Executive Assistant Administrative

Karen Elaine Jones

**** ******* ******* ******: 703-***-****

Woodbridge, VA 22193 e-mail: ***********@*****.*** QUALIFICATION SUMMARY

• A self-motivated, C-Suite Administrative professional with excellent organizational, interpersonal and customer service skills.

• A proactive, detail-oriented, team player with a strong work ethic and the ability to work independently.

PROFESSIONAL EXPERIENCE

Burson-Marsteller – Washington, DC

Executive Assistant to WW Global Chair past U.S. President and CEO March 2006 – July 2017

• Supported Global Chair – Maintained daily calendar, heavy scheduling and travel, liaison for senior management and clients;

• Supported Chief Financial Officer – Coordinated and scheduled monthly financial reviews.

• Account Receivables – Reviewed invoices and code for A/P from consultants;

• Meeting preparation – Coordinated client rehearsal pitch meetings, outside team-building, special events and client meetings and dinners; review and negotiate contract rates;

• Leadership/Supervisory – Served as mentor for incoming administrative/client executives and supervise intern staff;

• Human Resources – Worked closely with US HR Team to schedule incoming applicants; supervised intern staff, train incoming administrative personnel.

• File Maintenance – Maintained group billing codes, confidential employee files. Temporary Placement Services – Washington, DC

Executive/Legal Administrative Assistant January 2006 – May 2006

• Provide administrative support for various organizations as assigned. Johnson Institute – Washington, DC

Office Manager/Executive Assistant to President/CEO March 2004 – December 2005

• Supported Board of Directors – Traveled to meetings, prepared Board package, recorded and prepared minutes;

• Accounts Payables/Account Receivables – Reviewed monthly financial reports from Accounting Firm; reviewed and processed invoices for payment;

• Meeting preparation – Negotiated hotel rates, catering and logistical needs;

• Fundraising Event – Sponsorships, honorees, ticket distribution and table seating placement;

• Document Preparation – Prepared correspondence, proofread outgoing materials and documents for president and directors;

• Facilities – Facilitated move to new office location; vendor and facilities contact, negotiated benefits package;

• Database Management

Howard University School of Social Work – Washington, DC Executive Assistant to the Dean April 2003 – March 2004

• Supported Dean of School – Maintained schedule, served as liaison to faculty;

• Meeting Preparation – Coordinated site-visit for Re-accreditation committee; scheduled committee visit with administration, faculty and staff;

• File Maintenance – Maintained and set-up confidential file system of faculty and staff files;

• Document Maintenance – Prepared the Re-accreditation Self-Study Report for School of Social Work.

Hogan & Hartson, L.L.P. – Washington, DC

Legal Secretary June 1998 to December 2002

• Prepared various legal documents; PowerPoint presentations and Excel worksheets;

• Reviewed and edited Attorney’s pro forma statements for bills for services rendered;

• Made extensive travel arrangements; prepared and submitted expense reports;

• Entered Attorney’s billing into Carpe Diem, maintained calendar;

• Prepared necessary documents and messenger requests for court filings;

• Practice Groups; Corporate, Litigation, Energy, Legislative, Health, International Trade. TRW - Washington, DC

Administrative Assistant September 1995 – June 1998

• Supported – Provided administrative support to the Business Operations Finance Services Program Manager on FAA/ASD SETA Contract; prepared presentation materials, weekly newsletter, slides for customer meetings, handled travel arrangements and processed expense reports for reimbursement;

• Finance – Handled Business/Finance team document routing and administration, tracked and reported on professional work schedule labor hours, tracked unmatched labor charges and other direct costs for contract, inputted information into financial data warehouse, ran data queries and compiled information from TRW’s website, processed purchase requisitions, invoice and check requests for vendor payment;

• Document Handling – Maintained document library, i.e., travel, financial, purchase requisitions documents;

• Facilities/Office Management – Coordinated daily facility issues; shuttle service, vendor contacts for copiers, supplies, telephones and security, performed new hire orientation and exiting process, distributed security access cards, parking and Metrocheck and maintained tracking database, handled supply orders for contract on Supplies On-line Ordering System

(SOLOS);

• Employee Maintenance – Facilitated monthly administrative team meetings. EDUCATION

Prince George's Community College – Continuing Education 2005-2006 Courses in Executive Meeting Planning

University of Maryland University College Attended 1997-1998 Courses in Business Administration

Prince George's Community College Graduated May 1995 Associates in Arts, Business Management

SKILLS

CONCUR MACONOMY

References Available Upon Request

MS Office Suite PC DOCS/DOCS Open/Comparite

PowerPoint/Excel Elite/DTE/Carpe Diem/Oracle/Delta View Sage Time Slips 2015 Machine Transcription

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