Executive Assistant Management
Resume:
Pamela Bäckström CAP-OM ***.*********@*****.***
Pamela K.F. Bäckström CAP-OM
Clive, Iowa 50325
***.*********@*****.***
Professional Designations:
Certified Administrative Professional - International Association of Administrative Professionals
Certified Organizational Management - International Association of Administrative Professionals
Certified Associate in Project Management – In
Progress – Project Management Institute
Education:
Simpson College, Indianola, Iowa
Communications/Management/Marketing classes
Indiana University, Bloomington, Indiana
Continuing Education; Business/Personnel Management, Accounting, Communications, Educational Techniques. Wright State University, Dayton, Ohio
Nursing & Social Work, Communications, Psychology, Research Methods, Biological Sciences; Honors.
Competencies:
Professional Executive Assistant / Office Management functions. Executive Assistance to C-Level Suite; support to Board of Directors, support staff supervision; managing complex and multiple calendars; proficiency in usage of all office equipment, dictation, and telephone switchboards. Type 65 wpm
Project Coordination, including though complete lifecycle - developing goals, policies and procedures; develop study plans and survey instruments, conduct research, statistical/data analysis; establish timelines and milestones, build stories. records for project evaluation and reporting requirements; prepare budget projections, identify financial and technological resources, determine staffing requirements; grant and proposal writing; develop public relations and organization materials.
Meeting, Event and Conference Planning and Coordination, all site coordination details, agenda development and meeting facilitation, materials preparation, participant registration, travel arrangements, international visas; vendor interaction. Parliamentary procedure, premier international conference with 450 participants, $1M economic impact at host venues, semi- annual Industry Advisory Board meeting. Fundraising, strategies and implementations. Parliamentarian.
Compose and handle large volumes of informational materials, including confidential correspondence in an organized manner with timely follow-up; periodic reports for organization leaders/Board of Directors; transcription of board minutes, development of print media and materials; detail oriented proof reading skills.
Group presentations, including goals development, design format, content implementation, training; MS Power Point; design participant materials, evaluation instruments; parliamentary procedure; public speaking and speech writing/preparation. Fundraising, strategies and implementations.
Extensive computer experience. Expert or Advanced skills using MS Office 360 Professional (Word, Excel, Outlook, PowerPoint, OneNote, Project, Publisher, Access, Visio), Adobe Creative Suite and Acrobat DC, DonorPerfect, Raiser’s Edge, QuickBooks; e-mail systems; internet research. Windows, Mac and Unix OS. DNS and Mx Records updates. Skilled in building online communities.
Human Resource responsibilities. Screening of potential candidates; new employee orientation; Work with IT to establish new employee Network User-Ids, employee phones and parking, Payroll, vacation tracking, benefits assistance, maintain confidential employee information.
Detailed file/record-keeping, including Board of Director records, professional office records; biennial records for a national association; maintain client health records for compliance with federal, state and local regulations; interaction with legal agencies involving patient records and confidentiality issues, not-for-profit donor tracking. Database management including data entry and retrieval, archiving and documentation of data base changes. Notary for the State of Iowa.
Financial responsibilities, including AR/AP, preparation of financial statements, bank deposits; reconciliations, payroll and employment tax; purchasing, inventory control, vendor research; issuing request for proposals (RFP). Pamela Bäckström CAP-OM ***.*********@*****.***
Work Experience:
Project Coordinator II
Wells Fargo
West Des Moines, Iowa
Project coordination, reporting, and updating through lifecycle. Minutes for project team meeting. Time and calendar management, meeting coordination, document preparation and Sharepoint management, technology / knowledge and information management, customer/practice support, special projects. November 2016 – January 2017-. FT-40+/wk Project Coordinator
John Deere Financial
Johnston, Iowa
Support to the Senior Manager of Enterprise Platform Portfolio, IT program management office. Project reporting, coordination and updating. Time and calendar management, meeting coordination, document preparation and management, technology / knowledge and information management, customer/practice support, special projects. March 2016 – Nov 2016-. FT-40+/wk
Executive Assistant / Conference Coordinator
Iowa State University
Ames, Iowa
Assistant to the Director / Events & Conferences / Web - General Public Relations Liaison for Director and external organizations, managing fluid calendar and travel requirements, complex scheduling needs for the Center events and periodic meetings. Project management and coordination through lifecycle. Manage detailed document process for reporting and recordkeeping. Office Management and Supervision - Supervise Clerical/Support Staff. Planning and coordination for International conferences (350 participants/33 countries), Board Meetings, Workshops, Regional, Local and Ad Hoc events. Site selection. Contract and detail negotiations with all vendors. Budgeting process. Program development, scheduling, promotional materials. Registrations, participant materials, Event site liaison and facilitation. Post event materials and evaluation. support for extraordinary services. Official record maintenance. Transcription of keynotes and board meeting. Responsibility for internet presence. Develop, prepare and update of promotional materials. August 2013-Feb 2016 FT-45+/wk Executive Assistant
Intellinex, LLC, a Xerox Company
Bloomington, IN
Principle support to the Senior Vice President of Emerging Accounts. Senior management of Learning Services. Time and calendar management, travel planning, meeting coordination, document preparation and management, technology / knowledge and information management, customer / practice support, financial management, and facilities special projects. March 2013 – August 2013-. FT-40+/wk
Executive Assistant
The Center for Research in Extreme Scale Technologies Indiana University, Bloomington, IN 47404
Support to the Associate Executive Director/Chief Scientist. Manage the daily administrative and operational activities; Maintain complex and fluid calendar, coordinate and support meetings, events, and workshops, priorities for meetings, track deadlines and deliverables, coordinate and manage travel arrangements, including multi-city and international trips. Coordinate and support for special projects and visitors, workshops, organize participation at events, develop and provide documents for meetings and presentations Manage communications and correspondence; serve as primary point of contact for all inquiries, review email for action, prepare correspondence, letters, agendas, documents, and reports for review, develop and maintain filing systems, databases, and collaboration tools. Assist with faculty matters and course requirements, annual faculty reports, update CV, track publications, honors, and awards, manage memberships, committee participation, and journal reviews. March 2012- September 2012. FT-40+/wk. Pamela Bäckström CAP-OM ***.*********@*****.***
Business Office Manager / Project Coordinator
Infoplex Communications
Indianola, IA 50125
Served as Executive Assistant to COO. Managed all Executive Business office details. Complex Calendar Coordination. AR/AP, Payroll. Developed quality publishing materials. Project proposals, sales presentations. Project coordination through lifecycle. Timeline determinations. Employ and supervise all freelance contract and regular staff. Ability to understand technical tasks and interpret information for non-technical stakeholders. Coordinated project for multiple divisions for State of Iowa and non-profit organizations; web design for national organizations. Organized vast amounts of information, created graphics and consistent navigation menus. Proven leader in the development of online communities and social media.. Jan. 1992-Dec.2000 FT-40/wk. Jan.2001-Oct 2007 PT-20-25/wk. Oct 2007 – Oct 2010 FT 40/wk Executive Assistant
The Food Bank of Iowa
Des Moines, IA 50316
Executive administrative support to Executive Director and Deputy Director. Donor Database Management, donor acknowledgement. Front line duties. Interact with partner agencies for ordering. Meeting coordination.Orientation for community service assignees. Bank Deposits. Office supply inventory. February 2007- October 2007. FT- 40+/wk. Executive Administrative Assistant
The Des Moines Register
Des Moines, IA 50309
Principle executive administrative support to Director of Classified Advertising, (C-level executive) with additional support to 5 section managers and training team. Calendar coordination, for managers and department. Managed division expense budget apprx $2M--payroll and expense allocation compliance, payroll/ commission calculations, weekly payroll forecasting. Extensive use of large Excel spreadsheets. Organize confidential business and human resource responsibilities for a division with 55 employees. Departmental orientation for new hires. October 2005-December 2006. FT-40+/wk. Executive Administrative Assistant - Office Management Assignments OfficeTeam
Des Moines, IA 50309
Temporary Services. Administrative Support to Company Executives with additional support to associates. Project management, project scheduling, record new orders, transcription, images scanning and production of completed reports, coordinate mailings. PowerPoint presentations. Detailed proofreading. Purchasing, Inventory Control. Invoicing, Accounts Receivable and Bank Reconciliation. Human Resource responsibilities. Database design and management. October 2001- October 2002. FT-40+/wk, varies with assignment.
Executive Administrative Assistant - Office Manager Alzheimer’s Association-Greater Iowa Chapter
Des Moines, IA 50316
Administrative Support to Executive Director. Management of chapter headquarters. Draft, edit and proofread all correspondence, newsletter process and coordinate mass mailings. Support to three Board of Directors, oversee the consolidation of records during merger of two chapters. Project Management, and fund development Purchasing and Inventory Control. AP/AR. Human Resource responsibilities. Database design and management, process donations and donor acknowledgements. Volunteer Recruitment-Supervision. Grant administration. Dec. 2000-June 2001. FT-40+/wk. Significant Additional and Volunteer Experience:
Covenant of Unitarian Universalist Pagans ~ Board of Directors, Member at Large – Special Projects, Parliamentary Authority
Midwest Unitarian Universalist Conference ~ Board of Directors, Secretary
American Red Cross - Operational Volunteer and Trainer; Recipient of 2001 Outstanding Business Support Award
Warren County Economic Development Corporation – Warren County 2001 Leadership Institute, Warren County, Iowa
Phi Mu Fraternity – National Operational Volunteer and Chapter Officer
International Association of Administrative Professionals
GSUSA (Girl Scouts) Operational and Policy Volunteer; Master Trainer
Directors of Volunteers in Agencies (DOVIA) - Member
Redeemer Lutheran Church - Council Secretary, Council Executive Committee, Task Force Volunteer
Blank Children's Hospital Guild - Festival of Trees Volunteer
Toys for Tots Coordinator - Champaign/Urbana, IL Volunteer - Des Moines, IA
Guardian Ad Litem Program (CASA) - Monroe County, IN Juvenile Court
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