Administrative Support Specialist

Erica Regalado SUMMARY

Chicago, IL ***** I am experienced in the support and coordination of administrative and operational

773-***-**** functions; effective communication, organizational, customer service, time management

*********@*******.*** and decision making abilities, with the ability to handle several tasks within a fast paced

environment. Career path represents one of growth that was built on skills learned and

increasing responsibility and knowledge.

Technical: EXPERIENCE

Outlook Administrative Support Specialist

Word Chicago, IL (10/2007 - Present)

Excel Providing administrative/project support at various firms comprising a wide range of skills,

PowerPoint including assisting C-level executives, management, and front desk coverage.

Internet

QuickBase Database Executive Assistant (Contractor) - U.S. Department of Health and Human Services

Solomon Database Chicago, IL (October 2011 - December 31, 2013)

Changepoint Database • Provided support to the Regional Director and management.

Multi-line phone system • Liaison between the Office of the Regional Director (ORD) and Regional

Leadership/Executive Staff. As liaison, managed administrative responsibilities for

Functional: ORD’s monthly meetings, including Executive Staff, and Federal Coordinating

Calendar Management/ Workgroup on Outreach and Enrollment for Health Insurance Marketplaces.

Scheduling • Responded to inquiries from internal and external sources, and routing members of

Database Management the public to appropriate agencies or relevant state or local departments.

Data Entry/Analysis • Implemented a tracking system, resulting in timely responses, and elimination of

Travel Logistics backlog.

Expenses/ Billing • Maintained Regional Director’s appointment calendar; scheduled all appointments

Timekeeping and meetings with high-level federal, state and local government officials.

Event Organization • Drafted correspondence on behalf of ORD.

Customer Service • Coordinated travel, including flights/hotel/rental-car, organized travel package with

Project Management detailed itinerary listing appointments/location/contacts, directions and event

information.

• Reconciled government credit card statements for travel expenses.

• Maintained and updated databases and spreadsheets, including property,

purchasing, and personnel data; prepared purchase requests for supplies, services,

and equipment.

Admin/Data Processing/Analysis - Portfolio Solutions Group (2011)

• Entered/verified property information to database; set-up files for audit/review.

Receptionist/Customer Service - Wolin-Levin Inc. (2011)

• Responded to internal and external inquiries while routing tenant inquiries to the

appropriate department for follow-up; reviewed incoming mail.

Project Coordinator - Chicago Tribune (2010)

• Coordinated the transfer/change of paper routes, and entered information to

database; assisted Regional Manager with budget plan.

Customer Service - Event 360 Organization (2010)

• Entered and verified registration applications, information, and contacted

participants; set-up and prepared bank deposits.

Executive Assistant - LECG/Smart Consulting (10/2008 - 9/2009)

• Assisted with tax returns assembly and preparation for mailing.

• Coordinated conference calls, meeting rooms including catering services.

• Entry/process timekeeping, expense reports, monthly billing, client engagement,

and project information.

• Arranged domestic and international travel including logistics.

• Maintained contact lists, and calendars including scheduling appointments.

• Researched, analyzed, and prepared reports and materials for presentations.

• Maintained working files and off-site storage files.

• Tracked the progress of multiple projects, including business development .

Page 2 Administrative Assistant - PDI Global (2008)

• Maintained programs/contacts database; transcribe letters/memos; compiled

Resume materials and information, and assembled brochure packets for distribution.

Erica Regalado Administrative Assistant II - Charter One Bank (2008)

*********@*******.*** • Liaison between Chicago and Branch offices.

• Managed Executive calendar, and scheduled all appointments.

• Coordinated travel logistics; scheduled/organized meetings/conference calls.

• Reviewed, referred, and responded to incoming mail and calls.

• Preparation of expense reports.

• Researched, compiled, and reported information relevant to business.

Administrative Coordinator

Illinois Mine Subsidence Insurance Fund, Chicago, IL (8/2001 - 9/2007)

• Assisted VP and EA with procedures and operations of business.

• Coordinated new insurance accounts for residential and commercial properties.

• Maintained Excel and Solomon database for new accounts/insurance policies.

• Implemented an information center for procedure manuals, which resulted in better

access to needed information.

• Reviewed, referred, and responded to incoming mail and calls.

• Coordinated travel, and meetings logistics.

• Implemented a tracking system to follow-up with insureds’ status with insurance

companies.

• Reduced spending costs by researching and negotiating cost with vendors.

EDUCATION, TRAINING, and ASSOCIATIONS

• Continuing Education - Business Administration

• Associates in Applied Science

• Paralegal Certification

• International Association of Administrative Professional (IAAP)

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