Executive Assistant

VIVIAN IRENE WARD

***** ********* ****** ( DETROIT, MI 48219 ( 313-***-**** (

*******@*****.***

Executive Administrative Assistant

. Accomplished and technically skilled business professional with a

versatile administrative support skill set developed through experience

as an administrative assistant, client services administrator and

computer technician.

. Consummate professional dedicated to making the lives of busy executives

easier. Serve as an effective gatekeeper; prepare well-researched and

accurate documents; manage busy calendars; and efficiently handle daily

office tasks.

. Offer extensive computer skills in MS Office Suite and other

applications/systems. Type 70 WPM.

Key Skills

Office Management Report & Document File, Records, Inventory

Calendar & Meeting Preparation Mgmt

Scheduling Spreadsheet & Database Meeting & Event Planning

Travel & Expense Handling Creation PC software/hardware

Timesheet & Vacation support

Policies & Procedures Managing Human Resources/Client

Manuals New Employee On-Boarding Services

Desktop Laptop Support Remote / Onsite Support Documentation Updates

Hardware/Software Install Server Maintain & Tape Printer Maintenance

Back-up Inventory Management

Help Desk Support Telecommunications Support New Employee Training

Client Service Ticket

Support Mobile Device Maintenance

MS Office Suites: Word, Excel, PowerPoint, Outlook, Visio, Access, QuickBooks,

Lotus Notes, Lync, OneNote, PeopleSoft, SAP, SharePoint, Net Meeting, Turbo

Meeting, WebEx, Concur/CliqBook, Planview, QWEST, TeamTrack, Dreamweaver, Quark,

HEAT, HEMM, Adobe 9 Prof, Acrobat Reader

Professional Experience

Contract Positions (Administrative Assistant) 05/2010 to Present

Ford Motor Company, Detroit, MI - 12/2013 to Present Director of

Manufacturing, ATO

DTE, Detroit, MI - 10/2012 to 12/2013 Mgr Computer

Ops & Data Center

Scottsdale Healthcare, Scottsdale, AZ - 8/2011 to 10/2012

Director of Information Services

SRP, Phoenix, AZ - 3/2011 to 7/2011 Director of

IT Planning

Mayo Clinic, Scottsdale, AZ - 1/2011 to 3/2011

Operations Administrators

SHPS, Inc., Scottsdale, AZ - 5/2010 to 12/2010 Senior

VP & VPs of CIO Data & Tech

. Manage calendars, schedule meetings, conference calls, set up WebEx

sessions, coordinate meal requests

. Prepare presentation materials, agendas, scribe notes for executive and

Board meetings

. Update/manage marketing materials, documents, brochures, pamphlets and

various resources

. Organize domestic and international travel arrangements

. Process expense reports, corporate credit card purchases and employee

reimbursements

. Process employee timesheets, vacation and time off requests

. Assist Human Resource personnel with scheduling interviews and new

employee on-boarding

. Create and maintain spreadsheets with charts and graphs, presentations,

organizational charts and various documents for reporting, business plan

reviews, inventory and other uses by utilizing Excel, PowerPoint, Access,

and Visio

. Post new positions in Recruitment Management system

. Ensure position posting requests are properly approved

. Pre-screen new applicants when necessary

. Draft and review offer letters to ensure accuracy and confirms approval

to proceed

. Initiate and monitor background checks to ensure completeness and

compliance

. Update/maintain private and confidential documentation

. Order, maintain office, computer and telecom supply inventory

. Create and review vendor contracts, quotes, and bids

. Process invoices and vendor payments with Accounting

. Assist IT groups with projects, media library tape storage and retrieval

. PC desktop/hardware support and training

. Monitor healthcare systems for patient information and credentialing

. Disaster recovery, policy & procedures and safety management

. Create and maintain office procedure manuals

. Handle facilities requests and other office manager, administrative

responsibilities and requests

Right Management, Southfield, MI 4/2007 - 1/2010

Executive Assistant/Client Services Administrator Reported to Vice

Presidents of Talent Mgmt

. Organized and scheduled client assessment centers which included

scheduling client and supervisor pre/post phone meetings;

handled/organized logistics for all client assessments; printed and

organized client pre and post assessment materials, folders and binders

. Administered, monitored and scored client personality and cognitive tests

and questionnaires; maintained client files and confidential information

. Created and organized training manuals, marketing materials and binders

for clients and prospective customers

. Assisted with client on/off-site events and training sessions

. Trained employees on new career assessment software

. Acted as front desk coordinator and managed the visitor's lobby area.

Greeted and directed visitors, including vendors, clients, job candidates

and customers. Ensured completion of visitor sign-in and security

procedures

Jewish Academy of Metro Detroit, W. Bloomfield, MI 4/2006 - 2/2007

Executive Assistant to Head of School Reported to

Dean-Head of School

. Managed teacher and sub-teacher schedules and class materials

. Maintained student/parent files and confidential information

. Organized school mass mailings and other large projects to parents,

students, Board members, and community members

. Assisted school Board with scheduling meetings and organizing meeting

materials

. Maintained policies and procedures binder and emergency procedures

binder for administrative team

. Coordinated distribution and filing of report cards for students

. Updated Family Handbook and distributed other Summer Packet materials

by mail and e-mail

. Organized luncheons for faculty, staff, student and parent meetings

. Scribed meeting notes for faculty meetings and administrative staff

meetings

. Worked closely with crisis management team in school security

preparedness and school safety/emergency routines and evacuation

. Ordered and maintained computer and office equipment (fax/copier,

printers, postage machine)

. Organized domestic and international travel arrangements

. Managed expense reports, time off and vacation schedules

Deloitte & Touche, LLP, Detroit, MI 11/2002 - 4/2004

Executive Administrative Assistant Reported to Directors of

Business Development & Marketing

. Monitored and tracked BDC proposal requests and other marketing

projects through Lotus Notes

. Scanned proposals and marketing materials for review and editing

. Ordered and distributed Marketing brochures and Marketing promotional

items to external and internal clients

. Posted regional news articles, employee promotions, and financial

updates to BDC Intranet website for internal customer information

. Handled daily office tasks. Managed departmental bills and requests

for payment ensuring no past due payment fees to vendors and clients.

. Maintained expense reports and employee time-off processing

. Coordinated Marketing departmental functions and social events

(luncheons/outings)

Compuware Corporation, Detroit, MI 4/1997 - 6/2001

Technical Administrative Assistant Reported to Director of

UNIFACE Technical Support

. Worked with facilities manager to organize and set-up new department

and office layout

. Organized member training sessions and departmental meetings

. Created Power Point presentations for internal and external customer

demonstrations of Product

. Maintained Access database for all departmental computer equipment

. Coordinated departmental functions and social events

(luncheons/outings)

. Created and maintained UNIFACE department support web site

. Maintained departmental annual budget plan, member timesheets and

expense reports

. Processed documentation for customer UNIFACE product requests

. Assisted customers with product installation questions and problems

. Coordinated the reorganization of the UNIFACE technical lab and

library for internal customers

. Coordinated new product release event demonstrations for internal and

external customers

Education

BS/BM, Computer Information Systems, University of Phoenix, Southfield, MI

6/2000

Office Management and Legal Secretarial, Lewis College of Business,

Detroit, MI 1982-1984

Healthcare, automotive, hospital, patient care, information technology,

computers, client service, help desk, coordinator, assistant, human

resources, coordinator, SAP

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