Julie Matula

**** ********* ******

Racine, WI **403

Cell: 224-***-****

actee7@r.postjobfree.com

STRENGTHS

• Experienced, detail oriented professional. Extremely organized, resourceful and efficient.

• Proficient in MS office applications, Accounts Payable and various flight scheduling software.

• High level of written and verbal communication skills while maintaining confidentiality.

• Ability to coordinate and maintain complex calendars, schedules and travel itinerary.

• Exceptional skills in multi-tasking and prioritizing projects to meet deadlines.

• Takes initiative and acts as the go to person.

EXPERIENCE

2015 – Current ACRO Corporation/Hospira, a Pfizer Company Lake Forest, IL

Executive Administrative Assistant

Provide direct support to the VP of Global Biologics R&D and several department Directors. Assist in extensive calendar management, arrange and coordinate frequent travel arrangements, and reconcile and process expense reports. Monitor phone and email messages and responded as appropriate. Prepare daily and weekly agendas and advised of future important appointments or travel. Prepare various reports and presentations, edit and draft FDA submissions and responses and to schedule high level meetings utilizing WebEx and teleconference. Draft correspondence with international team members and maintain a weekly travel schedule for all department leads.

2011 - 2015 Jet Professionals/CNH Industrial Aviation Waukegan, IL

Corporate Flight Scheduler

Coordinated domestic and international flight operations for three part 91 corporate jets. Scheduled pilots and flight attendants. Established and accurately maintained a new database entering aircraft information and crew records within new scheduling software. Monitored flight staging and flight schedule progress, coordinated ground support for aircraft arrivals, departures and notifications. Made periodic checks of, and recorded, weather and NOTAM's applicable to the flight being followed. Communicated with crews when conditions would affect the safe completion of the flight. Notified the Flight Director and others in the event of any flight delay, diversion, cancellation, hazardous conditions, accident or occurrences which may arise. Worked closely and directed aircraft support service companies, including fixed-base operators, customs officers, ground transportation providers, hotels, inflight catering companies, international aircraft handlers and others. Coordinated with the executives or assistants on any special schedule requirements, catering, weather delays or diversions. Assisted with corporate and government audits, IS-BAO and the completion of department manuals. Regularly audited accounting and aircraft files for discrepancies. Trained new employees for accounts payable and scheduling positions.

2010 - 2011 OfficeTeam/Uline Shipping Specialists Pleasant Prairie, WI

Executive Administrative Assistant

Direct assistance to the Facilities Department. Answered all calls received on the facilities hotline and required to carry a radio to be reached at all times for emergency situations. Coordinated all travel arrangements within our group, as well as meetings and contractor appointments. Printed employee badges and assigned security clearances. Processed expense reports, tracked employee punches and logged hours for payroll.

2010

File Clerk Kelly Services/Allstate Northbrook, IL

Audited and compiled claim files using MSB/Administrator and CES programs. Created weekly rollout reports using Excel from data collected from other branches.

2006-2008 Abbott Labs (MS&T) North Chicago, IL

Executive Assistant

Direct assistance to the Divisional Vice President and several Manufacturing Directors. Heavy calendar management, meeting planning and international travel arrangements. Monitored phone and email messages and responded as needed. Prepared daily and weekly agendas and advised of future important appointments or travel. Drafted letters and corresponded with legal department to execute contracts. Prepared various reports and presentations and attended regular staff meetings. Heavy correspondence with international group members by phone, mail and email.

2006-2006 Manpower, GCI/Motorola Libertyville, IL

Executive Assistant

Assisted two VP's and several Directors in Business Development. Managed and organized daily calendars, appointments and meetings. Coordinated international travel arrangements, prepared and reconciled expense reports and other tasks as needed.

2006-2006 Tranel Financial Libertyville, IL

Executive Assistant

Assisted the CEO of the company as well as the VP of Operations. Organized and prioritized their daily calendars, appointments and travel arrangements, attended weekly and monthly meetings both in and out of the office, prepared monthly reports using PowerPoint and Excel. Monitored e-mails daily and responded to as needed. Tested all new programs before implementing them into the office. Managed and organized their daily tasks as needed.

2004-2006 St. Martin de Porres High School Waukegan, IL

Administrative Assistant

Direct assistance to the Superintendent’s office and the school secretary. Maintained several databases for current students, applicants and donors, typed correspondence, created travel itinerary for the President, Directors and board members, created mailings, scheduled and catered meetings and luncheons. Created and supervised completion of the student yearbook and student handbook. Assisted in the orientation and training of new students, scheduled their work assignments, and coordinated their transportation to and from their internship locations.

2003-2004 Venturi Staffing Partners Arlington Heights, IL

Staffing Specialist

Recruited administrative and warehouse professionals for several prestigious companies. Mined for resumes using various recruitment tools. Met with high level executives and department heads to determine their needs for staffing. Scheduled interviews, drug and background screenings and managed several employees in the field. Processed the weekly payroll for 90 employees, data entry of all applications into the database, as well as daily administrative functions of running an office.

1999-2003 Meridian Group, Inc. Grayslake, IL

Resident Manager

Responsible for maintaining 84 Section 8 rental units as well as the supervision of three employees. Implemented policies and procedures as required by Meridian and by HUD, collected and recorded rental payments, sent legal notices and prepared necessary documents for annual certification and recertification process for each tenant. Reviewed monthly A/P forms for accuracy, managed and reconciled petty cash, reviewed and approved invoices for payment, maintained and updated on-site files and waiting lists, drafted and published the monthly newsletter. Hired and supervised various vendors, showed and rented available units, attended scheduled meetings and out of town seminars and responded to emergencies as needed.

1998-1999 Motorola/Telematics (Contract Position) Schaumburg, IL

Executive Administrative Assistant

Provided direct assistance to the VP of Strategic Alliances & Industry Relations and the Director of Systems Development. Scheduled daily appointments, meetings and luncheons, created travel itinerary, coordinated with HR to schedule interviews for available positions, created data and materials for meetings and trade shows. Also prepared and processed monthly expense reports.

SKILLS

Proficient in MS Windows 7: Word, Excel, PowerPoint, Outlook, Lotus Notes, Concur, Adobe, Sharepoint, Publisher and ISIWriter. Working knowledge in AS400, SAP, ADP, Photoshop, QPII, ACT and etapestry. 10 - Key. Typing speed 50 wpm accurately.

EDUCATION

Grayslake High School, Grayslake, IL

College Prep Courses

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