Executive Assistant

**** **** *******

Tobyhanna, PA *****

Cell: 973-***-****

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

Gina Malise

Career Objective

To obtain a challenging new position as an Executive Assistant/Administrator permitting advancement opportunities and learning potential while affording me the opportunity to share my abilities to promote success for all involved.

Qualifications Summary

Skilled and dedicated Executive Assistant with proven track record of senior-level leadership support in daily operational and office management functions

Capable of handling a wide range of administrative duties and special projects while consistently producing top-quality results

Proactive, resourceful and results-oriented professional

Works effectively in a fast-paced environment while consistently prioritizing tasks to meet tight deadlines

Skillful in interpersonal communications, initiative, and follow-through

Strengths in professional ethics and ability to handle sensitive information with discretion and diplomacy

Extremely motivated and flexible individual/member of the team

Strong proficiency in Microsoft Word, PowerPoint, Excel, Access, Microsoft Outlook, fast learner in new systems and tools

Experience

05/15 - Current

Lowes, Mount Pocono, PA 18344

Project Coordinator for the Interior Installed Sales department. Scheduled meetings, prepared documentation, and assembled merchandise for client meetings. Followed-up on action items.

04/14 – 11/14 – Licensed Real Estate Agent

Monroe County Real Estate, Pocono Summit, PA 18346

Negotiated and arranged real estate sales, followed-through on phone and internet leads, showed residential properties and demonstrated the features and benefits of available homes. Provided close, personal client attention and followed-up to ensure best service. Prepared contracts and documentation, advised first-home buying clients on general escrow and title procedures. Advised clients on community association living. Performed competitive property evaluations.

7/96 – 12/11 Executive Secretary

Alcatel-Lucent-Bell Labs

Career Path

11/08 – 12/11 Executive Secretary, Murray Hill, NJ 07974

11/07– 10/08 Executive Secretary & Venture Support, Murray Hill, NJ 07974

04/03 – 11/07 Operations Administrator, Whippany, NJ 07981

07/02 – 04/03 Officer’s Secretary, Whippany, NJ 07981

05/99 – 07/02 Executive Secretary, Murray Hill, NJ 07059

07/96 – 04/99 Department Administrative Assistant, Whippany, NJ, 07054

Skills & Achievements

Administrative Support

Provided administrative support to the Vice Presidents and General Managers

Screened and prioritized calls

Managed incoming and outgoing mail and email, prepared correspondences

Prioritized and forwarded communications to the Direct Report Team and subject matter experts (as appropriate), tracked and escalated all action items when necessary

Maintained calendars (MS Outlook®)

Created and maintained organization charts and email distribution lists

Organized, prioritized, and expedited flow of work

Collaborated with other organizations and all levels of management, including Officers

Actively tracked action items to completion

Represented the VPs during their absence in decision-making activities

Provided back-up support for several Officers’ Executive Assistants

Travel Arrangements

Coordinated complex domestic and international travel arrangements

Managed team attendance, travel expense and charge card reporting

Scheduling Meetings & Events

Scheduled and coordinated large organization meetings, special events and celebrations

Managed meeting communications, logistics, registration, troubleshooting

Managed extensive video call conference technology for worldwide meetings

Secured both meeting location and lodging for all attendees, negotiated with internal and external contacts to provide maximum cost savings to the organization (reduced the cost of the last organizational meeting by $54,000)

Conceptualized, designed and managed team charity events (including securing the outside assistance/logistical support)

Acted as point of contact to answer questions

Employee/HR Management

Maintained time records

Managed the Non-Disclosure Agreement Process for all new partners

Responsible for the Ventures On-Boarding Process to increase new employee experience to “world class” (ensuring that every new employee would start out their first day completely functional when they walked through the door)

Tracked HR approvals, Quarterly Sarbanes Oxley compliance, mandatory training for entire organization of 5000+ associates

Prepared and audited time reporting for the officer and staff

Managed Team Recognition Program (compiling, creating and tracking all recognition items)

Office Management

Coordinated purchase of office supplies through corporate systems (ensuring the most cost effective use of company assets)

Maintained office equipment, negotiated outside vendor maintenance agreements

Acted as the Business Unit Coordinator for space planning & computer inventory control, tracked, audited and updated all organizational expense data for computers, cell phones and calling cards

Expense Management

Analyzed and processed expenses for the organization, expense vouchers, IT requests, ensuring adherence to corporate and organizational policy and interacted with cross-organizational contacts to resolve issues

Executed purchase orders, vendor payments, expense reports, etc.

Dial a Temp, Parsippany, NJ, 07054

3/94-6/96 – Temporary Secretarial Assignments

Performed various clerical/secretarial duties including word processing, file management, travel arrangements, calendar and meeting scheduling for a wide range of companies including AT&T and AT&T Credit Corp.

Contact this candidate