Administrative Assistant Customer Service

Executive Administrative Assistant (Roanoke, VA)

Date: 2012-11-24, 9:26PM **********@*****.***

I have over 20 years of Administrative experience ranging from the US Military (Army & Navy), the US Department of Energy, The National Academy of Sciences, The Urban Institute, Otsuka America Pharmaceutical and Pfizer Pharmaceuticals. I have managed a staff of 14, ranging from the VP of Operations, to Executive Directors, to a team of Medical Writers. I am proficient with several programs including MS Office Suite (using PowerPoint and Outlook), and have several skills ranging as follows: Procurement (PeopleSoft), GovTrip, Internet Explorer Web Usage, Scanners, Copiers, Facsimiles, Dictaphone, Typewriters, and Various Telephone Systems. I have supported my teams through department specific duties, as required. In each office, a major portion of all duties, was to communicate with external clients and maintain accurate databases of information related to all projects initiated. Creating, editing, and proofreading all documents and correspondence, preparing for meetings/event planning (including travel arrangements), and of course, various logistics that required specific attention, in order to complete tasks assigned, were also a detailed portion of my previous experience. Being a decision-maker is a critical part of my job and my typing speed is 55-60 wpm. Salary is negotiable. Please contact me at 240-***-****. I am in the Roanoke, VA area. Thank you. Please see detailed resume below

SUMMARY OF QUALIFICATIONS:

At least twenty years experience in the Administrative field, particularly adept in office operations, supervision, purchasing and procurement, and computer automation. Demonstrates initiative and steps in as corporate liaison in a full spectrum of business activities. Works well under pressure, can juggle numerous tasks, and meets tight deadlines. Possesses excellent oral and written communication skills and types 60-65 wpm. Complete confidentiality is ensured.

EXPERIENCE:

City of Roanoke -- Roanoke, VA (11/2011- 03/2012)

Buyer/Records Coordinator (Contractor -- City of Roanoke - Temporary Pool)

Procured supplies, materials and equipment for City departments.

Verified requisitions and determination of propriety of purchase.

Assisted in preparing Requests for Proposals (RFPs) and Invitations to Bid (ITBs).

Issued purchase orders and recommend the award of contracts to vendors. Managed all contracts.

Assisted in verifying commodity and service quality.

Prepared legal advertisement on bids and posted proposals and awards to City of Roanoke website.

Coordinated sale or disposition of surplus items, while maintaining purchasing records and manuals

Elizabeth Arden -- Roanoke, VA (08/2010-02/2011)

Deductions Specialist (Contractor -- Action Personnel)

Resolved, collected and prevented vendor compliance deductions.

Reviewed and managed customer routing guides and other sources of customer compliance information.

Experienced in Legacy Systems on AS400 (JBA) and worked with ERP systems (Oracle's Enterprise One 8.12)

Prepared monthly, quarterly and comparison reports for Management through Power Point presentations, Excel and other tools. Present findings and proactive recommendations to Senior Management on a monthly basis.

SKILLS: MS Office Suite (Proficient in Word, PowerPoint and Outlook/Knowledge of Excel and Access), e-Procurement using PeopleSoft (JD Edwards) and Oracle, Internet, JBA (AS-400)/R04 (IBM 5250 Terminal)

ESI/FBS -- Washington, DC (06/2010-07/2010)

Logistics Coordinator (Contractor -- DHHS/FEMA)

Provided extraordinary customer service skills by organizing team deployment for emergency natural disaster assistance.

Created and updated rosters in MS EXCEL for team members of the National Disaster Medical System (NDMS).

Served as liaison to the US Government Travel Agency, Omega Travel, to optimize cost savings.

Delivered logistics services for training, seminars, meetings and conferences for the Office of Preparedness and Emergency Operation (OPEO).

Processed expense reports in GovTrip for all emergency response staff.

Advance Auto Parts -- Roanoke, VA (08/2008-03/2009)

Procurement Assistant/Corporate Purchasing/IT (Contractor - Volt Technical Resources)

Assisted Sr. Buyer and over 60 Jr. Buyers.

Printed out expenses incurred by buyers in Purchasing/IT, daily.

Contacted buyers about overdue/outstanding purchase orders and invoices.

Determined where mistakes were made and contacted vendors for verification.

Communicated with accounting to locate and resolve financial issues in Purchasing (IT).

The Roanoke Times -- Roanoke, VA (02/2008-04/2008)

Administrative Assistant/Newsroom (Contractor -- Express Personnel Services)

Provided paraprofessional support to the Newsroom Team.

Input data pertaining to Calendar Events, Volunteer requests, Meetings, and Names and Changes.

Answered and forwarded ALL incoming calls to Newsroom personnel.

Retrieved faxes online and forwarded appropriately to staff.

Pfizer, Inc. -- Rockville, MD (01/2006-06/2006)

Office Manager/Regulatory Liaison Office/RLO (Pfizer, Inc. - Temporary pool)

Coordinated space for product teams and individuals meeting with the Food and Drug Administration (FDA).

Scheduled and coordinated meetings, catering services, accommodations and transportation.

Provided quarterly report of expenses and meeting room usage along with financial expenses and inventories.

Assisted in creation of RLO budget and coordinated monthly Regulatory Rounds Videoconferences.

Monitored FDA website for organizational changes and post updated organizational charts to RPI website.

Maintained logs of product submissions to the FDA and all visitors and project teams.

Department of Energy - Germantown, MD (08/2005-12/2005)

Administrative Assistant/Facilities Operations (Contractor -- Data Solutions & Technology, Inc.)

Informed supervisor on status of all projects using maintenance service tracking system (MSTS).

Monitored and tracked complaints and alterations work for branch engineers.

Analyzed operations, maintenance, and repair of plant facilities and buildings.

MedImmune, Inc. -- Gaithersburg, MD (03/2005-05/2005)

Administrative Assistant/Business Development (Contractor -- Core Staff Temporaries)

Organized, managed, and processed internal/external correspondence and reports.

Maintained database of contacts and company tracking information.

Scheduled and facilitated internal meetings and visits by outside company representatives.

Actively managed the Business Development department calendar.

Formalized travel plans and managed itineraries and travel expense reports.

Metropolitan Washington Council of Governments (COG) - Washington, DC (04/2003 -- 09/2003)

Administrative Assistant (Department of Environmental Programs)

Typed/proofread letters, minutes/agendas, reports (confidentially) to ensure accuracy before release.

Established and maintained files in connection with departmental projects or programs and overall COG activities.

Searched files and a variety of source material to serve as background for reports.

Arranged and maintained COG committee meetings by establishing priorities for disseminating information.

National Guard Bureau - Alexandria, VA (11/2000 -- 06/2001)

Administrative Assistant/Plans, Programs and Analysis (Contractor -- AmerInd, Inc.)

Assisted staff and States of the Plans, Programs and Analysis Branch.

Maintained the Action/Suspense Database of all United States Army National Guardsmen.

Tracked branch training schedule and Personnel Performance Appraisals.

Maintained files of all completed personnel actions.

Assisted in the coordination of workshop presentations.

Assisted in making copies and compiling course presentation materials.

The Urban Institute (UI) - Washington, DC (03/1999 -- 06/2000)

Administrative Assistant/Assessing the New Federalism

Assisted the Program Director and staff in all aspects of daily workflow.

Typed reports and memorandums using advanced word processing skills.

Proofread and formatted drafts and final materials for spelling, punctuation and grammar.

Scheduled meetings, interviews, and conferences assisting all board and committee members.

Updated publications' database, weekly, alongside Urban Institute (UI) press staff member.

Otsuka America Pharmaceutical, Inc. (OAPI) - Rockville, MD (03/1996 -- 03/1999)

Sr. Administrative Assistant (Program Management (3)/Medical Writing (9))

Assisted in preparing agendas, timelines, and meeting minutes for distribution.

Coordinated clinical input meetings, including team notification through accessing daily calendars for staff.

Coordinated travel for Program Managers and Medical Writers, and for out-of-town/country guests.

Reviewed financial reports/transactions, detailing reports to assure proper billing.

Assisted in formatting Clinical/Medical Writing guidelines and Standard Operating Procedures (SOPs) for all-staff.

Monitored personnel information for all staff (salaries/budgets/leave).

Composed and edited all correspondence, meeting minutes, and e-mail for Palo Alto, Japan, and London offices.

Bound final study reports according to FDA guidelines.

Gathered, organized, and input information for quarterly assumptions and budget forecasting for all departments.

National Academy of Sciences (NAS) -- Washington, DC (1992-1995)

Project Assistant (Board on Radiation Effects Research/Commission on Life Sciences)

EDUCATION: College of Notre Dame of Maryland - Business Administration

Baltimore, MD - Completed two years /42 Semester Credits (1985--1987)

SKILLS: Microsoft Office Suite (Proficient in Word, PowerPoint and Outlook/Knowledge of Excel and Access), e-Procurement (PeopleSoft), GovTrip, Internet Explorer Web Usage, Scanners, Copiers, Facsimiles, Dictaphone, Typewriters, Various Telephone Systems

COURSEWORK: MS Access (USDA Graduate School) -- 2000; MS PowerPoint (USDA Graduate School) -- 2000; The Efficient Assistant (American Management Association); Writing for Business (American Management Association); Basic Training Course for Drug Development (Pharmaceutical Education Resources Institute)

ACCOMPLISHMENTS: Editing/formatting of publications (2) at National Academy of Sciences/National Academy Press; Created Standard Operations Procedures (SOPs) Manual for Medical Writing at OAPI

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