Administrative Assistant Project

Jessica Lauren Hack

**** ********** ***** ********** **. 60062 • Phone # 847-***-**** • acawva@r.postjobfree.com

OBJECTIVE

Result driven Executive-level Administrative professional seeking a challenging position allowing my expertise in Interpersonal and Intercultural

communications, diverse cross-functional organizational support, project management and event coordination along with a valuable knowledge of

maintaining and improving the development of strong business relationships between colleagues, companies and cliental worldwide.

PROFESSIONAL CAREER HIGHLIGHT

Independent Contractor

February 2008-April 2013

• Senior Executive Administrative Assistant to V.P Global Infusion Systems Marketing (Contract Position)

Baxter Healthcare, Deerfield, IL/Kelly Services, Deerfield, IL

July 2012– April 2013

Provided high-level cross functional administrative support to the V.P. of Global Infusion Systems Marketing, Directors, Managers,

Assistant Managers, our team and the international team throughout the corporation. Administrative functions included making all travel

arrangements ranging from domestic, international as well as multi-destinational trips. Verified information and recorded validity through

Concur travel systems. Regulated project research and management of all critical documentation. Coordinated the management of

meetings and events as assigned. Regulated time management, requested status updates and ensured the completion of all ongoing projects.

Maintained Microsoft Outlook calendar schedules for V.P., Directors, managers and team along with colleagues from other departments

when necessary. Ensured expense reports are submitted on a timely basis then cross reference and verified data by tracking thru Concur.

Initiated, managed and tracked departmental expenditures and credit lines in Excel for purchases ranging from travel costs, research

development, vendors, contracts, office supplies etc. Constructed and regulated a records management systems ensuring the retrieval and

safety of confidential documents and records. Developed and implemented procedures to streamline the improvement of departmental

workflow, time management and effective costs reductions. Specialized in Excel based projects maintaining, updating and improving

format’s as developments changed. Constructed and modified complex PowerPoint presentations decks. Prepared multiple MS Word for

multiple forms of documents, contracts, mailings, correspondences etc. Coordinated, evaluated and completed special projects and meet all

scheduled deadlines prior to due date. Organized conference calls and meetings whether domestic or international via teleconference,

TelePresence or Webinar through Microsoft Outlook calendar management and IT services needed. Constructed and managed all travel,

meetings, events and office budget spreadsheets using Excel. Regulated multiple databases to track and cross reference accuracy of

departmental records and data such as Purchase Orders, Payment Authorizations, Contracts, Travel, Meetings, Conference and Seminar

schedules. Made decisions with minimal supervision from V.P.’s and managers. Applied and implemented internal policies and also

provided training as needed. Supplied dedicated support to one or more professionals with exposure to confidential/sensitive information.

Highly knowledgeable in handling Global interaction and exposure to senior levels of Global organizations along with managing external

customers. Managed staffing activities to include interviewing, on-boarding, off-boarding and transfers. Managed extensive

communication with HR relations along with various employee’s staff relations. Maintained candidate recruitment, interviewing,

application tracking, and candidate meeting itineraries. Advanced knowledge of computers/systems PowerPoint, Word, Excel, Access,

Outlook and internal systems including Concur, BBR, JDE, Brightspend, Bax Expense, FSF Intranet along with many more. Demonstrated

proficiency with Internet/Intranet applications and research. Ability to multi-task, independently manage time and be detail oriented.

Project management knowledge & expertise is a key element necessary in this position. Enabling collaboration and a cooperative team

environment during work collaboratively with entire team to aid in executing my job properly. Encompassing excellent mental, verbal and

written communication skills aid how effectively you communicate with internal and external high level executives, colleagues, clients and

guests.

• Senior Executive Administrative Assistant to SVP & Assistant General Counsel of Litigation Services (Short Term Temp)

CVS Caremark – Northbrook, IL/Staffing Company

July 2011 – August 2011

Provided administrative assistance and project coordination for S.V.P., Assistant General Counsel of Litigation and Management Team.

Responsible for all facets of administrative support including coordinating and scheduling of meetings, management of calendars, travel

coordination, preparation of documents and presentations, ordering supplies, processing of invoices, expense report preparation and

processing, and other administrative duties and projects assigned. Office management duties included inventory, managing incoming and

outgoing mail, departmental purchases, communications management, expense report management, record retention management.

• Senior Executive Administrative Assistant to President (Short Term Temp)

Handtmann – Buffalo Grove, IL/Staffing Company

January 2011 – January 2011

Provided administrative support and project coordination for President and Management Teams. Maintained Microsoft Outlook calendar

schedules for V.P's and managers. Coordinated travel arrangements domestic and international. Performed data entry into internal database

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system. Prepared and circulated documents such as quotes, customer orders, correspondences and other data. Reviewed, distributed for

authorization, and tracked contracts and other critical facility documents. Maintained all filing systems with updated information.

• Senior Executive Administrative Assistant and Project Coordinator to V.P. of Sales and Marketing (Short Term Temp)

Tungaloy – Arlington Heights, IL/Staffing Company

September 2010 - September 2010

Provided administrative support and project coordination for V.P of Sales and Marketing Team. Implemented initial strategy for the Start-

Up phase determining what projects and material were required for the annual mass mailing. Created systematic protocol to organize all

information needed in each mailing. Initiated, coordinated and maintained all aspects of the project until completion.

• Senior Executive Administrative Assistant/Project Coordinator to Vice Presidents of Global Scientific Affairs, Business Innovation

and GI, GU & Immunology (Contract Position)

Takeda Pharmaceuticals, Deerfield, IL/Delta Pharma, Deerfield, IL

February 2008– October 2009

Provided high-level cross functional administrative support and project coordination to the V.P. of GSA, Business Innovation and GI, GU

& Immunology and their Management Teams. Administrative functions included making all travel arrangements domestic and

international, verifying information and recording validity through Travel systems. Maintained Microsoft Outlook calendar schedules for

V.P's and managers. Ensured expense reports were submitted in a timely basis then cross referenced and verified informational data with

Excel spreadsheet tracking. Coordinated event planning, special projects utilizing Excel, PowerPoint, and Word. Performed internet

research in order to verify validity and accuracy of informational data while cross referenced to ensure no duplication. Coordinated and

completed special projects and met all scheduled deadlines. Coordinated conference calls and meetings utilizing Internal Intranet system

for scheduling meeting rooms and all IT services along with Microsoft Outlook calendar management. Created and managed travel,

meeting, event and office budget spreadsheets using Excel. Regulated multiple databases to track and cross reference accuracy of

departmental records and data such as Purchase Orders, Payment Authorizations, Contracts, Travel, Meetings, Conference and Seminar

schedules. Made decisions with minimal supervision from V.P.’s and managers. Managed staffing activities to include interviewing, on-

boarding, off-boarding and transfers. Managed extensive communication with HR relations along with various employee’s staff relations.

Maintained candidate recruitment, interviewing, application tracking, and candidate meeting itineraries. Arranged national and

International candidate travels for interviewing. SAP experience with contracts and purchasing. Managing organizational charts.

Senior Executive Administrative Assistant to Owner and Vice President/Office Manager

Regional Expedited Shipping Transport, Elk Grove Village, IL.

October 2004–January 2008

Provided administrative support to the Owner, Vice President, Divisional Managers and their teams. Maintained calendar schedules and ensured

expense reports were submitted in a timely basis. Initialized, coordinated and maintained event planning, general office duties and special projects

utilizing Excel, PowerPoint, Word, and Outlook. Coordinated and scheduled conference calls, meetings and events utilizing Internal Intranet system

to cross reference with Microsoft Outlook calendar for accuracy. Managed staffing activities to include interviewing, on-boarding, off-boarding and

transfers. Maintained candidate recruitment, interviewing, application tracking, and candidate meeting itineraries. Provided employee support,

maintenance of personnel files, tracked employee related paperwork, entered data into In-House database system, created all employee files,

updated profiles and continued record and data development via Excel spreadsheets. Implemented and produced employee hiring packets using

Microsoft Word ensuring completion of all requirements. Preformed order and data entry into internal system and maintained the accuracy of data.

Orchestrated multiple bids for medical insurance plans for company. Was responsible for new employee on-boarding and orientation. Maintained

multiple departments’ projects and managed strong relationships with our customers by exceeding required daily communication through business

relations.

Senior Executive Administrative Assistant/Project Coordinator to Maintenance and Engineering Department

Dentsply Pharmaceuticals, Elk Grove Village, IL.

June 2003 – July 2004

Provided administrative support and project coordination to the Maintenance and Engineering Department. Prepared and circulated documents such

as Purchase Orders, Change Orders and Payment Authorizations. Reviewed, distributed for authorization, and tracked contracts from Vendors,

Contractors and Subcontractors. Distributed and tracked the training of Standard Operating Procedures for the Maintenance and Engineering staff in

my department. Edited confidential documents implemented the changes requested by department heads and engineers. Regulated multiple

databases for facility including Capital Expenditures and Calibration regulations. Implemented initial Start-Up projects and assignments necessary

for the Start-Up of the facility. Negotiated all rates for contracts with all construction sub-contractors. Maintained and established all scheduling

communications and coordination’s with vendors, contractors, and sub-contractors. Balanced construction timelines to control mandatory

calibration testing of our facilities equipment. Managed staffing activities to include interviewing, on-boarding, off-boarding and transfers.

Maintained candidate recruitment, interviewing, application tracking, and candidate meeting itineraries. Provided employee support, maintenance of

personnel files, tracked employee related paperwork, entered data into In-House database system, created all employee files, updated profiles and

continued record and data development via Excel spreadsheets. Implemented and produced employee hiring packets using Microsoft Word ensuring

completion of all requirements. ISO knowledge and experience.

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Project Coordinator to Engineers (Temp Position On-site Dentsply Pharmaceuticals)

Vectech Pharmaceutical Consultants, Elk Grove Village, IL. / Paige Personnel Services, Schaumburg, IL

February 2003- June 2003

Provided administrative support and project coordination to the Engineering Department On-site at Dentsply Pharmaceuticals. Prepared, edited,

circulated, and tracked of critical facility documents such as Standard Operating Procedures, Validation Protocols, Commissioning Documentation,

Start-Up Procedures, Construction Contracts, Engineering, Design, Purchase Orders, along with Invoices. Demonstrated awareness of confidential

material both Inter- and Intra-departmentally. Communicated and coordinated all interdepartmental activities, maintained schedules and timelines.

Coordinated staff’s on-site and travel schedules along with reconciliation of timesheets and expense reports. Managed staffing activities to include

interviewing, on-boarding, off-boarding and transfers. Maintained candidate recruitment, interviewing, application tracking, and candidate meeting

itineraries. Provided employee support, maintenance of personnel files, tracked employee related paperwork, entered data into In-House database

system, created all employee files, updated profiles and continued record and data development via Excel spreadsheets. Implemented and produced

employee hiring packets using Microsoft Word ensuring completion of all requirements Regulated and sustained all critical facility Documentation

Control via automated and manual methods. Was highly regarded by colleagues by my ability to learn new material, interfaces with new people, and

adapt to the changing environment of the project.

Executive Administrative Assistant/Project Coordinator/Office Manager to Owner and President

Suburban Cleaning, Itasca, IL

January 1999- February 2003

Provided administrative support and project coordination to the Owner, Managers and their teams. Maintained calendar schedules for Owner,

Managers and their teams. Ensured expense reports were submitted on a timely basis, scheduled event planning, general office duties and completed

special projects utilizing Excel, PowerPoint, Word, and Outlook. Coordinated scheduling of conference calls, meetings and events. Maintained and

organized filing systems using Excel and Internal systems for orders, invoices, customer files, vendor files, employee files along with other records

and documents. Managed staffing activities to include interviewing, on-boarding, off-boarding and transfers. Maintained candidate recruitment,

interviewing, application tracking, and candidate meeting itineraries. Provided employee support, created and maintained personnel files, tracked

employee related paperwork along with data entry into In-House database systems. Implemented and produced employee hiring packets using

Microsoft Word and ensured completion of all informational requirements. Preformed data entry into internal system and maintained the accuracy of

data.

SKILLS

Microsoft Office, Word, Excel, Power Point, Outlook, Access, Travel Systems, SAP, Concur Expense System, HR database systems, Adobe

Photoshop, Adobe Illustrator, Adobe Acrobat, Lotus Notes, Visio, QuickBooks, Kronos, Gallup, PeopleSoft, Oracle, Compass, SPSS, Internet

Research, Egencia, Audio Visual Teleconference, AT&T TelePresence, TyMetrix, Ariba (BBR), JDE, Brightspend, Sharepoint, V-Look-up, Pivot

tables and In-House Database Systems.

EDUCATION

DePaul University, Chicago, IL

Bachelor of Arts in Communications, November 2002

Bachelor of Arts in Psychology, November 2002

COURSE WORK

Public Speaking Interpersonal and Intercultural Communication Culture and Language

Psychology Human Development Psychosocial Development

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