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Executive Assistant Manager

Location:
Chicago, Illinois, United States
Posted:
March 12, 2019

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Resume:

Meg Cali

*** *. ******** ****, #***, Bartlett, IL 60103 · 847-***-**** · ac8ret@r.postjobfree.com

SUMMARY

I am a dedicated and technically skilled Executive Assistant with a versatile support skill set developed through experience in higher education and the corporate world. I excel in resolving employer challenges with innovative solutions, systems, proven project management skills and process improvements proven to increase efficiency, customer satisfaction and organization. Flexible and able to multitask, and can switch priorities as needed within a collaborative environment. Team oriented, collaborative and committed to exceptional service

Diplomatic, professional demeanor and excellent written communication skills

PROFESSIONAL EXPERIENCE

ILLINOIS INSTITUTE OF TECHNOLOGY, Chicago, IL

Assistant to the Provost, SVP Academic Affairs 8.2014 – Present

Continually assess executive’s calendar and time by using sound judgement, time management and discretion

Oversees/schedules meetings; reserves conference rooms, manages catering, room set-up (including AV), guest registration with security, all pre-reads and handouts

As Gatekeeper, am proactive and anticipate Provost’s needs by keeping the Provost on track and informed

Executes complex international and domestic travel, including, but not limited to preparing trip logistics, agendas, meeting materials, and detailed itineraries

Provides research and analysis to prepare briefing materials for the Provost

Manages multiple tasks with competing deadlines

Responds effectively to issues of a confidential and urgent nature; triages/resolves requests and issues presented by staff, faculty, students and external constituents

Provide/obtain agendas and all background materials that pertain to the Provost's calendar

Draft/prepare correspondence for signature/distribution

Garner all materials from Provost’s direct reports for preparation and dissemination for the Executive Committee, Board of Trustees and Academic Council meetings

Ensure expense reports for both the Provost and President as well as purchase orders are completed accurately, within budget limits and approved in the system

ILLINOIS INSTITUTE OF TECHNOLOGY, Chicago, IL

Administrative Associate to Director, President's Office 8.2009 – 7.2014

Provided executive level support to the Director of the President's office for all matters affecting the President's calendar and travel, as well as customary associated office duties

Adequately prepared the Director by securing and coordinating all briefing materials for daily appointments and activities that appear on the President's calendar

Handled multiple projects simultaneously; worked independently; exercised good judgment while taking initiative; utilized effective time management skills and was capable of changing priorities/work assignments at a moment’s notice

Provided and obtained agendas and all background materials for upcoming meetings/travel. Scheduled and confirmed appointments in a professional and discreet manner; scheduled meetings for senior staff

Coordinated the President's travel arrangements, including air and ground transportation and prepared detailed itineraries

NEWARK ELECTRONICS, Chicago, IL

Executive Assistant 1.2007 – 7.2008

Supported the of Director Global Supply Chain, Senior VP Operations, North America and Head of Business Intelligence

Anticipated and responded accordingly and in advance to needs of executive management such as detailed travel plans and itineraries, arrangement of meetings and corporate events, etc. both domestic and international; performed complex secretarial functions such as composing and preparing correspondence, reports and other complex documents.

Managed schedules utilizing MS Outlook, includes planning, arranging both video and teleconferences, meetings and events; coordinates activities between departments and outside parties

Processed payment of business expenses and T&E reimbursements

Managed complex global calendars, key events, travel planning including visa management and communications; managed meeting logistics for events such as leadership meetings, internal company meetings and conference calls, both international and domestic using video, audio and web software for global accessibility; Prepared agendas, notices, minutes, presentations and resolutions for a variety of meetings

RR. DONNELLEY & SONS. Chicago, IL

Executive Assistant 5.2005 – 6.2006

Supported the Senior Vice President, Treasurer, Vice President, Assistant Treasurer and Manager of Trust Investments

Performed full clerical, administrative, and general office duties of a responsible and confidential nature, including personnel matters, meeting, travel management and expenses

Organized, prepared and submitted travel expense reports for reimbursement

Communicated executive’s instructions or desires to various individuals and/or departments, and furnished and obtained information from other executives; Liaison between Treasurer and Department Managers

Scheduled appointments and made arrangements for meetings, conferences, and travel (International and Domestic)

Organized and maintained files of executive’s correspondence and records, followed up on pending matters

Prepared special reports, complex correspondence, presentations, by gathering and summarizing data

Processed check requests and wire transfers / ordered and dispersed supplies

Assisted with re-balancing, premium payments, and other monthly/quarterly tasks in regards to Trust Investment responsibilities

ARI INTERNATIONAL, INC.,

Executive Assistant/Office Manager (Subsidiary of Asahi Rubber) 1.2004 – 5.2005

Supported the President

Maintained appointment schedule for President by planning and scheduling meetings, conferences, (local and offsite) teleconferences, and travel: National and International (Board travels in from Japan)

Prepared and submitted travel expense reports for reimbursement

Composed and edited and a variety of written documents, business correspondence and presentations

Conserved executive's time by reading, researching and routing correspondence; drafting letters and documents, collecting and analyzing information, initiating telecommunications and maintaining filing system

Processed vendor invoices and company purchase orders

Managed the office (supplies, vendors, AP/AR)

MCI SERVICE PARTS, INC. /*UNIVERSAL COACH PARTS (UCP)

Executive Assistant 9.2001 – 10.2003 Schaumburg, IL 5.1997 – 9.1999 Des Plaines, IL

Supported the Vice President & General Manager and Executive Team: Vice President, Logistics, Vice President, Sales & Marketing, the Controller and the Directors of Eastern and Western Sales Regions

Screened incoming phone calls, when suitable, followed up and acted upon messages

Oversaw working schedule for members of management including travel and meeting arrangements

Coordinated meetings, conferences and special events for Executive Team(local and offsite)

Organized and distributed month-end financials for Sales Analysis and commission

Analyzed and dispensed monthly and quarterly rebates for both South American and US customers

Coordinated Company Projects, Activities and Policies. Aligned with HR to onboard new employees

Created PowerPoint Presentations to enhance Annual Sales Meetings

MICRO GENERAL, WSI, Hanover Park, IL

Executive Assistant/Office Manager 5.2000 – 9.2001

Supported President; hired, trained, supervised a team of three, project & office management, purchasing; AP/AR

NATIONAL ASSOCIATION OF INDEPENDENT INSURERS, Des Plaines, IL

Executive Assistant 9.1999-5.2000

Supported Senior Vice President Public Affairs

Managed business/personal calendars, expense reports, trip and meeting prep

Entered reports on business trip meetings, notes, follow-up on ACT Database via dictaphone transcription

ENCYCLOPAEDIA BRITANNICA, INC. Chicago, IL (VARIOUS POSITIONS)

Telemarketing Sales Manager (College and Business Markets) 1992 – 4.1995

Marketing Coordinator reporting to Director of Marketing Services 9.1990 – 9.1992

Executive and Personal Assistant reporting to the Executive VP of Education and Planning 3.1986 – 9.1990

Education

Roosevelt University, Chicago, Illinois BA, Journalism/Communications

Technical Skills: MS Word, Excel, PowerPoint, Outlook, Concur, Access Database, QuickBooks, Banner, Visa IntelliLink Spend Management, Google Calendar, Visio, ACT Database



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