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Administrative Assistant Executive

New Brunswick, New Jersey, United States
August 30, 2017

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** ******* ****

Somerset, NJ *****



Proactive, senior administrative professional with a history of supporting executive leaders in academic settings. Excellent consultative, communication and relationship-building skills. “Go to” person to solve challenging problems with innovative solutions and a commitment to quality and superb customer service that assist business clients to surpass goals. Recognized for integrity, trustworthiness, work ethic and objectivity.


CENTENARY UNIVERSITY, Hackettstown, NJ May- 2015- June 2017

Executive Assistant, Finance Office

Provided support to the CFO, Controller and Director of Operations

Maintain calendar and schedule meeting with internal and external

Coordinate the Board of Trustees committee meeting for Finance, Audit and Facilities

Prepare agenda and take meeting minutes

Reconcile expense reports.

Prepare deposit transmittal forms for checks received and submit to the Office of Student Accounts in a timely manner.

Assist with distribution of purchase orders and contractual agreements to vendors and departments.

Provide outside event spacing to clients requests and prepare contract

Draft and prepare memos and letters using Microsoft Office software.

Schedule van requests and give out van pouch and make sure driver log into sheet and keys returned

Screen telephone calls

Order supplies for Business Office

Maintains confidentiality and use of high degree of discretion

GEORGETOWN UNIVERSITY, Washington, DC July 2013- March 2015

Scheduler/Administrative Assistant, Office of the Provost

Provided critical administrative support to Office of the Provost, Vice-Provosts, Chief of Staff, and other Executive faculty from the committee level and to university-wide.

Scheduled meetings appointment in multiple calendars ensuring no conflicts arose

Arranged travel arrangements and coordinated briefings for travel ensuring all documents needed were available.

Monitored and responded to emails and to incoming and externals calls

Processed and approved time sheet for hourly employees within required deadline

Administrative petty cash to executive staff for reimbursement of expenses

Coordinated travel and processed expense reimbursements

Set up conference calls and scheduled conference rooms for meetings

Acted in the absence of Office Manager at the reception desk

GEORGE WASHINGTON UNIVERSITY, Washington, DC August 2010 – April 2012

Executive Assistant, Center for Health Care Quality

Supported Deputy Director/Chief Operating Officer, Program Director, Director and Senior Research Associates.

Set up conference calls, staff meetings, teleconferences and webinars

Prepared agendas and meeting minutes for weekly meetings.

Maintained and coordinated multiple weekly calendars for departmental staff.

Processed resumes from PeopleSoft Admin Applicant Tracking and scheduled interviews for potential candidates for positions within the center.

Processed and maintained Leave Absence for staff in Excel spreadsheet. Ordered supplies for department.

Assisted research associates in preparation of materials for offsite meetings and traveled when needed for support to logistics and record keeping.

Prepared and edited documents using Microsoft Office software, maintain electronic and hard copy files. Served as point of contact for directors and research associates.

Providing critical research projects accomplishing 80% turnaround to meet protocol.

STEVENS INTITUTE OF TECHNOLOGY, Hoboken, NJ January 2009- Dec. 2010

Administrative Assistant, Maritime Security Laboratory

Provided support to Director and 15 research staff.

Prepared purchase requisitions, travel expenses and other reimbursements and payment expenses.

Maintained personnel files and monitored office and laboratory access. Worked with Maritime Security Lab faculty and special functions office to provide conferences, meeting setups and events

Monitored and reconciled monthly contract budget through the Banner Financial System.

Vicki Rimes Page 2

Assisted in the support of daily office management and supervise one graduate student assistant. Served as point person to colleagues at all levels of the institute and external organizations.

Scheduled meetings and events for researchers to external customers to invest$$ in their research product.

Processed 15+ bi-weekly payrolls with signature approval by deadline.

VERIZON COMMUNICATIONS, Basking Ridge, NJ July 2006 – Nov. 2008

Executive Assistant, Product Marketing

Provided administrative support to 4 Directors & staff of 60.

Managed client contact database for a staff of 60 managers.

Processed all supplier bills and attaining signature for approval from supporting directors.

Coordinated travel arrangements and processed expense reports.

Managed vacation tracking; input time for payroll processing.

Prepared monthly budget reports of supply bills to directors for finance budgets.

Set up conference calls/staff meetings. Maintained multiple weekly calendars.

Managed and process $100K vendor contracts for signature approval.


BA, Employment Relations and Labor Studies, Rutgers University

Notary Public, State of New Jersey


Microsoft Office Suite: MS Word Excel PowerPoint Outlook Google GroupWise

PeopleSoft Oracle/ Lotus Notes Banner Visio

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