Tanya Ibern
Chesapeake
Summary
Ship Repair Experience Ambitious, outgoing, creative, and result driven administrative assistant who creates strategic alliances with organizations, companies and leaders to effectively align with and support key Ship Repair initiatives. Builds and retains high performance teams by hiring, developing and motivating skilled professionals to produce quality work with integrity and time constraints at the forefront of their mission. Dedicated administrative professional with successful experience in fast-paced office settings. Hardworking team player with expertise in completing various clerical tasks and offering staff support. Responsible, punctual and productive professional when working with little to no supervision.
Overview
6
6
years of professional experience
Work History
Administrative Assistant
JRF Ship Repairs
10.2021 - Current
- Enhanced office efficiency by streamlining administrative processes and implementing organizational systems.
- Supported executive staff through scheduling meetings, coordinating travel arrangements, and preparing crucial documents.
- Boosted team productivity by managing communication channels and ensuring timely responses to inquiries.
- Ensured accurate record-keeping with diligent data entry and database management for vital company information.
- Contributed to cost reduction efforts by identifying opportunities for process improvements and negotiating vendor contracts.
- Facilitated collaboration within the team by organizing regular meetings, maintaining meeting minutes, and tracking project progress.
- Delivered excellent customer service through prompt responses to client inquiries, addressing concerns effectively, and building strong relationships.
- Assisted in onboarding new employees, providing training materials, and coordinating orientation schedules to ensure a smooth integration into the team.
- Maintained confidentiality of sensitive information by adhering to strict privacy policies and implementing secure filing systems.
- Improved document organization with thorough file maintenance, archiving outdated records as necessary for efficient retrieval when needed.
- Optimized calendar management for executives by scheduling appointments strategically while considering priorities and minimizing conflicts.
- Promoted a positive work environment through effective communication skills and fostering professional relationships among colleagues.
- Collaborated on special projects as assigned by leadership, contributing research findings or coordinating event logistics as needed for success.
- Coordinated office supply inventory management, proactively ordering necessary items before depletion to avoid workflow disruptions.
- Streamlined invoice processing procedures to ensure timely payment of vendors while minimizing errors in financial records.
- Assisted with human resources tasks such as updating employee files or submitting time-off requests per company policy guidelines.
- Organized office events such as holiday parties or team-building activities, promoting a positive company culture and boosting employee morale.
- Developed comprehensive reports for management by collecting data from various sources, analyzing trends, and presenting actionable insights.
- Maintained up-to-date knowledge of industry best practices and office software updates to maximize efficiency in administrative tasks.
- Answered multi-line phone system, routing calls, delivering messages to staff and greeting visitors.
- Restocked supplies and placed purchase orders to maintain adequate stock levels.
- Executed record filing system to improve document organization and management.
- Scheduled office meetings and client appointments for staff teams.
- Received and sorted incoming mail and packages to record, dispatch, or distribute to correct recipient.
- Coordinated and scheduled meetings and conference calls to optimize scheduling of senior staff.
- Assisted development and implementation of new administrative procedures.
- Managed filing system, entered data and completed other clerical tasks.
- Managed phone and email correspondence and handled incoming and outgoing mail and faxes.
- Assisted coworkers and staff members with special tasks on daily basis.
- Interacted with vendors, contractors and professional services personnel to receive orders, direct activities, and communicate instructions.
Purchasing Representative
BAE Systems Norfolk Ship Repair
01.2018 - 01.2020
- Assistance in the maintenance of reporting documents, files, correspondence, and other appropriate and applicable documents, databases and corresponding logs pertaining to government contracts and solicitation packages
- Proficiently navigate all based systems (SRDAP, T SHEETS, QUICKBOOKS, JOB BOSS) as well as the Microsoft Office Suite
- Responsible for scheduling meetings/personnel calendars
- Responsible in the assistance of Quality Assurance, Contracts, Payroll, Accounts Receivable
- Responsible for data entry
- Provide high level administrative support for company leaders to ensure they can efficiently accomplish key tasks and company initiatives
- Providing administrative assistance, such as writing and editing emails, drafting memos, and preparing communications on the executive’s behalf
- Maintaining comprehensive and accurate records
- Performing minor accounting duties such as scanning, filing and entering invoices into the system for payment
- Organizing meetings, including scheduling, sending reminders, and organizing catering when necessary
- Answering phone calls in a polite and professional manner, checking voicemail and returning calls
- Welcoming visitors and identifying the purpose of their visit before directing them to the appropriate department
- Managing the executive’s personal expenses, including making appointments, setting up and managing services for both business and personal and prioritizing the most sensitive matters
- Train other administrative staff on company policies and best practices
- Process and manage payroll for AES including timekeeping
- Support AES coordinator with staffing requirements
- Support AES coordinator in handling issues involving conflict resolution and corrective action including gathering information from both manager and employee, participating in discussions to determine course of action and communicate final outcome to appropriate parties
- Onboarding business partners
- Handle wage garnishments
- Office supply inventory management for office, yard and shop
- Property Management support
- Manage employee timekeeping records in Tsheets including entering new hire info and tracking and updating daily entries
- Manage all access requirements including sending access requests for all employees at various sites and submitting DBID requests as well as providing updates to employees and manage teams.
Education
Christopher Columbus High School
1991
Skills
- iManage Proficiency
- Business Writing
- Cash Deposit Preparation
- Employee Training
- Detailed Meeting Minutes
- Customer Service
- Account Balancing
- Records Management Systems
- Excel Spreadsheets
- Labor Relations
- Document Retrieval
- PC Proficiency
- Meeting Minutes
Timeline
Administrative Assistant
JRF Ship Repairs
10.2021 - Current
Purchasing Representative
BAE Systems Norfolk Ship Repair
01.2018 - 01.2020
Christopher Columbus High School
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