Administrative Assistant Manager
Resume:
BARBARA A. BOST
Hoffman Estates, IL *****
************@*****.***
http://www.linkedin.com/in/BarbaraABost
TECHNICAL SKILLS
MS Word: 2003, 2010, 2013, and MS Certified 2007, Mail Merge, Macros
MS PowerPoint: 2003, 2010, 2013, and MS Certified 2007
MS Outlook: 2003, 2010, 2013, and MS Certified 2007, Mail Merge
MS Excel: MS Excel 2003, 2010, 2013, and 2007: Charts, Graphs, Pivot Tables, Macros
Additional capabilities: Windows XP/8, MAC OS X. event planning, meeting planning,
scheduling, office support, invoices, office management, inventory control, purchasing, facilities
maintenance support, document preparation, Cliqbook Travel Management, Concur Expense
Link, QuickBooks, Lotus Notes, Internet Research, 60+ wpm, Prism, E-Payables Manager,
Transcription, 10 Key, Data Entry, multi-line phone system, Meeting Room Manager,
PassagePoint, Vision Health Medix, compiling and submitting expense reports, coordinate
schedules, meetings conference calls and travel, ability to work professionally with all levels of
employees and vendors, can create professional correspondence and presentations
Certified Administrative Assistant accomplished at supporting executives and senior leaders
as well as providing administrative support to the entire team by maintaining calendars,
scheduling appointments, making travel arrangements, preparing correspondence, maintaining
confidential files and being proficient in Microsoft Office. Previous experience in Risk
Administration regarding Worker’s Compensation, Auto Liability and General Liability coverage
and claims.
PROFESSIONAL EXPERIENCE
PROFESSIONAL TEMPORARY POSITIONS
Chipton-Ross assigned to Boeing – Chicago IL, Office Administrator D – 1/15 thru 3/15
• HIPPA (Privacy
Trained)
• Organized
Department Benefit Specific binders for either keeping in the office or for storage off-site.
• Travel Arranger
Collabera assigned to Zebra Technologies formerly Motorola Solutions - Schaumburg IL –
Administrative Assistant – 6/14– 11/14
• Scheduled
installation dates and times for Wal-Mart stores that purchased Motorola’s new MP6000
scanner scales.
• Used Outlook
Mail Merge to send confirmations of the scheduled date/time to the Store Planners.
• Worked closely
with the Project Manager and Regional Managers to assure there were technicians available
for the installation.
Crown Staffing assigned to Leahy-Wolf – Addison, IL – Office Clerk – 3/14 – 4/14
• Using
QuickBooks, assisted the President and Office Administrator by inputting checks and charge
payments; preparing Sales Orders and Invoices.
• Prepared UPS
labels and receipts via UPS.com.
• Contacted
carriers to arrange for pickups, quotes and after the fact charges.
• Matched Sales
Orders with invoices.
• Answer phones
and took sales orders.
Kelly Engineering assigned to Hospira – Lake Forest, IL – Executive Assistant – 1/20 - 1/24
• Backup for
Executive Assistant who was out ill.
Randstad assigned to Mr. David’s Flooring – Itasca, IL – Transcriber -12/5/13
• Transcribed
Board Meeting minutes.
Pearson Education – Glenview, IL – Rights and Permissions Assistant - 3/13 – 8/13
• Scanned, transmitted and coded, for the Right and Permissions Department, over 50
vendor invoices daily, for payment, using ePayables. Checked Royalty Free photos, etc. to be
sure there were no restrictions for use. Checked and prepared a spreadsheet indicating page,
placement vendor and author of images. Filed invoices for the Compliance Division. Scanned
confidential documents for archival purposes.
Office Team assigned to Claire’s – Hoffman Estates, IL – Executive Assistant - 11/12 – 1/13
• Reported to and answered the phones for the EVP/CFO; EVP Icing, and SVP Planning,
Allocation & Supply Chain; Answered phones as back-up for the CEO and the SVP Global
Human Resources.
• Downloaded 26 weekly reports and printed them for the EVP and SVP.
• Made Hotel arrangements for members of the Board of Directors. Arranged for the food
for breakfast and lunch. Made arrangements for limos to and from the facility.
• Prepared a "How-To" book for future staff.
Staffing Now assigned to Barrington Pools – Barrington, IL – Clerk - 4/12 – 9/12
• Entered numerical data from the field into specialized computer programs in addition to
making outbound customer service calls. Processed an average of 80 work orders a day.
Manpower assigned to CTDI – Elgin, IL – Excel Specialist - 3/12 – 3/12
• Updated over 300 Excel spreadsheets to be sure linking and formulas were correct for
Finance Department.
LaSalle Network assigned to an Association – Schaumburg, IL – Receptionist - 1/12 – 2/12
• Answered eight lines at the front desk. Prepared a "How To" manual.
• SNI assigned to ISACA – Rolling Meadows, IL – Certification Assistant - 5/11 – 9/11
• Analyzed over
100 applications per day, for individuals applying for certification in risk and information
systems control, to ascertain whether forms were correct. Updated application information in
database. Advised applicants, via email, which documents were necessary to complete their
application.
• Manpower assigned to Sedgebrook Assisted Living – Libertyville, IL - 11/10 – 11/10
• Medical File Clerk
• Utilized VISION
HEALTH MEDIX software to access resident's clinical information and saving into a PDF
format and then filing in their particular folder.
Manpower assigned to McDonald’s Corporate – Oak Brook, IL – Executive Assistant - 6/10
– 7/10
• Coordinated, on average, four to five appointments a day, through Outlook and Meeting
Room Manager, with McDonald’s staff and outside vendors.
• Utilized PassagePoint to register groups or individuals with Security.
• Answered the
phone for the Department’s Director.
PEARSON EDUCATION, Glenview, IL
Pearson is a global educational publisher with approx. $219m in revenue.
Executive Assistant 2/88 – 3/09
• Responsibl
e for sole administrative support to Vice President of Design, six managers and backup for
the Vice President and 85 members of both departments.
• Created a
side-by-side comparison chart, during open enrollment, of the new benefits so staff would be
able see what was available. This reduced numerous phone calls to Human Resources thus
allowing them to continue working without interruption.
• Created
four customized binders with instructions on travel, communications, office procedures, and
other miscellaneous information to enable the Vice President, Managers, and the Production
Administrative Assistant to easily access information thus saving valuable time in searching
for answers.
• Researched
and implemented travel arrangements for Vice President’s training visit to the African office,
which helped the overseas office in knowing when to book the flight, thereby saving them
money. Obtained and delivered materials, books and training supplies on time so travel would
go smoothly and all information would be available upon arrival. Prepared Vice President’s
itinerary.
• Handled
sensitive information requiring discretion and confidentiality r egarding budgets and
p ersonnel. For example, reviews and personal files on the employees.
• Ordered
supplies for the department and re-ordered when low.
• Served as
a calming influence during the company’s many reorganizations.
Administrative Assistant III
• Responsibl
e for sole administrative support to Vice President of Design, Vice President of Production,
four managers and 85 members of both departments.
• Coordinate
d the reorganization of the department library to remove clutter and enable easier retrieval of
research material.
• Trained and
mentored new Production Executive Assistant in all aspects of administrative duties, including
timekeeping, travel arrangements, meeting organization, invoice processing, coding invoices
submission, and expense report processing so that both of us would be consistent in how we
handled these items and either Vice President would be able to have either of us help.
• Volunteered
to oversee the annual internal Company Holiday Craft Fair including paperwork for room set-
up and configuration, booked exhibitors, and handled all financial activities. Personnel
enjoyed the fair and we collected 5% of the sales for charity.
• Redesigned
and maintained the Business Continuity Plan for Design and Production tracking the Design
and Production’s staff’s name, city, home and cell phone, so they would be able to be
contacted in case of an emergency.
• Updated
the Design and Production office space plan on a Quark document when employee moves
occurred, ensuring accurate floor plans were maintained. This ensured that both departments
knew where everyone was located after a move.
Administrative Assistant
• Responsibl
e for sole administrative support to three separate Design Directors and staff of 40.
• Developed
a document of the Department’s computer hardware so that it was easily accessible, saving
time and eliminating the need to contact the Technology Department.
• Designed
an employee time-tracking system, in Excel, that the majority of other Administrative
Assistants in the office adopted, making the process more efficient and consistent.
• Revamped
and simplified the paper forms for office moves, into an Excel document, which provided
Building Services with a faster turnaround in receiving the form.
• Reformatte
d the New Hire information form into a Word document, which saved time completing the
form.
• Maintained
and updated the department seating chart, and lists for birthdays, anniversaries, vacation
time and other employee information.
EDUCATION
Aurora University, Aurora IL
Bachelor of Art (B.A.) Elementary Education
PROFESSIONAL DEVELOPMENT
Previous work experience in the purchasing department of a major insurance company. Was also
the Administrative Assistant in Risk Administration department.
Business Writing, Time Management, Influencing Skills: Words That Change Minds, How to Work
Well with Difficult People, How to be Assertive in Difficult Situations, The Manager/Administrative
Assistant Team: Creating an Office That Works, Excel – Intro, Intermediate, and Advanced, and
Advanced; MS Word – Intro, Intermediate, and Advanced, QuickBooks - Intro and Intermediate;
completed the Administrative Assistant Program, previously worked at Washington National
Insurance Company in General Agency
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