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Executive Assistant Administrative

Duluth, Georgia, 30096, United States
February 02, 2018

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SUMMARY: Seasoned Executive Assistant with **+ years of experience supporting C-level executives and senior leader management teams. Seeking to obtain an Executive Administrative Assistant position with a fast-paced, progressive company.


MS Office 365

MS Word

MS Outlook

MS SharePoint

MS Excel

MS PowerPoint

Adobe / Acrobat



Indiana University of Pennsylvania, B.S., Business Administration/ Marketing

Keystone College, A.A., Fine Art


March 2017 – December 2017

HP Inc., Executive Assistant (Temporary contract position through eTeam Inc.)

Provided Administrative Support to the Director of Marketing of Graphics Solutions Business, Americas and his team of 30+ people internationally

Scheduled meetings and managed busy calendars in Outlook

Coordinated business travel and booked travel using Concur

Proactively managed his business expenses for prompt reimbursement

Ordered office supplies and marketing / promotional items for the marketing team

Hosted / coordinated customer events and site visits

Assisted Event coordinators with their meetings and events

April 2016 – September 2016

Hire Velocity, Office Administrator

Provided Operations and Administrative Support to the Director of Operations and the CEO.

Welcomed and coordinated on-boarding of new hires with orientation/review of hiring paperwork and requesting necessary IT/phone equipment requests.

Maintained Office and Breakroom Supplies.

Managed Executives calendars, scheduled meetings and coordination of travel planning.

Managed Executives expense reporting in Concur accurately and for timely reimbursement.

Coordinated with Property Management for office related communication/needs.

Prepared reports by collecting and analyzing information to transmit to management team.

August 2013 – August 2015

Equifax, Inc., Senior Staff Administrator

Provided support to three SVPs in the North American Commercial Solutions leadership team.

Team player effectively prioritizing multiple activities in a fast-paced environment, using strong organization skills.

Scheduled meetings and proactively managed multiple, busy calendars. Coordinated conferences and meetings.

Provided timely response to all emails, phone inquiries and other communication.

Coordinated travel and agendas for executives for business meetings.

Processed expenses and tracked reimbursement.

Circulated mail and shipment of over-night packages.

Prepared presentations, compiled and prepared reports, contracts and other documentation.

Maintained and updated electronic filing systems, shared websites, team organizational documents and databases.

Ensured department at all times was equipped with necessary supplies and tools to perform tasks.

Coordinated new employee setup and on-boarding.

August 2011 – December 2012

Tivoli Properties, Inc., Executive Assistant

Provided administrative support to the President and CEO of Tivoli Properties, a commercial and residential real estate development company.

Thoughtfully managed busy calendar and meeting coordination.

Proactively managed multiple projects to ensure that deadlines were met ahead of schedule.

Answered phones, screened calls and acted as gate-keeper for executive.

Coordinated domestic and international travel planning and expense reporting.

Assisted executive with various types of document preparation such as proposals, budgets, correspondence, meeting agendas, legal documents, and presentations.

Transcribed dictation tapes.

April 2011 – July 2011 (Temporary contract position through Ajilon Office)

Cousins Properties, Inc, Development Coordinator/Administrative Assistant

Provided support to Sr. Project Manager and Development Managers with Property Management Tenant Construction build-out projects during all phases of construction. Responsibilities included; reviewing proposals, insurance requirements, Tenant Allowance payments and associated documentation submittals and preparing reports, contracts, change orders, pay applications, and punch-list documentations.

Responsible for proofreading documents for spelling and grammatical accuracy and for providing accurate and timely document production. Maintained project contracts and files.

Coordinated the timely receipt, review and archiving of Tenant Construction documents and signage submittals.

Responsible for fielding phone calls with the ability to answer requests and assist with problem resolution.

Responsible for invoice processing, cost report maintenance, and coordinating multiple projects simultaneously.

Worked and communicated effectively with the company’s executive management, division management and property management as well as external executive management of contractor and vendor companies.

March 2008 – January 2011 (Position eliminated due to company’s acquisition by Jacobs Engineering Group, reorganization and operational budget cuts)

Jordan, Jones & Goulding, Proposal Manager/Business Development Assistant

Acted as proposal manager ensuring that the overall integrity, layout, quality and content of proposals and specialized reports fulfilled company expectations. Communicated internally with executive management and pertinent staff, contractors, and clients to exchange information to achieve proposal schedule deadlines.

Read Request for Proposals (RFPs) to understand requirements, controlled proposal schedule and task assignments.

Organized and proofread proposals for grammatical, typographical and compositional errors.

Scheduled/met deadlines for production of RFPs and on-time delivery to clients.

Maintained and updated proposal knowledge data base for proposal material.

Provided general Business Development support by updating maintaining department’s conference calendar.

Collected and submitted papers and assisted with creation and editing of MS PowerPoint presentations

Coordinated department’s bi-weekly Lunch & Learn meetings.

May 2006 – November 2007 (company downsized due to housing market crisis)

Novare Group, Inc., Executive Assistant

Provided administrative support to the Executive Vice President and Chief Development Officer for the development of mixed-use commercial and residential high-rise buildings.

Managed extremely busy meeting calendar, coordinated meetings, communicated daily with high level executives from other firms and internally interacted with executive management to achieve efficient meeting schedule.

Assembled weekly Development Department project status update report by gathering information from Developers, Developer Managers & Associates to complete the report for weekly review by the Executive Management Team.

Managed monthly expense reporting, coordinated/booked busy domestic and international travel itineraries.

October 2005– May 2006 (position eliminated due to company’s growth, became ineligible for many DBE certifications)

Street Smarts Engineering, Inc., Manager of Special Projects

Reported directly to President, responsible for managing company’s participation in a Small/Woman Owned/Disadvantaged Business Enterprise (DBE) Program by completing applications in an effort to certify the company to do business as an S/W/DBE. Great attention to detail was required to accurately submit the extensive, confidential documentation that was requested on the applications to be considered for certification. Also ensured that their existing certifications were kept up to date.

Prepared Pre-Qualification packages for the company to ensure that they were listed in the appropriate work categories in the DOT’s databases and website.

Managed document control of highly confidential files

Provided miscellaneous marketing support activities such as assisting with coordination of speaking and training events for Engineers, attending miscellaneous networking events, monitoring industry related websites for prospective business/bid opportunities, assisted with PowerPoint presentations/proposals preparation.

November 2000 – October 2005

Ascom Transport Systems, Inc., Executive Assistant

Provided Executive administrative support to the President of US Headquarters, the Vice President of Sales & Marketing, Parking Division, and the Vice President of Sales & Marketing, Fare Collection Division.

Managed busy travel & meeting schedules, coordinated meetings and travel planning.

Acted as a gate-keeper for busy executives by screening phone calls, professionally and confidently communicated with customers, potential clients, vendors, as well as with senior management & co-workers.

Took minutes for Management and Project meetings, provided additional support to Sales team and Project Managers as needed, assisted with preparation of executive correspondence, bid response proposals, customer/prospect PowerPoint presentations, and contract documents.

Coordinated Trade Show Exhibits, planned annual customer entertainment events, managed the company’s annual advertising campaigns in industry relevant magazines.

Maintained Customer Project and Contract Files utilizing exceptional organizational skills.

Maintained executives’ monthly expenses to submit for prompt reimbursement.

March 1999 – May 2000

DMR Consulting Group,

Client Account Executive

Established new business opportunities by developing relationships with project directors/hiring managers. Identified and reported potential opportunities, met call quota objective of 15 face-to-face client/prospect meetings per week.

Assisted recruiters in screening process of consultants, coordinated interviews between client and consultant.

Responsible for growing accounts by placing additional consultants on existing projects. Negotiated bill rates and contracts upon hire to achieve target gross margin profit for placement.

Placed five DMR consultants at BellSouth Telecommunications resulting in a revenue stream of $29,000 per month within a four month time frame.

Marketing Coordinator

Successfully planned and coordinated several events on time and under budget including; DMR’s Skybox at the BellSouth Classic Golf Tournament where we hosted over 150 of our clients, and DMR’s Quarterly Meetings with over 200 employees in attendance and managed company’s tickets for various venues available for client entertainment purposes.

Updated monthly marketing opportunity pipeline report for corporate review.

Managed client’s Preferred Vendor List opportunities posted on client web sites for consultant placement. Coordinated with the H.R./Recruiting Department to review and submit resumes with appropriate skill sets to the client. Monitored placement opportunities for DMR consultants residing on the “bench” who were awaiting new assignments.

Created a marketing library containing company collateral and marketing merchandise and maintained ACT database of sales contacts, coordinated monthly mass mailing efforts to existing and prospective clients.

November 1996 – March 1999

LHS Communications Systems, Inc., Executive Sales & Marketing Assistant

Provided executive administrative support to the President of the North American division, the Senior Vice President of Product Development and the Vice President of Global Marketing.

Responsibilities included: calendar management, travel, meeting and event coordination, management of client/prospect account files, creating weekly status reports for North American Division executive review, recording and distributing of executive management meeting minutes, managing expense reimbursement records for executives.

Managed LHS’ corporate cellular phone account. Restructured the cell phone rate plans, reducing annual cost to company by $8000.

September 1994 – November 1996

Grubb & Ellis Commercial Real Estate, Administrative Assistant/Marketing

Provided marketing and administrative support for eight commercial real estate brokers, including two Vice Presidents in a very busy working environment.

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