrangements, and meeting logistics for senior leadership, facilitating efficient
operations.
• Utilized Microsoft Office Suite to create professional documents and presentations that supported project objectives.
• Booked conference rooms, coordinated catering services, and managed inventory and ordering of office and pantry
supplies.
• Saved the company $1,000 by recommending the use of internal resources rather than incurring costs for an
external rental facility, demonstrating cost-saving initiatives and resourcefulness.
Amec Foster Wheeler (temp position via Liberty Personnel)
4/2016 to 3/2017
Administrative Assistant / Office Manager to Sanofi Principal Project Manager and Support Staff
• Supported project management in Construct Ware by producing and distributing weekly Request for Information
(RFI) status reports, ensuring clear communication among stakeholders.
• Utilized plotters to scan and convert designs into PDF format for efficient document management.
• Assisted staff with meeting setup, printed requests, and ordered office supplies to maintain a well-functioning office
environment.
• Developed and organized a color-coded filing system for each discipline and sub-category, enhancing the team’s
ability to quickly locate and distinguish relevant documents.
Exelon / Peco (temp position via Bettinger Staffing)
9/2015 to 12/2015
Administrative Assistant to Director, Manager and Support Staff
• Assisted with calendar and meeting management, preparing Agendas and meeting materials.
• Assisted with the Pope visit creating detailed lists of participants in an Excel spreadsheet. Answered and directed
calls, sorted and distributed mail, and served as backup to executive assistant.
• Assisted with various projects, events, mass mailings, ordered catering, and ordered office supplies.
Legal Secretary Contract Work, Philadelphia, PA
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4/2013 to 8/2015
Assisted with the preparation and filing of legal documents.
Aramark
Administrative Assistant / Receptionist
4/2011 to 1/2013
• Supported Legal Affairs, Strategic Assets, Business Resource Center, Safety and Risk, and Food Management
Departments. Provided front office support and served as a point of contact.
• Composed correspondence, emails, and memos in the manager’s absence.
• Coordinated travel, prepared detailed itineraries, and submitted expense reports.
• Managed calendars and confirmed appointments, and meetings, and booked conference rooms.
• Managed and tracked building security access cards issued to employees and visitors.
EDUCATION:
High School Diploma
St. Maria Goretti High School
