Administrative Assistant Executive

Donna Pixton-Hacker

Mount Laurel NJ 856-***-****

*****************@*****.***

Summary:

Executive Administrative Assistant with excellent experience in managing multiple extensive calendars for internal and external meetings with Directors, Vice Presidents, and Presidents.

Skilled in scheduling and managing domestic and international travel, process and reconcile travel expenses with verification for team.

Expertise in making travel arrangements, prepare sophisticated documents and presentations, order and manage department office supplies, handle sensitive and highly confidential information and documents with discretion and confidentiality.

Scheduled meetings for Director; Assistant Director; five unit managers; and 25 staff members, arrange meeting locations; prepare meeting confirmations and agendas.

Experienced in processing between 80 and 120 customer requests per day, including travel reservations, insurance quotes, policy changes and renewals, calculating interest rates and insurance payments, addressing and resolving customer concerns or billing discrepancies.

Local to Mount Laurel, NJ and available for phone/in-person interview.

Skills:

Advanced knowledge of Excel, Word, PowerPoint, Outlook Mail, Aprimo, Ariba, i2, Concur Solutions, SharePoint Administrator, SAP, ITEC Administrator, Lotus Notes, Netscape Communicator, Netscape Calendar, MS Explorer, Outlook, PageMaker 7.0, Eudora Pro, PC operating systems, Windows 2000 and NT, Access, Visio, QuickBooks Pro 5.0, HTML, and customized reservation software (Campus Events Management System).

Education:

High School Diploma from Liberty Christian Academy, Woodland CA in June 1987.

Experience:

Chamomile Cottage Soaps & Learning Center – Collingswood, NJ Jul/15 – Sep/17

Retail Store Owner

Developed, updated, and managed website, social media, and sales promotions and flyers using MS Office, photo design software, and website design software

Managed extensive production and manufacturing schedules

Projected inventory supply demand

Managed ingredient and batch documentation per FDA regulations

Developed complete course curriculum for nine courses, scheduled and taught classes to as many as 168 people at one time

Created compelling product descriptions, product photography, and photo editing

Recruited, trained, scheduled and motivated employees

Managed invoices, quarterly taxes, payroll, accounts payable and receivable

Resourced new suppliers to maintained low cost of goods sold

Developed new products, reformulated ingredient recipes, processes, and procedures

Participated in meetings with Senate and House Representatives in Washington D.C. on pending legislation for small handcrafted businesses and manufacturing reporting requirements in the United States

Product merchandising

Trained other instructors and handcrafted products business owners

Collaborated with other local businesses through the downtown business development group

Managed the Customer Experience, greeting customers, resolving grievances

Researched product and packaging trends

Formulated original perfumery blends using natural plant essential oils and artificial fragrances

Created and managed extensive mailing lists and marketing campaigns

Campbell Soup Company – Camden, NJ Apr/10 – Jun/15

Senior Administrative Assistant

Manage multiple, extensive calendars for internal and external meetings with Directors, Vice Presidents, and Presidents.

Manage community volunteer efforts with local non-profit agencies for team building activities and manage events, fundraisers, and meetings for my director's position on the board of directors for a local children's charity.

Serve as the department technical coordinator setting up new hire employees with computer equipment, seating assignments, telephone and other desk supplies, company cell phone access and services, corporate credit cards, manage technical issues for team members, act as liaison between team members and help desk staff, install equipment and software, as well as trouble-shoot common technical issues onsite.

Manage logistics, plan, organize travel, and negotiate hotel, catering, transportation, and special event contracts for an annual global insights conference.

Schedule and manage domestic and international travel, process and reconcile travel expenses with verification for team.

Perform Pilot Testing for new software before it is rolled out to the entire company, submit glitch reports, and work as a member of a technology committee.

Manage the global data compilation and commentary reports for the corporate quarterly board of directors meeting, verify data, proofread all commentary, and submit to executive leadership before submitting the final documents to the vice president.

Kelly Services – Mount Laurel, NJ Feb/09 – Apr/10

Administrative Assistant for Campbell Soup Company

Manage multiple, extensive calendars and meetings for Director and Brand Managers in Soup Consumer and Customer Insights, create purchase orders and receive invoices for payment processing in a timely manner, coordinate team diversity meetings and off-site events, work closely with other Administrative Assistants to manage larger inter-departmental meetings.

Act as main back-up for the Administrative Assistant to the Vice President of CCID, make travel arrangements, prepare sophisticated documents and presentations, order and manage department office supplies, handle sensitive and highly confidential information and documents with discretion and confidentiality.

Negotiate event fees, use resourcefulness for independently solving problems, strong attention to detail, forethought in managing project budgets, handle frequent, last minute changes with tact and grace, escort visitors to and from front Reception Desk, manage time effectively to set-up projectors and presentation technology for meetings.

Kelly Services – Camden, NJ Sep/08 – Jan/09

Candidate Care Specialist for Campbell Soup Company

Coordinate schedules for internal and external candidates, create, verify, and send offer letters, interview and welcome packets, manage all travel coordination and off-site interviews, coordination of all pre-employment drug and background checks, review results and communicate to the hiring managers, human resource generalists, and recruiters.

Serve as point of contact for new employees with regard to candidate care and new hire questions.

Manage interview candidates' experience throughout interview process, conduct internet applicant sourcing, resume review, phone screens, and ensure all new hire paperwork is completed and forwarded to the appropriate departments.

Successfully manage multiple interview calendars for many applicants and hiring managers simultaneously through Lotus Notes, work to build strong relationships with Hiring Managers, Human Resources Generalists as well as other department managers and team members.

Commerce Bank – Mount Laurel, NJ Aug/06 – May/08

Concierge Supervisor

Provide support for Senior Vice President; six Deans; several departments; and special events, carry out directives as needed, supervise five Concierge staff; write job descriptions; open position postings; recruit; interview; hire; train; and evaluate team members as needed to fill position openings.

Advise, mentor, and encourage team through positive leadership and direction.

Monitor and ensure others are in compliance with University Policies, manage technical difficulties with computers; equipment and other classroom technology.

Develop and manage relationships with business units and outside vendors.

Act as liaison between Operations, Building Maintenance, and University staff, create daily event reports and distribute workload.

Commerce Bank – Mount Laurel, NJ Dec/04 – Aug/06

Training Coordinator

Responsible for supporting six corporate trainers, 10 Lending Training Courses, two Administrative Certificate Programs, and a minimum of 96 course dates annually.

Performed full course support including making training room reservations, room set-up; catering arrangements including negotiating catering prices, supervising catering staff at events; managing audio visual equipment needs and set-up; quickly and effectively managing frequent last minute changes to courses and course materials.

Developed and managed relationships with outside vendors, created and edited PowerPoint presentations for courses.

Facilitated courses and managed Specialized Lending Program for new hire Lenders, which included scheduling course dates, making arrangements for area experts to present in class, on-site course facilitation, and logistics management with minimal supervision.

Compiled data and created reports, managed complex and extensive projects.

University California Davis – Davis, CA Aug/00 – May/04

Executive Assistant to the Executive Director

Develop and manage relationships, promote diversity and inclusion, facilitate Event Planning Student Course, develop Business Unit Strategic Goals and overall Department Goals within a team.

Schedule meetings for Director; Assistant Director; five unit managers; and 25 staff members, arrange meeting locations; prepare meeting confirmations and agendas.

Plan and organize annual Campus Caterers Showcase and Tradeshow, create and edit PowerPoint presentations, facilitate meetings between service units, and prepare quarterly reports.

Collaboration in creating Event Planning Staff Development Certificate Series, preparing course materials to target campus event planners, facilitate portions of the certificate course on a quarterly basis, and continue to be a campus resource to course participants.

Recruit employees to fill student and receptionist job openings.

Negotiate catering and facility contracts, and attend regional trade shows marketing our campus conference services.

Monitor departmental budgets, and perform research for special projects and events.

Work closely with all campus academic departments, Fire, Police, Parking, Transportation, event facility managers, over 380 registered student organizations, Student Affairs, Davis Chamber of Commerce, City of Davis offices, Davis Conference and Visitor’s Bureau, and California Alcohol and Beverage Control officials.

Manage all open permits, provide direction and advice to faculty, students, and staff, interpret, communicate and influence others to follow complicated campus policy.

University California Davis – Davis, CA Mar/99 – Aug/00

Administrative Assistant/Reservation Coordinator

Supervise, recruit, and evaluate the work of student employees and part-time receptionist.

Promote inclusion and diversity in a multi-cultural environment.

Provide advice, leadership and direction to student organization representatives.

Develop special training process and Manual for Front Desk Operations and train student employees using those processes.

Train other department users how to use customized Event Management System software and their facility “authorized” use of campus space.

Participate on several committees, both internally and with external departments to analyze; evaluate; and rewrite departmental policies and campus procedures.

Develop new event planning mini-course for student events to meet strategic goals; manage Special Event Orientation scheduling database to track student organization eligibility to schedule special events.

Provide clients with accurate quotes for facility rental and campus services consistent with the established university rate structure.

Analyze, and communicate federal/state university rules, regulations, policies and procedures, and working to effectively influence representatives from over 380 registered student organizations, Campus Interest Groups, service units, faculty, facility managers, vendors, and non-university clients on keeping in compliance with those policies.

California State Automobile Association – Rancho Cordova, CA Jun/93 – Jul/97

Insurance Underwriter, Call Center

Process between 80 and 120 customer requests per day, including travel reservations, insurance quotes, policy changes and renewals, calculating interest rates and insurance payments, addressing and resolving customer concerns or billing discrepancies, explaining insurance coverage in detail, preparing and filing legal documents, researching previous policy information, assessing insurance risks in rating policies, and maintaining confidential records.

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