Administrative Assistant Customer Service

Mary Suzanne Costanzo

714-***-**** Cell

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

MAJOR CAREER RESPONSIBILITIES:

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Support Senior and Executive Management Travel and Meeting Coordination

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Exceptional Organizational Skills Conference Coordinator

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Skillful Writer and Editor Customer Service Specialist

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Outlook Calendar and Diary Management Experienced Researcher

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Proficient with Microsoft Suite and Other Software Internet Savvy

• Able to Work and Manage Time Independently

CAREER HISTORY AND SELECTED ACHIEVEMENTS:

Zuk Financial Group 2008 2010

Lake Forest, CA

Business Development Administrative Assistant

• Provided support to a group of senior marketing professionals, including the company President, Vice President and

Vice President of Sales;

• Planned and implemented company’s presence within California School Organizations;

• Coordinated and attended annual industry conferences and manned company marketing booth;

• Collaborated with company advertising agency in the preparation of all marketing and presentation materials, within

prescribed broker/dealer compliance parameters;

• Responsible for yearly audit of compliance files;

• Developed and managed marketing budget, taking into consideration all marketing and operational expenses,

including office equipment needs;

• Tracked and billed marketing expenses within budgeted guidelines;

• Point person for planning and arranging inter company staff meetings;

• Coordinated monthly Northern and Southern California advisor meetings;

• Maintained companywide phone lists and personnel contact information;

• Ancillary responsibilities included review and update of corporate manual of standard operating procedures.

First Franklin Financial (Merrill Lynch) 2002 2008

Irvine, CA

Executive Administrative Assistant

• Provided direct support to one Vice President and two Sales Managers;

• Processed confidential documents coordinating with both corporate and branch management;

• Coordinated administrative and logistical details for all executive level meetings, as well as department and

employee events;

• Staffed, trained and supervised a department of eight administrative employees;

• Processed new broker contracts and maintained broker database per corporate guidelines;

• Assisted 50 Account Executives with their electronic client contact database;

• Generated and distributed monthly business operation reports to all staff;

• Responsible for creation and maintenance of all office forms;

• Made extensive, multi city travel arrangements for executive and staff making sure time was used effectively;

• Facilitated day to day operations for department including meeting coordination, mail processing, calendaring and

phone coverage;

• Responsible for processing and follow up on submitted expense reports for staff, including review and approval of

subordinates;

• Accounts Payable duties included processing all branch generated invoices and Purchase Card vendors within

corporate specifications;

• Personnel duties included accurate tracking of employee vacation and sick time;

• Additional duties included facilities coordination, purchase of all office supplies and scheduled office equipment

maintenance;

• Provided for reception coverage when needed.

Spinnaker Financial Resources & Kelly and Company 2001 2002

Newport Beach, CA

Administrative Manager

• Scheduled and confirmed interviews;

• Conducted employment verification and background checks;

• Administered and graded candidate tests;

• Documented all client and candidate correspondence;

• Performed contract reviews;

• Responsible for billing consultants and direct hires and creation of resultant files;

• Responsible for preparation of supplementary invoices, as received;

• Logged incoming tax returns and created corresponding tax files;

• Hospitality duties included operation of a multi line phone system, greeting clients, file system creation and

maintenance;

• Point person for all office equipment maintenance.

Capita Technologies, Inc. 2000 2001

Irvine, CA

Receptionist / Recruiting Assistant

• Opened and closed office;

• Operated a multi line phone system (90+ lines) at peak efficiency;

• Distributed mail, ordered office supplies;

• Responsible for all outgoing and incoming shipments using USPS, Fed Ex and UPS shipping methods;

• Conducted research for the sales department using internet sources;

• Time sheet data entry for billable clients;

• All aspects of recruiting new employees;

• Prepared job descriptions and posted same on various job search web sites, as well as hard ad sources (i.e., LA

Times and Orange County Register);

• Maintained records on all placed ads and kept budget expenditures for accounting. Streamlined recruiting efforts

resulted in an overall fiscal savings of 20% under budget;

• Screened all applicant responses to match job requirements;

• Secured data for submission of advertising budget for Controller’s approval.

City of Huntington Beach Public Works Engineering 1999 2000

Huntington Beach, CA

Office Assistant II

• Staffed the front counter for the department;

• Fielded direct public and contractor inquiries;

• Directed applicants to appropriate departments;

• Assisted City Engineers by logging incoming plans for review by City Plan Check Department;

• Responsible for signing out blue line documents, as appropriate;

• Bookkeeping duties included sale of parking permits and City Standard Plans;

• Entered traffic control requests into City’s computer system for the traffic department;

• Maintained inventory and maintenance of all city forms required by department;

• Posted and distributed mail for the department.

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