Administrative Assistant Management

Anna M. Barry

*** *. ********

Cell: 773-***-****

Chicago, IL 60654 Email:

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

objective

To obtain an Executive Assistant position in an organization that will

benefit from my initiative, capabilities, and contribution. I am

especially interested in a position with the potential for advancement and

increased decision-making responsibilities.

profile

Senior-level Administrative Assistant with extensive experience working

with executive management to provide superior administrative support.

Successful track record supporting the efforts of executive-level staff

including: CEOs, Presidents, Vice Presidents and Director. Develop and

maintain comprehensive administrative processes that improve the efficiency

of day-to-day operations. Strong background with small and large

organizations and companies with diverse corporate cultures.

SUMMARY OF QUALIFICATIONS

. Demonstrated administrative expertise in supply purchasing, processing of

magazine subscriptions, file management and storage, high-level incoming

calls and client inquiries, general office management responsibilities,

organizing large volume of confidential and time sensitive information,

and handling requests within span of authority.

. Provided superior support to Executive Vice President, Department Head,

Senior Vice President and several directors by conducting extensive

calendar management, coordination and set-up high-level conference calls,

heavy meeting scheduling, conference room preparation, complex domestic

and international travel arrangements, detailed expense reports,

scheduling board and management meetings, spreadsheets, attendance and

vacation scheduling management, and facilitate accurate writing, editing,

and preparation of final copy from draft to distribution.

. Possess technical proficiency in operating multi-line phone system,

copiers, printers, coping and binding reports, and software including

Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook), Internet,

Windows, and type 55+ wpm.

. Proven track record of accurately completing research, reporting, and

information management, supporting complex deadline-driven projects, and

ability to identify goals and priorities and strategically resolve

issues.

business Experience

Heitman LLC, Chicago, Illinois

11/1999-08/2008

Senior Administrative Assistant

Provided high-level administrative support to Executive Vice President of

Acquisitions for a multi-national real estate investment management firm.

Performed a variety of administrative functions including correspondence,

legal documents, financial management, events/logistics coordination,

communications and policy compliance, and problem resolution. Served the

needs of the entire department and its external constituents, and acted as

the department's communication liaison with internal and external clients.

. Created highly effective organizational filing systems, including rapid

indexing, filing, and offsite storage resulting in easy access to

critical information and streamlined office functioning.

. Improved information request process 90% by creating an accurate listing

of departmental keys and job responsibilities.

. Reduced travel expenses by $100-250 per trip by identifying cost-

effective travel sites and negotiating with vendor contracts.

. Served as Off-site Storage Coordinator to maintain records and files for

the department, as well as coordinated off-site storage needs.

. Acted as Department Recruiting Coordinator to process college

recruiting correspondence - resume kits, itinerary for interviews, and

rejection letters. Prepared/coordinated recruiting event dinner,

hotel arrangements, and interviews. Served as contact person for

recruits, restaurant, and hotel sales manager. Coordinated new hire

workspace (laptops, phones, supplies, and business cards).

. Worked with staff located across geographic regions

. Relief for Executive Assistant to President, CEO and General Counsel

. Coordinated Department Events - departmental/training meetings, company

outings

. Assisted in Disaster Recovery project for Risk Management by updating

compliance procedures, documented any changes, and distributed documents.

Interim Executive Recruiting, Chicago, Illinois

5/1999-10/1999

Front Office Coordinator

Managed front office operations for a nationwide executive recruiting firm.

Directed front office operations: opening front lobby each morning and

prepared to receive calls and visitors according to opening procedures,

close and lock front lobby at the end of each business day following the

closing procedures, and organized and locked any training/meeting rooms and

equipment as necessary. Assumed the role of front office manager, i.e.

managed petty cash, acted as liaison with outside vendors, ordered and

maintained inventory of office supplies, and maintained office machines.

Other assignments include:

. Negotiated the purchase of office supplies and office equipment in

accordance with company purchasing policies and budgetary

restrictions.

. Operated multi-phone line system and greeted/assisted visitors.

. Forwarded all incoming faxes to the appropriate staff member.

. Signed for deliveries and distributed according to established

procedures.

1. Develop and maintained relationships with vendors including

researching, evaluating, and making recommendations for the best

options for service.

2. Assisted with new hires - hire packets, orientation, set up

offices/workstations.

3. Performed resume searches.

4. Handled and routed all incoming and outgoing mail.

Olson Communications, Chicago, Illinois

04/1998-04/1999

Receptionist/Office Assistant

Served as Office Assistant of a full-service marketing agency specializing

in communication strategies for food business clients based in the U.S and

abroad.

5. Maintained front desk - switchboard, greet visitors, send and sort

mail, faxing, and copying.

6. Managed the office supply inventory, maintained office machines and

cleanliness of the office common areas.

7. Performed general office duties - type correspondence, mass mailing,

maintained paper files, and act as liaison with outside vendors.

8. Assisted with the preparation of necessary presentations and reports.

9. Accounting responsibilities - invoice clients, print reports,

collections for past due invoices, mailed customer statements, and

processed timesheets.

education

Bachelor of Science, University of Phoenix

Emphasis: Business Management, G.P.A. 3.8/4.0

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