Rachel Smith

Rachel Smith Administrative Assistant RS (256 -  rach elsmith 56 @ic loud .com  B irmin gh am, AL  Link ed In Dedicated and motivated administrative assistant with 15 years of proven success in providing administrative support and customer service in fast-paced environments. Critical thinker and creative problem-solver, adept at managing data entry, coordinating complex schedules and calendars, and creating and executing key process improvement strategies that enhance business productivity and performance. Excellent communicator and collaborative team player who excels at serving as a key strategic advisor to senior leaders and maintaining high client retention. Core Expertise: Administrative Support + Customer Service + Research & Data Analysis + Executive Support + Documentation & File Storage + Scheduling & Calendar Management + Scheduling & Planning + Written & Verbal Communication + Customer Relationship Management + Business Process Improvement + Data Entry Professional Experience ADMINISTRATIVE ASSISTANT ▪ Pearce Bevill Leesburg and Moore, Mountain Brook, AL January 2023 – February 2024 Provided comprehensive support for multiple senior executives, managers, and team members, including conducting research, completing accurate data entry, planning meetings, and coordinating travel plans. Managed various front desk tasks, including answering calls from multiple phone lines, greeting guests, and monitoring door access. Employed project management software to track progress of various projects.  Drove smooth daily operations by streamlining processes for tracking, ordering, and storing office supplies to ensure access for all employees, as well as collaborating with IT personnel to quickly resolve technical issues.  Simplified file documentation and retrieval by implementing standardized document management procedures, including creating robust record-keeping systems that aligned with company standards and regulatory requirements.  Demonstrated superb organizational skills by managing multiple calendars, scheduling on-site and off-site meetings, coordinating personal appointments, and providing logistics support for senior leaders and staff members.  Leveraged financial expertise and attention to detail to accurately process internal financial statements and assist the tax department with efficiently processing client tax returns. EXECUTIVE ASSISTANT ▪ Warren Averett, Huntsville, AL September 2019 – December 2022 Served in an administrative support role for multiple executive leaders and staff members and oversaw numerous daily tasks, including data entry, recording meeting minutes, managing multiple calendars simultaneously, and coordinating travel arrangements. Assisted the receptionist with answering and transferring calls and taking messages. Worked with IT teams to address technical problems. Processed financial statements and tax returns.  Optimized project completion and daily operations by utilizing internal project management software to monitor the progress of multiple initiatives and ensure adherence to goals and deadlines.  Provided exceptional customer service by maintaining a positive and professional demeanor while greeting guests, accurately answering all questions, and addressing any client issues.  Maintained compliance of all document management by spearheading procedures for storing and updating key client information, as well as overseeing document destruction as necessary. R achel Sm it h (25 6) 497 -948 9  rach elsmith 56 @ic loud .com  B i rmin gh am, AL PATIENT REGISTRATION REPRESENTATIVE ▪ Madison Hospital, Madison, AL August 2018 – August 2019 Managed patient registration, including creating digital copies of personal identification documents and insurance cards, as well as verifying and matching key personal details on paperwork and armbands.  Maximized efficiency for medical staff members by developing and implementing optimized processes for patient registration during daily emergency room (ER) staff visits.  Employed strong attention to detail to accurately prepare daily deposits for collected funds from departmental sales and process insurance co-pays and other forms of payment. PATIENT REGISTRATION REPRESENTATIVE ▪ The Heart Center, Huntsville, AL August 2017 – August 2018 Created digital copies of identification documents, including driver’s licenses and insurance cards, and simplified access to all pertinent information. Developed procedures for streamlined patient registration.  Ensured accuracy of all patient information by validating the consistency of patient data across paperwork, armbands, and stickers, as well as managing annual updates to patient paperwork.  Upheld financial accountability by leveraging a detail-oriented approach to prepare daily deposits from collected money, process payments for testing fees, and update patient accounts. DAYCARE TEACHER ▪ First Baptist Child Development Center, Madison, AL June 2016 – August 2017 Provided supervision and care for up to 8 infants at a time. Logged individual babies’ daily activities, including meals and sleep patterns, to ensure optimal delivery of care.  Cultivated positive relationships with parents by communicating regularly, generating detailed incident reports and medial authorization forms for individual children, and presenting pertinent documents to parents in a timely manner.  Created a safe and sanitary environment by thoroughly cleaning all play and sleep areas and disinfecting toys and equipment at the end of each day. JUNIOR ACCOUNT MANAGER ▪ Aviagen North America, Huntsville, AL September 2009 – April 2016 Assisted in the completion of high-value orders. Oversaw data entry for customer service and international export departments and provided support for various front desk operations. Developed and maintained documentation standards.  Improved customer satisfaction by coordinating product availability and flight schedules and collaborating with internal teams to drive on-time product delivery.  Played a key role in increasing revenue by building positive customer relationships, as well as preparing thorough documentation and actively communicating with sales staff to enable delivery of domestic and international orders. Education & Certifications Associate Degree in General Studies ▪ John C. Calhoun State Community College, Decatur, AL Certified Notary Public – State of Alabama Technical Skills Concur ▪ SharePoint ▪ Google Drive ▪ Microsoft Office ▪ Adobe ▪ Microsoft Teams ▪ Slack ▪ Skype ▪ Zoom ▪ Google Docs ▪ Trello ▪ Asana ▪ Visio ▪ Various Project Management Software Solutions