Administrative Assistant Sales

KATHLEEN BAYNON

863-***-**** Home

*** ** ***** ****, *********, Fl 34759

*****.******@*******.***

Summary:

Top-notch assistant with ten years + of experience coordinating office

management and special projects with a high degree of efficiency. Serve as

point person for managers, sales teams, clients, and vendors to ensure

proper lines of communication. Maintains excellent communication skills,

problem resolution abilities, and a high-level of confidentiality. Equally

effective at providing sales management and advanced word processing

support to multiple departments.

Experience:

Telephonics, Inc - Farmingdale, NY 01/2009-

Present

ISLAND SEARCH GROUP (Temping for Telephonics) 10/2008-

1/2009

Senior Secretary - Program Management COMM

. Compose and type routine correspondence. Compile and type statistical

reports.

. Ensure accurate spelling and grammar. Perform other clerical duties,

such as photocopying documents, filing, processing mail, etc.

. Coordinate with various staff for operational support activities of

the unit; serve as a liaison between departments and operating units

in the resolution of day-to-day administrative and operational

problems.

. Provide administrative/secretarial support for various

departments/divisions such as answering telephones, assisting visitors

and resolving a range of administrative problems and inquiries.

. Operate desktop computer to compose and edit correspondence and

memoranda from verbal direction and from knowledge of policies of

established departments/divisions; prepare, transcribe, compose, type,

edit and distribute agendas and minutes of numerous meetings.

. Schedule and coordinate meetings, interviews, appointments, events and

other similar activities for supervisors, which also include travel

and lodging arrangements.

. Prepare and process travel expense reports.

. Skills include problem resolution, communications, sales management,

administrative support, purchasing, expense reporting, administrative-

organizational reporting and event planning.

. Created Excel reports using Pivot Tables for Program Management to use

for the monitoring, forecasting and reporting of critical C-17 program

material and sales requirements.

. Tracked and monitored using the Costpoint System the PCN and Drawing

activity on the C-17 Program

. Supported the C-17 Program proposal efforts by coordinating the inputs

for the Responsibility Assignment Matrix (RAM) and Basis of Estimates

(BOE), and assisting in the preparation and submission of the

proposal package to the customer.

CA, INC - Islandia, NY 5/2007-7/2008

Administrative Assistant - NA Regional Channel Sales

. Provide specific departmental administrative support on a wide range

of issues and projects as assigned. Answer multiple phone lines; make

proper referral or handling as appropriate.

. Prepare and process routine forms, documents and correspondence.

Disseminate information to appropriate parties; monitor and/or follow-

up on appropriate items

. Plan and organize work to ensure accurate and logical organization of

files, documents and records; ensure effective control of forms;

control confidentiality of files as necessary. Copy and fax

documents. Monitor office supply inventory and order as necessary;

ensure received supplies are correct and expensed appropriately; set-

up and maintain tidiness within department/storage rooms.

. Coordinate domestic/international travel arrangements.

. Type and assist in designing presentations.

. Organize and expedite workflow to comply with deadlines and

priorities. Organize and expedite workflow through department so as to

comply with deadlines and priorities.

. Manage multiple and/or complex calendars.

. Coordinate onsite/offsite meetings under minimal supervision; Assist

with meeting administrative duties as needed. Attend to any catering

needs.

. Interact with outside vendors.

. Compile data and information sent to various agencies. Handle

project tracking.

. Serve as point of contact for information regarding areas of

responsibility.

. Interact effectively with various levels of management.

. Assist with special projects as requested by supervisor.

. Coordinate Sales forecast and pipeline updates for respective team.

NETWORK APPLIANCE, INC. - New York, NY 2/2006-5/2007

Program Coordinator/Executive Administrator

. Coordinate and track departmental projects and budget-related activity

for WW Channel Marketing ensuring on-time and on-target performance.

. Provide intra-departmental coordination of WW Channel Marketing

operational events and initiatives.

. Coordinate and track scheduling, timing and completion of WW Channel

Marketing initiatives (jobs).

. Maintain quarterly expense forecasts based on the timing and

completion of WW Channel Marketing initiatives.

. Provide update forecasts and inputs to Finance, Marketing, and WW

Channels as required.

. Ownership and maintenance of calendar, involving frequent changes and

difficult to schedule meetings involving many people.

. Coordinate meetings, luncheons, and conferences.

. Coordinate all budget-related activities (MDF, etc.) with other

departments as required.

. Manage and maintain inputs to budget tracking systems re: jobs,

forecasts, commitments, invoices and vendor data. Process purchase

requisitions and provide expense justification as required.

Participate in WW Channel Marketing budget reviews.

. Review expense re-classifications and cross charges. Review all

invoicing activities to ensure timely flow to AP. Provide proper

account coding to expenses

. Maintain expense details and conduct reviews with department head.

. Provide executive-level administrative support to the Vice President

of Technology and twelve direct reports.

. Coordinated projects and events exercising ability to improvise,

improve procedures, and meet demanding deadlines.

. Liaison between all impacted departments to ensure proper

communications and reporting practices.

. Plan and coordinate corporate luncheons, and develop presentations for

related on-site and off-site meetings.

. Organize the details of special events, travel arrangements, corporate

agendas and itineraries.

. Direct business relations and distribution of company literature to

stimulate client interest and sales leads.

. Manage capital purchases, direct vendor relations, generate and

maintain equipment tracking records.

. Process monthly expense reports reflecting supporting documents and

budget code indexes.

. Prepare and maintain weekly attendance and annual vacation records on

10 departmental employees.

. Collaborate with departmental managers on weekly postings for master

reports.

. Facilitate the accurate and timely writing, editing, and preparation

of final copy from draft to distribution.

ISLAND SEARCH GROUP - Holtsville, NY 2/2005-2/2006

Sr. Manager/Administrator

Temped for Symbol Technologies

. Manage and track the scheduling, timing and completion of marketing

initiatives (jobs)

. Maintain quarterly expense forecast based on the timing and completion

of jobs

. Utilize visibility into cross-theater activities to facilitate best

practices and leverage local learning/successes.

. Provide update forecasts and inputs to Corporate Finance and the

Marketing Operations Group.

. Manage and maintain inputs to the Market Development budget tracking

system-jobs, forecasts, commitments, invoices and vendor data.

. Work with department management/Symbol Legal on the completion of

agency contracts-consulting agreement, scopes of work, non-

disclosures, W-9 form.

. Attend and participate in Marketing Operations budget review meetings.

. Month End-review of all Accounts Payable entries, prepare and write up

month end journal entries that would include marketing program

spending accruals.

. Review any expense reclasses and cross charges, review all invoicing

and ensure that invoices flow into Accounts Payable in a timely

manner.

. Maintain job jacket process and reviews with department head.

. Process purchase requisitions and provide expense justification when

required.

. Match invoices to purchase orders in order to facilitate payment.

. Provide proper account coding to expenses.

. Process check request for specific expense requests.

. Proficient in Excel and databases.

WEISSBERG & SPELLER, CPA's Levittown, NY 1/2004-2/2005

Administrative Assistant

. Enter cash disbursements, cash receipts and adjustments into clients'

ledgers

. Prepare Excel bank reconciliations for clients, enter reversals and

recurring entries, W2's

Deitz & Associates, Court Reporting Rockville Ctr, NY

1/2003-1/2004

Administrative Assistant

. Schedule court reporters for depositions.

. Download and upload transcripts on the Internet, convert transcripts

of depositions to Word and Word Perfect formats, track time and

expenses and prepare invoices, AP & AR.

JP MORGAN CHASE MANHATTAN BANK, Hicksville, N.Y. 11/1987-

8/2002

AVP / Financial Analyst

. Prepare monthly accruals, forecasting for Firstdata Resources FDR),

MasterCard Quarterly Reporting & Visa Op Certificate and Interchange

Reporting.

. Ensure all monthly reporting requirements were met, effectively track

and manage the invoice processing from Firstdata Resources. Allocate

FDR invoice expenses

. Prepare vouchers for the FDR allocation & forward vouchers to Delaware

with wiring instructions.

. Perform Third Party Association billing for Quarterly Reporting.

. Assure funds were in DDA from Third Parties (Firstdata Merchant

Services and NDC) for Association fees.

. Liaison with other departments to verify FDR billing and rectify

discrepancies.

. Track Visa and MasterCard BINs for Activity or Inactivity.

Secretary - Project Planning & Control & System Support

Education:

. NASSAU COMMUNITY COLLEGE

A.S., Business Administration.

. American Management Association

. Management Skills for Administrative Professionals

. Partnering with Your Boss: Strategic Skills for Administrative

Professionals

Skills: Microsoft Windows, Microsoft Office Suite: Word, Excel, PowerPoint,

Outlook, Lotus Notes, FDR Native Screens, Hyperion, Access, Crosstech,

Quick Books, Timeslips, Sharepoint, VISIO, DOORs, PIVOT Tables, People Soft

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