Assistant Administrative

Heather M. McGilvray

***** ******** ****, ******* ******, CA 92679

206-***-****; *********.*******@*****.***

SKILLS

Coordinator / Administrative Skills

. 10 years of travel coordination, expense reporting and managing

Outlook calendars.

. Creation and maintenance of spreadsheets, presentations, databases,

invoices, reports, memos and letters.

. Event and project coordination.

. Type 60 WPM and 10-key.

Computer Skills

. 10 years experience in Word, Excel, PowerPoint, Access, Outlook and

Adobe Acrobat.

. Experience in Visio, Illustrator, Publisher, SharePoint and Adobe

PhotoShop.

EXPERIENCE

Project Coordinator (contract),

Tommy Bahama, Seattle, WA 08/09 - 12/09

. Organized and helped create the 50 page sales catalog for the Tommy

Bahama Fall '10 clothing line.

. Redesigned, simplified and maintained the detailed sample clothing

order spreadsheet for company wide use.

. Coordinated print usage between the Seattle and New York offices

resulting in a faster work flow.

. Categorized and organized over 300 prints.

. Assisted in communications with Hong Kong to ensure timely overseas

end production on the clothing designs.

. Assisted in coordinating the 2011 seasonal calendar for Hong Kong,

clothing development, design and production.

Document Controller & Librarian (contract)

Amgen (Corestaff), Seattle, WA 09/08 - 04/09

. Restructured the Amgen engineering library meeting a tight timeline

and budget resulting in an organized, time efficient and user friendly

design.

. Evaluated, cross-referenced and updated over 1000 existing hard copy

operations manuals and over 2500 documents in the Access database and

Amgen online library.

. Processed, scanned and catalogued over 600 existing hard copy

operations manual into the Amgen online library and cross referenced

into the Access database.

Sr. Administrative Assistant, Human Resources (contract)

Avanade (Corestaff), Seattle, WA 05/08 - 08/08

. Supported the Director, Internal Communications and VP of Global

Organizational Development.

. Managed employee new hire and employee exit surveys.

. Coordinated national and international travel as well as off-site

functions.

. Developed team templates and calendars within Outlook and SharePoint,

edited documents and drafted letters.

Sr. Office Administrator

Corrpro, Kent, WA 01/07 - 09/07

. Assistant managed and maintained an office of 25 employees.

. Produced and mailed all detailed invoices, managed accounts payable,

all office record keeping and company vehicle maintenance.

. Processed benefits, payroll, weekly timesheets, recruitment, exit

interviews and employee relations as the acting human resources

administrator.

. Contracted and maintained all vendors such as; building maintenance,

catering and office supply.

. Coordinated the office relocation, logistics, space planning and

furniture.

Program Assistant (contract)

The Bill & Melinda Gates Foundation (AppleOne), Seattle, WA 07/06 - 12/06

. Assisted the Global Development Team and trained new Program

Assistants.

. Acting back up assist to the Global Development President.

. Developed and maintained team websites using SharePoint.

. Coordinated complex international travel for example; group travel to

Africa and India.

. Developed travel folders and itinerary sheet simplifying the travel

process for executives.

. Organized and compiled research for potential grants using the

internet and written publications.

. Processed and maintained monthly expense reports.

Executive Assistant

Berlex, Seattle, WA 01/04 - 03/06

. Supported the head of Global Medical Development as well as the GMD

staff in Seattle and Berlin.

. Coordinated complex national and international travel for example;

trips to South America and Indonesia.

. Organized onsite meetings in Germany as well as meetings via

videoconference and teleconference.

. Created 50+ slide power point presentations for use within the company

and for national and international medical conferences.

. Department administrative lead and trainer for the GMD administrative

assistants.

. Edited journal manuscripts for submission to The New England Journal

of Medicine.

. Managed the new hire process, including global relocation, for new GMD

employees.

Administrative Coordinator III

. Supported and managed Outlook calendars for the Sr. Director and the

Analytical Sciences department.

. Coordinated meetings, videoconferences and teleconferences as well as

catering.

. Coordinated all national and international travel arrangements for the

Sr. Director and the department.

. Coordinate candidate interviews, Post Doc seminars and events such as;

the Arts Fund of Seattle Board Meeting.

. Processed and maintained expense reports, created a monthly department

calendar and managed meeting minutes.

Executive Assistant

WebMD, Nashville, TN 11/02 - 12/03

. Supported two Senior Vice Presidents and their direct reports for

Sales and Marketing.

. Processed and managed expense reports.

. Maintained multiple Outlook calendars for business meetings, board

meetings, conferences, travel agendas and social affairs.

. Organized client meetings including; travel coordination for the

clients, setting meeting locations and catering.

. Coordinated candidate interviews and processed new hire paperwork.

Assistant Editor & Administrative Assistant

LGL Alaska Research, Anchorage, AK 10/01- 10/02

. Assistant managed editing research papers for companies such as; BP

Exploration (Alaska) Inc. and Exxon Mobil Corporation.

. Assistant edited articles for print in marine and wildlife biology

journals.

. Met tight deadlines and handled end production of articles and

research for national and international distribution.

. Learned ProCite software and created a database cataloging

bibliographies for over 500 research papers and articles of the onsite

library.

. Designed PowerPoint presentations consisting of scientific tables,

figures and data for seminars.

. Created statements of qualifications and assisted in preparing

proposals.

EDUCATION

. Bachelor of Arts Degree, Art History, University of Washington

. Associates of Arts, General Studies, South Seattle Community College

Contact this candidate