Executive Administrative Assistant

Rebecca L. Mathews

**** ********** ******, **********, ** 21227

email: **********@*****.*** / 443-***-****

Computer Skills:

MS Word, Excel, PowerPoint, Outlook, Internet Research

Special Skills:

Commissioned Notary Public - Baltimore County

Experience:

Sept. 2017 – Oct. 2017 Office Team (temp. assign.) Reliance Fire Prot., Glen Burnie, MD

Administrative Assistant

Notarizing documents, scanning, setting up meetings, travel and company events, Insurance Certificates, billing/invoices/collections.

Feb. 2017 – June 2017 Schneider Electric Critical Systems Columbia, MD

Field Service Coordinator

Enter service requests into Astea database, billing of daily service tickets, processing expense reports, creating purchase orders, notarizing documents, handling of telephone service requests, assigning job numbers and creating tickets in database. Member of Administrative Support team, back-up to receptionist, coordinating technician service schedule, researching outstanding tickets from open ticket report.

Sept. 2016 – Nov 2016 Office Team (temp. assign.) Versatech, Columbia, MD

Executive Secretary

Dec 2012 – April 2016 Certis USA Columbia, MD

Administrative Assistant

Provide support to CEO, CFO, Sr. V.P.'s and staff. Travel, expense reports, visas and passports, calendar management, timesheets, document authentications, office supplies, mail and shipping, invoices. Meeting/event coordination, company credit card statements.

Facilities/Office Management

Building maintenance requests, obtaining subcontractors for various office projects. Purchasing (office equipment, office furniture). Coordination of office moves, maintenance of telephone system database. Training of new Administrative personnel.

Safety Team

Formed office Safety Team, facilitated quarterly meetings, training, evacuation drills.

3/2011 – 9/2012 S. A. Comunale Glen Burnie, MD

Administrative Assistant/Office Manager

Supported Branch Manager field personnel (sprinkler fitters). Entering of daily work tickets in database, invoices, reports, new hire paperwork, cell phones, computers, purchase orders, department billings/accruals, safety tests, corporate credit card statements. Coordination of fleet vehicles – EZ passes, maintenance, registrations. Time sheets, payroll, building maintenance, contracting temporary employees.

3/2008 – 11/2010 AAI Corporation Hunt Valley, MD

Sr. Staff Assistant / Unmanned Aircraft Systems

Supported Division Vice Presidents and Sr. Directors. Travel, expense reports, meetings/trainings, catering, calendars, office supplies. Incoming Visitor Notification forms/plant tour paperwork, scheduling interview candidates; issuing of employee badges. Facilitation of customer meetings.

6/06 – 3/2008 AAI Services Corp. Hunt Valley, MD

Sr. Staff Assistant / BDS Department

Supported BDS team and field personnel (U. S., SW Asia and Korea). Developed project directives, correspondence logs, travel, weekly/monthly reports, training/on-boarding for new hires. Contractor ID Letters, meetings, presentations, employee moves/relocations, shipping. Accepted promotion to AAI Corp.

6/03 – 11/05 Structural Group, Inc. Hanover, MD

Administrative Assistant

Facilities Management – Supplies, maintenance requests, invoices. Correspondence, presentations, typing articles for professional publication. Spreadsheets, presentations, reports and invoices, travel, meetings, database management, set up of field offices. Analyzed budgets and interviewed potential vendors. Invoices, check requests and expense reports. Completed and published the “Field Guide to Better Safety”, in English and Spanish.

5/01 – 2/03 Beneco Enterprises, Inc. / Kelly & Picerne (Fort Meade)

Picerne Military Housing/FM, LLC

Executive Assistant

Assistant to Construction Development Director and Deputy Director. Calendars, time sheets, travel, expense reports, check requests. Coordinated interviews, Benefits and New Hire paperwork, arrangements for out of town visitors, guests. Developed and assumed position of Installation Access Supervisor – Coordinated Installation Access for visitors, new hires and subcontractors, ID badges, vehicle stickers. Worked with Military Police and Provost Marshall in performing background checks for subcontractors, escorted visitors. Developed and maintained subcontractor database. Acquired approval from the Colonel and Provost Marshall’s Office to construct additional access gate for subcontractors.

2/01 – 5/01 ProStaff Columbia, MD

Project Management Assistant

(Temporary assignment - IT Corporation)

Generated client draft bills, invoices, reports, correspondence and budget spreadsheets. Data entry of time sheets for employees. Processing of mail, invoices and budget reports.

7/98 – 9/00 Office Mates 5/Daystar Timonium, MD

Administrative Assistant

(Temporary assignment - Millennium Inorganic Chemicals)

Support for Human Resources and Marketing Departments. Confidential data entry into SAP system, editing of SAP system training materials. Supported VP of HR – meeting and calendar scheduling, mail, correspondence, expense reports and travel plans. Preparation of slides, reports, handouts, etc. Distribution of database reports, photocopying, binding documents.

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