Executive Administrative Assistant

Laurie A. Ales

*** *. ***** ***** ****** Hills, MI 48326

248-***-**** abn5qx@r.postjobfree.com

www.linkedin.com/in/laurieales

OBJECTIVE: Actively seeking an Executive Assistant, Project Coordinator or Business Analyst position where I would have the opportunity to utilize my knowledge and 10+ years experience. To become an asset so that I may exemplify the following attributes: excellent communication skills, detail oriented, goal driven, self-motivated, extremely organized, a team player with the ability to be flexible and multi-task under pressure situations.

TECHNICAL SKILLS:

• MS Office Suite (Word, Excel, PowerPoint, Access, Project, Publisher, Visio, Outlook)

• Lotus Notes, Quicken, SharePoint, Adobe Photoshop, Acrobat, PageMaker, Webex, Video conferencing, Org Plus, Summation

PROFESSIONAL EXPERIENCE:

3/12 – 10/12 Proforma

Executive Personal Assistant to Co-CEO’s / House Manager

Executive family based at their luxury private residence in Birmingham

• Home Office Manager responsible of overseeing Michigan, Ohio and 2 Florida homes. Responsible for house staffs, timesheet and payroll processing, organization of files and all overall projects

• Calendar management and daily coordination of multiple tasks and various projects

• Handle all personal banking (bill pay) including payables and receivables. Monitor and reconcile all bank accounts

• Arrange complex and detailed travel plans (private air charters, commercial air, hotel, transportation), itineraries, organize and schedule tours, compile documents for travel-related meetings, and accompany when requested

• Assist and support charitable giving programs and events

• Maintain procedures and policies manual. Prepare memorandums outlining and explaining processes, monitors compliance to ensure consistent performance

• Arrange programs, events, or conferences by coordinating facilities and caterer, issuing information or creating invitations, coordinating speakers, and controlling event budget

• Review and process daily mail

• Create and monitor all contact sheets, personal accounts, air charter service providers, all personal transactions

• Running miscellaneous errands, online ordering, maintaining addresses, holiday and birthday lists and purchasing gifts

• Handle all auto details for 15+ vehicles and water crafts in multiple states (purchases, title, registration, insurance)

• Assist college bound family members with all aspects of leaving and attending college

• Daily assistance with children. (Doctor and dentist appointments, homework, events, sports, etc)

10/10- 2/12 Entertainment Publications (LazerTechnolgies)

Project Coordinator-Administrator / Business Analyst / Executive Assistant to CIO

• Maintain all day to day business affairs for the CIO, Vice Presidents of IT, Program Directors

• Calendar & email maintenance (Process, compose & respond to emails & meeting invitations)

o Responsible for heavy calendar management, requiring interaction with both internal and external executives and assistants, as well as consultants, to coordinate a variety of meetings

• Responsible for the organization and administrative tasks involved with the IT department and Project team

• Coordinate and facilitate meetings, update and maintain project meeting calendar,

• Publishes Meeting Minutes and follow up with project individuals on action items and status

• Manage & coordinate travel arrangements, Passport/Visa processing, expense reports, trip planning, event planning Holiday events

• Update and maintain org charts, contact lists, SharePoint Site, time tracking, vacation/time-off and creating/updating project logs / timelines

• Prepare/create correspondence, emails, presentations, charts & graphics, process flows and timelines

• Facilities: Created floor space/seating chart – maintain and update as necessary

• Responsible for on boarding of new resources, act as primary contact to staffing vendors with new positions, collecting resumes and distributing to requesting manager, scheduling interviews and all follow-up items.

Administrative for overall company:

• Responsible for ordering all office supplies (including stock supplies for commons area and individual requests) for all of HQ. Maintain the office supply area (Cleanliness, inventory)

• Field Services support

o Process New User Setup requests. Process Employee terminations

o Process Misc requests (Password resets, Inactive accounts, address updates, cost center updates,

o Issue Management (Pending orders status, place order/shipping tracking, invoice/payment issue follow-up,

Project Management: (Project Manager)

• Prioritize and manage multiple projects simultaneously, and follow through on issues in a timely manner

• Responsible to assist with delivering project on time, in scope and within budget

• Center point of contact for IT, Business and vendor

• Gain team concurrence at each stage of the project life cycle

• Review and assist with scope and business requirements

• Develop and maintain files and artifacts for the project, detailed project schedules and logs

• Coordinate/facilitate project meetings; provide status and summaries

• Manage issues and mitigate risk. Facilitate decisions and issue management

4/10 – 7/10 International Automotive Components (IAC)

Executive Administrative Assistant and Facilities/Office Manager

• Extensive calendar & email maintenance (Process, compose & respond to emails & meeting invitations)

• Maintain day to day business affairs for Sr. Vice President of Engineering, support 5 Vice Presidents and departments

• Manage & coordinate travel arrangements, Passport/Visa processing, trip planning, event planning

• Prepare/create correspondence, emails, presentations, charts & graphics

• Update and maintain org charts, contact lists, business card orders, cell phone orders, supply orders

• Update and maintain requisition form requests and headcount for Engineering department

• Compile monthly metric reports and weekly updates

• Facilities: building management, employee seating maintenance (Visio), move coordinator, telecommunications (phones)

6/06 – 3/10 General Motors Corporation (The Bartech Group)

Executive Administrative Assistant to PIO / Project Coordinator / Business Analyst

• Extensive calendar & email maintenance (Process, compose & respond to all emails & meeting invitations)

• Maintain all day to day business affairs for 2 Global Directors

• Liaison for VP’s, Global Directors and global teams located in North America, Asia Pacific, Europe & Latin America

• Develop global network to aid organization in daily operations (meetings/communications/working relationships)

• Prepare/create correspondence, emails, presentations, charts & graphics

• Responsible for gathering data to compile monthly presentations - Draft & frame visuals for strategy documents

• Finalize/review & assist in preparation of highly confidential Senior Leadership documents/presentations

• Assist in the implementation & maintenance of Executive Senior Leadership team center SharePoint website

• Coordinate Monthly Global Senior Leadership communications - Create & distribute Monthly Global Quality Newsletters

• Manage & coordinate travel arrangements, Passport/Visa processing, trip planning, event planning & scheduling of meetings for multiple Quality & Technology Leadership personnel

• Prepare/create/manage extensive expense reports for multiple leadership personnel - Review & assist in the approval process of global personnel

• Responsible for copying, faxing & answering/screening phone calls, update org charts, contact lists & cell phones

8/05 – 5/06 Menlo Worldwide Logistics (Volt Management Corp.)

Executive Administrative Assistant

• Calendar maintenance, maintain day to day business affairs for Global Directors

• Multi-task on several projects to support a Business Development Global Team

• Liaison for Global Directors located in North America, Asia Pacific, Europe and Mexico

• Assisted Global Directors & department with travel arrangements, trip planning, expense reports, scheduling of meetings

• Responsible for gathering project data to compile monthly reports

• Responsible for the continuous updates to an Access database for Global reporting

• Collaborate with Directors internal / external in order to finalize reports & presentations

• Responsible for receiving, tracking & processing all customer projects (bi-weekly reports)

• Prepare/Create correspondence, emails, presentations, charts & graphs

• Back-up support for the Executive Assistant to the Vice President of the Automotive Industry Group

• Collected comparative data & research via the internet (ex. Hoover, S&P)

• Maintain reports, internal SharePoint website & all activity for Business Development Group

5/05 – 8/05 Express Personnel Services

Front Office Coordinator, Assistant Staffing Consultant (Recruiter)

• Answer all incoming phone calls, screen & direct to appropriate associate

• Constant contact & interaction with clients & employees

• Pre-screening of resumes, scheduling of interviews (New hire process – Paperwork)

• Organize & file all new hire paperwork

• Responsible for interviewing new hire employees, recruiting, screening, testing, reference checking, drug screening & conducting employer specific orientations.

10/04 – 3/10 Ales Catering

Part-time- Office Manager, Event Coordinator

• Coordinator & Supervisor of catering events – staffing, organizing all aspects of catering event

• Responsible for daily invoicing, weekly payroll & filing

• Scheduling & monitoring of all catering deliveries & events

2/04 – 10/04 The Troy Group

Gemellaro Systems Integration

Executive Assistant to the CEO, President, Vice President and CFO

• Monitor & screen all incoming phone calls & day to day business for the CEO

• Arrange meetings & track all business affairs for the CEO

• Uphold constant level of professionalism with high level of confidentiality

• Prepare correspondence, emails, presentations, charts & graphs

• Responsible for CEO's personal accounts & online bill payments. (Highly Confidential)

• Responsible for supply ordering, copying, faxing, contact lists & cell phones for field personnel

• Maintain all domestic & international travel arrangements for CEO,CFO, President, Vice President & staff

• Office Manager duties included: maintain building contracts, building maintenance, office meetings, etc.

• Quality System Administrator responsibilities included constant contact with suppliers through email surveys. Updating database with new information to calculate quality reports.

A.Schulman Inc.

Executive Assistant to the Vice President of International Marketing

• Extensive email maintenance for Vice President (Process, compose & respond to all incoming/outgoing emails)

• Monitor & screen all incoming phone calls for the Vice President

• Attend Global Marketing meetings (Responsible for taking minutes)

• Extensive on-line product research

• Prepare correspondence, emails, presentations, charts & graphs on an International level (constant contact with China, Germany, Mexico, etc.)

• Responsible for all invoicing and accounts payable

• Responsible for supply ordering, copying, faxing, update org charts, contact lists & cell phones

• Implement & organize new filing systems

• Introduced marketing team to new thoughts, ideas & concepts

• Maintain all domestic & international travel arrangements for Vice President & staff

8/01 – 2/04 Manufacturing Technologies Inc. (MTI.)

DaimlerChrysler Corporation

Executive Assistant to the Director of Truck Vehicle Development

• Extensive calendar & Lotus Notes email maintenance for Director and five Sr. Managers (Processed, composed & responded to all emails)

• Multi-task on several projects to support a department of 250-300 engineers

• Liaison for five Manufacturing plants in the United States, Canada & Mexico

• Collaborate with employees internal / external in order to finalize reports & presentations

• Responsible for receiving, tracking & processing all CN’s (Change notices) and IAA’s

• Implemented new process for a quality report that was maintained & updated on a monthly basis

• Responsible for gathering overtime & travel for a weekly report

• Assisted Director, Sr. Managers & department with travel arrangements, expense reports, scheduling of all meetings & preparing presentations

• Responsible for supply ordering, copying, faxing & answering phones, update org charts, contact lists, pagers & cell phones

• Set up Executive Ride & Drives, Vehicle Development Vehicle Evaluation trips

• Back-up support for the Executive Assistant to the Vice President of the Truck Product Team Platform

Enerflex Solutions

Executive Assistant to the CEO & President / Office Manager / Account Specialist

• Extensive calendar maintenance for the CEO/President

• Answering multi-line phone / All receptionist responsibilities

• Responsible for building contracts, building maintenance, supply ordering & employee relations

• Accounts Payable – invoices, tracking, maintaining reports

• Data Entry & tracking of Automotive Product Orders for Suppliers/Customers –(constant contact with manufacturing plants)

• Filing, faxing, copying, mail, other duties as needed

• Assisted Director, Controller & sales team

• Assisted in the development of a new Manufacturing facility, responsibilities included:

• Assisted with the implementation of Shipping/receiving procedures / department

• Assisted with the set-up & implementation of the entire manufacturing facility

• Assisted with gluing and checking parts before shipping to customer (supervisor responsibilities)

• Responsible for assisting in the ordering of new machines & supplies for the manufacturing facility

11/00 – 8/01 Robert Bosch Corporation (Snelling Personnel)

Administrative Assistant (Human Resources)

• Assist with New Hire Orientation & processing of New Hire information

• Prepare Offer Letters, memos, mailings

• Create, track & maintain logs, databases & monthly reports (highly confidential)

• Schedule interviews, meetings & career fair trips

• Filing, faxing, copying, answering telephones

• Support Director, Manager & Human Resource Representatives

12/99 – 10/00 MSX International (Office Team)

Administrative Assistant

• Back-up support for the Executive Assistant to the President

• Responsibilities included maintaining executive calendars, expense reports, travel arrangements, scheduling meetings & preparing presentations

• Planned the Board of Directors meetings

• Answering multiple phone lines, running errands, sending out multiple mailings

• Taking meeting minutes (transcribing)

• Creating memos, flyers, newsletters, invitations, professional packets, brochures

3/95 – 10/99 (3/99 – 10/99) Office Depot – Business Service Manager / Administrative Assistant / Customer Service

(5/98 – 1/99) OfficeMax - Copy Max Supervisor / Administrative Assistant / Customer Service

(3/95 – 2/98) Kinko’s - Customer Service Representative / 3rd shift Supervisor

EDUCATION: Baker College

Currently pursuing Associate (Administrative Assistant) and Bachelor – Business Administration

REFERENCES: Available upon request

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