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Executive Assistant/Project Coordinator

Location:
Minneapolis, Minnesota, United States
Posted:
May 26, 2018

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Resume:

*** **** ** **** ** Little Canada, MN *****

612-***-**** • ac5mo7@r.postjobfree.com

BARBARA J. GRAY

Dedicated professional with over 20 years of diverse administration and project coordinator experience. Adept at professional diplomatic communication and capable of building a successful team from the ground up. Highly skilled with computer software, frequently identifying ways to enhance productivity or streamline workflow. Strategic problem solver with a strong determination to accomplish goals. Demonstrates excellent leadership and customer service skills that can easily transfer to any fast-paced role.

AREAS OF EXPERTISE

Human Resources

Saba Learning Administrator

Peoplesoft-Payroll

Training & Leadership

Six Sigma/Scrum

Contracts/Business Plans

Project coordination

Readsoft & eCats database

OneSource/SAP

Budget monitoring/accruals

Concur Expense It

Field Source database

H1B Visa processing

Share Point Site

Microsoft Office Suite

Adobe Acrobat 4.0

Work Day

Purchase Order entry

KEY COMPETENCIES

Adaptability to Change: Adjusts to change and uncertainty, able to shift gears and can act in ambiguous or uncertain situations. Able to improvise, multi-task and prioritize in a changing environment while maintaining composure

Collaboration / Teamwork: Fosters cross-unit collaboration and builds and facilitates teamwork to achieve results.

Communication: Uses multiple communication strategies to gain support and commitment from others and mobilize them to take action.

Customer Service Focus: Works to determine ‘customer’ (internal, external) needs and actively improve value chain in terms of service and delivery excellence. Motivated to ‘exceed expectations’.

Drive for Results: Focuses on achieving goals and holds self and others accountable for expected results. Results oriented and have the demonstrated ability to effectively prioritize workflow.

Trust and Integrity: Understands and acts in accordance with organizational values; is widely trusted. Understands the “big picture”.

Proactive Problem Resolution: In conjunction with others, works to take a proactive approach to anticipating, preventing, and solving problems.

*my Strengths Finder Top 5 themes: Learner, Achiever, Restorative, Relator & Positivity*

Myers Briggs score: ENFJ4

PROFESSIONAL BACKGROUND

MEDTRONIC – ADMIN ASSISTANT IV MAY 2017 – PRESENT

AF SOLUTIONS GLOBAL MARKETING AND STRATEGY DEPARTMENT-contract

Streamlines workflow by providing administrative support to C-level executives and other department manager/leaders.

Coordinates and schedules large events and plans corporate-level meetings. including use of virtual technology.

Frequent use and advanced knowledge of word processing, spreadsheet and Power Point presentation applications, travel planning, and budget/cost center management.

Assist team members with the creation of communication via Power Point, or other software, in order to communicate team and program progress to other functional groups within and outside the organization and to business unit senior executive staff.

Effectively handles all scheduling via Outlook, travel arrangements and expense reports.

Maximizes revenue by reconciling accounts payable and handling budget responsibilities by

quarterly budget monitoring/reviewing accruals and completing detailed expense reports.

Work and scanning documents eCats data base to process outside vendor Statement of Work agreements/Business Plans and partner with paralegals to make sure all documents are received before purchase order number is produced/assigned/emailed and vendor/invoices are paid.

Interfaces with Human Resources in managing the process for hiring, on-boarding, transfers or off-boarding employees. Order laptops, iPads, cell phones, any other computer peripherals

Coordination and scheduling all interviews for potential new hires (employees and contractors).

Represent the AF Solutions Department in a professional, efficient and effective manner in all communications and interactions across different business lines.

Create new functions/standardize newer processes and store them on SharePoint site.

Plan and execute various conferences, (in person, virtual, video), coordinate meetings and organizational strategy planning meetings. Include interaction with staff at location for scheduling, logistics, planning support, materials and interfacing with those attending.

Advanced understanding of business objectives, articulate them and help the team deliver on both objectives and strategies.

MEDTRONIC - PROJECT COORDINATOR JUL 2016 – MAY 2017

GLOBAL SUPPLY CHAIN OPERATIONAL EXCELLENCE DEPARTMENT-contract

Managed Outlook calendar and agendas for key business meetings. Summarized meeting followed up on deadlines, and tracked the status of deliverables/action items across multiple areas of the organization.

Coordinated FIRST department Newsletter production, including tracking all expenses and costs relating to production in collaboration with eCommerce.

Primary Agenda planning contacts for The Leadership Plan Deliver F2F.

Collaborated with Business Unit Director to schedule and manage annual 3 days, SUG – SAP Knowledge Sharing Meeting w/over 50 outside attendees, coordinating conference rooms, hotel, evening activities, transportation, etc.

Primary SharePoint contact for developing, organizing, standardizing processes and documents on placing them on first Department SharePoint site. Also created team meeting survey, via Survey Money and internal survey to measure feedback/success of meetings.

Scheduled all travel and balance all AmEx expense accounts, produce Visa travel letters, maintain department distribution lists. Contact for all new hire peripherals, order computer, iPhone, laptops, cube assignment, etc.

Lead various business initiatives and drive key efforts to closure. This will include creating plans, engaging key stakeholders and tracking/follow-up key initiatives before & after senior leadership meetings.

Main contact & SABA Learning/training coordinator, tracked team trainings, assigned learnings to other team mates in internal LMS system.

Survey development either internally or on Survey Monkey. Then roll-up, analyze, publish results on Internal SharePoint site.

Interacted with peers, clients, outside partners, Executive Leadership Team, Global partners on matters of significant importance, on a frequent basis.

ALLINA HEALTH AUG 2015 – JAN 2016

HUMAN RESOURCES BUSINESS ANALYST-contract

Provided key assistance to a team of 20 human resources associates, actively working to streamline the onboarding and interview process. Coordinated large meetings in-house and WebEx teleconferences. Managed Checkster background system, OneNote and associated software.

Managed HR Voicemail box and boosted communication within HR department by sorting voicemails and forwarding messages/questions/work to appropriate HR recruiters. (mailbox averaged 120 messages a day).

Ensured consistent quality by scanning applications into a database and verifying information.

Communicated with staff to ensure employees were placed in correct new employee orientation categories and each file contained accurate information regarding status or benefits.

Planned and assisted the HR Generalists and HR Recruiters the monthly New Hire Orientation.

JUNE 2012 – JULY 2015

PERSONAL SABBATICAL

WELLPOINT - DeCare Dental APR 2010 – MAY 2012

1.EXECUTIVE ASSISTANT TO CFO & CONTROLLER

Supported the CFO, Senior Vice President of Finance, and some administrative support to Finance department of 40 employees

Management of executive management’s calendars (and others as requested)

Booked travel and professional development activities for executive management

Reviewed executive management mail/incoming correspondence in his Outlook email, sorting, and filing as required.

Provided reminders regarding upcoming meetings, events or anything requiring a collective action from the executive team and/or other team members

Filter calls, other enquiries, etc for the executive management team

Prepared and edited presentations for Quarterly Finance WebEx meetings

Prepared correspondence and communications (as it pertains to the executive management team)

Provide HR administrative support including processing and administering new and or departing employees and associated equipment and set up; assisting with interview set-up and administrative HR functions (photocopying, room preparation, etc)

Complete research projects as required; analyze and assemble data for report preparation

Provided assistance with mailings, correspondence, enquiries and other tasks regarding Board Meeting also compiled financial excel data report, 15, large 3 ring binders and developed communications for Annual Best Review – 3-day meeting.

Main back-up for CEO Executive Assistant providing coverage for vacations and absences

WELLPOINT - DeCare Dental APR 2010 – MAY 2012

2.BOARD MEETING SUPPORT:

Took minutes at Board/Committee (committee meetings as required) meetings and completion of draft minutes within specified timelines

Prepared agenda, compiled Excel and Power Point documents/reports from several Directors

Tracked of attendance, quorum, agenda item requests in accordance with established processes

Organized arrival times; orchestrating conference calls, preparing presentations, uploading all documentation to CD or laptop for Board members review, all catering requests, dinner arrangement, travel, hotel stay and any other ad hoc projects for Board meeting.

Posted all follow-up documents, “to do’s” to the Board portal in accordance with established processes.

HONEYWELL INTERNATIONAL, INC AUG 2007 – APR 2010

EXECUTIVE ASSISTANT TO CFO

Anticipated the needs of the Executive Vice President CFO to provide comprehensive administrative and clerical services. Prioritized work to complete a wide range of duties including tracking minutes, accounting, budgeting, event planning, scheduling, and coordinating special projects.

Reduced financial risks by paying close attention to budget and accurately recording expenses.

Composed detailed financial reports for other C-level executives.

Scheduled all Quarterly Company Financial Updates for CFO, follow-up on attendance, action items, surveys which later published in Newsletter.

Effectively handled very detailed and lengthy international and domestic travel arrangements for Financial Department.

Enhanced team training by streamlining onboarding process and assisting with setup.

Created Quarterly Company Financial video casts to keep all decision makers informed.

Ensured facilities security through tracking/record keeping of keys, pass-cards, parking passes and other items provided to staff while visiting.

Main back-up for CEO Executive Assistant providing coverage for vacations and absences

BEST BUY, INC. 2001 thru 2007

(** 4 DIFFERENT JOB TITLES)

EXECUTIVE ASSISTANT TO SR VP OF MERCHANDISING MAY 2005 – AUG 2007

EXECUTIVE ASSISTANT TO PRESIDENT - EQ LIFE MAR 2004 – MAY 2005

EMPLOYEE RELATIONS COORDINATOR- HUMAN RESOURCES NOV 2003 – MAR 2004

HUMAN RESOURCES ADMINISTRATIVE COORDINATOR- HR NOV 2001 – OCT 2003

EDUCATIONAL BACKGROUND

BACHELOR’S DEGREE – EDUCATION, Augsburg College, Minneapolis, MN

**PROFESSIONAL REFERENCES:

Joseph Saladino Director, AF Solutions Marketing #763-***-**** ac5mo7@r.postjobfree.com

Keith Murphy Sr. Prog Manager, Supply Chain #901-***-**** ac5mo7@r.postjobfree.com

Katie Sutton Sr. Dir, Clinical & CVG Comm. #763-***-**** ac5mo7@r.postjobfree.com

Debra Schmidt Executive Assistant, AF Solutions #763-***-**** ac5mo7@r.postjobfree.com

Jeff Cullison Allina – Abbott HR Recruitment #612-***-**** ac5mo7@r.postjobfree.com

Dan Moe Best Buy VP and The ROIG Group, LLC ac5mo7@r.postjobfree.com



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