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Administrative Assistant Sales

Location:
Mount Prospect, Illinois, United States
Salary:
70,000
Posted:
February 13, 2018

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SUSAN K. OEHLWEIN

*** *. ******** ****

Mount Prospect, IL 60056

Cell Phone: 224-***-****

ac4gdk@r.postjobfree.com

Professional

Experience:

*/** – Present - PACE SUBURBAN BUS - Arlington Heights, Illinois Board Secretary/Executive Assistant to Executive Director Work closely with Executive Director to identify administrative policies that require revision and/or are not being followed. Handle Executive Director’s calendar, telephone calls, messages, travel, expense reports, finalizing Executive Director’s correspondence for accuracy and format and work with Executive Director on any new projects that need to be implemented for the Board or Executive staff and follow them through from inception to finalization.

In 2013, reviewed, modified and reformatted the “Board packet” format that had been in use for Board meetings since the inception of Pace in the 1980’s and took it from a “packet” to a bound indexed book with all Board materials for the Directors’ use. Collected, reviewed, reproduced and disseminated all materials in both print and digital format. In 2014, started working on putting the Board book into an electronic version which can now be viewed online by each Board member.

Responsible for all Board of Directors’ meetings (12 per year), which includes producing the Board agenda for the Open and Closed Sessions, transcribing the minutes from the previous month’s Open and Closed Sessions to be placed in the monthly Board book, along with all “Action” items and reports for the Board book. Attend and take minutes of both Open and Closed Sessions, and handle all facets of the Board of Directors’ dinner directly following each Board meeting. Interface with Board members regarding information for meetings; reinforce deadlines and quality requirements for Board book materials. Keep up-to-date on all legal requirements for Board agendas, minutes and public meeting notices and make sure that all details for the Board meetings are under control. As with all positions listed, work performed with an elevated level of professionalism and confidentially. 10/05 – 01/13 – ALAN J. BACHER, CPA – Morton Grove, Illinois Executive Administrative Assistant to CPA

Responsible for all clerical and administrative work in office, i.e. heavy concentration on creation/transcription and of correspondence (letters, emails) and reports via personal dictation/Dictaphone. Create, update and track data reports using Microsoft Excel. Handle CPA’s professional and person calendar utilizing Microsoft Outlook, and interface with clients. Track CPA’s professional and personal monthly expenses, log and create expense reports accordingly. Create and maintain filing system for office and responsible for filing of all office materials. Responsible for all office equipment and computers, etc. Managed all of CPA’s professional and personal travel and worked independently on various assigned projects/research. Work proactively with little supervision as CPA was frequently out of office working with clients.

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7/03 – 6/05 – SOLUCIENT, LLC – Evanston, Illinois

Executive Administrative Assistant to Senior Vice President of Provider Sales & Corporate Marketing Provided advanced administrative support to Senior V.P. of Sales & Corporate Marketing and supporting team. Used authoritative judgment and initiative to determine the approach of action in non-routine situations. Responsible for managing projects assigned by Senior V.P. Coordinated and maintained all meeting schedules and planning for Senior V.P. through Outlook, coordination of support assignments for Senior V.P. through Outlook, coordination of support assignments for Senior V.P., performed departmental administrative tasks and problem solving as it relates to the Senior V.P. Made proactive, independent decisions regarding planning, organizing and scheduling of work. Interfaced with Sales staff in the office, as well as off-site sales personnel and kept Senior V.P. apprised of ongoing events within the Sales organization. Handled all correspondence, reports (including dashboard report generated using Sales Force), graphs and charts as requested and arranged all meeting planning at the Corporate office, as well as off-site meetings. Was responsible for compiling and editing materials for Executive Committee meetings/Board meetings, etc. Worked with Executive Assistant to the CEO when Board meetings were held during the year, as well as interacting with various Board members. Managed all travel arrangements related to Senior V.P.’s travel expenses which included being responsible for initiating and completing all expense reports. Created and maintained departmental files/records. Scheduled and coordinated numerous off-site interviews for candidates of the National Sales staff. Worked with very little supervision and used the pro-active approach and personal judgment on a daily basis as Senior V.P. was located in Atlanta, Georgia.

11/98 – 5/01 – WEBLEY SYSTEMS, INC. – Deerfield, Illinois Executive Administrative Assistant to Senior V.P. of Engineering/Product Development Duties included coordination of meetings and maintain calendar, typing of all correspondence and reports, management of various projects of Engineering Department, as well as working with Senior V.P. on Engineering Department budgets, scheduling and implementation of all travel for Webley Systems, Inc. (both domestic and foreign). Contribute to, and participate in, tasks and projects as assigned including regular staff meetings. Other duties included planning/coordination of monthly off-site Town Hall meetings and preparation of PowerPoint presentations, meetings, and event planning for all divisions of the company. Executive Administrative Assistant/Office Manager to CEO/CFO/General Counsel Duties included supporting CEO/CFO/General Counsel for this start-up company in a heavy variety of assigned project management work, composition and typing of all correspondence for CEO, handling CEO’s monthly expense reports, interfacing with CEO regarding legal issues of company, handled heavy project management as assigned by CEO, taking minutes and transcription of minutes in various executive, sales, and engineering meetings, handling of all travel and personal business for CEO and and other members of executive staff. During the start-up of the company, performed a large amount of work with Webley investors either on the telephone or when they came into the office for meetings, and spent time doing corporate research, as well as legal research, and analysis of company/organization done in preparation for business transaction (corporate merger or purchase of securities), i.e. due diligence. Assisted in organizing and carrying out special projects related to the overall operations of the company

(i.e. agenda confirmation, program plan development, budget preparation and monitoring, contract procedures, research, etc.). Other duties included scheduling, coordination and implementation of Board of Directors meetings and interfacing with all Board member, handling all aspects of office luncheons, dinners, company parties and special events. Office Manager duties included handling of all office machines, computer equipment, interfacing with company’s vendors, as well as ordering all office supplies and inventory of supplies, overseeing the expansion of the office from 35 employees to 150 employees which entailed relocation of various departments to other offices and areas within the building, interfacing with building management, handling telephone set-up and maintenance, and various Human Resource duties.

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8/94 – 11/97 – CRANE CARTON COMPANY, Chicago, Illinois Executive Secretary to CEO/President, COO, CFO & Sales Staff Provided general administrative functions for executives (both business related and personal), editing and Proofreading documents, drafting correspondence, management of paper flow and deadlines, screening and servicing telephone callers, scheduling meetings/appointments/conferences, coordinating internal and outgoing mail, copying/faxing/filing and word processing. Other duties included dictation by shorthand, transcription from Dictaphone, handling all company related/personal work for CEO, interfacing with all company personnel, as well as personnel on several outside Board of Directors for which CEO was Chairman. Prepared all quotations, tables, charts, and correspondence for sales personnel. Arranged travel reservations for Crane family. Ordered and tracked supplies for company, arranged all meetings for executive staff and was responsible for company outings, luncheons and dinners. Handled supervision and scheduling of receptionist/switchboard operator. 4/91 – 8/94 – SOILTEST, INC., Lake Bluff, Illinois Office Manager/Executive Secretary to President

Duties included shorthand, Dictaphone, typing of all domestic and international correspondence for President and scheduling all international and domestic travel. Screened all telephone calls, handled expense reports, heavy calendar work including scheduling inside and outside appointments/meetings, compiled/typed information for monthly report to Holding Company. Performed miscellaneous personal duties for President. Supervised two employees (receptionist and my assistant). Purchased/maintained all office machines, ordering/inventory of all company supplies, installation and maintenance of new telephone system in office. 1/81 – 3/91 – HAMMOND ORGAN COMPANY, Chicago, Illinois Executive Secretary to President

Duties involved shorthand, typing, filing, composition of various correspondence for President, Dictaphone transcription, assembling/finalizing all expense reports for President, setting up meetings for Presidential staff, coordinated domestic/international travel logistics for President’s office. Worked with Director of Customer Service regarding customer complaints/questions, also worked directly with all customers contacting President’s office in need of assistance. Attended Board meetings (interacting with Board members via telephone, correspondence, or in person), taking/transcribing Board meeting minutes. Attended annual NAMM National Association of Music Merchants) trade show and set up all meetings for President at show, as well as breakfasts/luncheons/dinners. Responsible for all international/domestic expense reports and personal business for President.

Skills: Gregg Shorthand Speed: 90-100 wpm

Typing Speed: 65-75 wpm

Computer Skills: Office 365 (Word, PowerPoint, Excel, SharePoint) Hightail Have worked with Sales Force

Extensive experience in use of Internet for research on various projects. Education: Graduate of Moser Business School – Chicago, Illinois Attended Western Illinois University – Macomb, Illinois Graduate of Evanston Township High School, Evanston, Illinois Keep my computer skills current by taking Microsoft classes when a major update in Microsoft software is created.



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