Manager Executive Assistant

TERRI COX

**** ******** *****, **********, ** ***08

916-***-**** cell ********@*****.***

PROFESSIONAL OVERVIEW

An experienced Office Administration Professional with extensive knowledge of time management, meeting deadlines, critical thinking, with highly advanced organizational and communication skills. Worked with various business audiences including but not limited to, high level executives, human resources, marketing, nonprofits, customer service and sales. Practical business skills include common sense, extensive travel arrangements including international, meeting facilitation, budget management, invoicing using Quick Books, working with ADP Payroll, strategic planning, restructuring, company-wide communications and all employee/vendor event planning on a large scale.

QUALIFICATIONS

Executive Assistant

Responsible for all aspects of Executive support including: managing calendar, travel arrangements, conference scheduling, setup and support, preparation of meeting materials and meeting minutes to track key discussions, decisions and action items.

Support for multiple managers and teams up to 75 resources including extensive calendaring, expense reporting, national and international travel arrangements and supervising four secretaries

Spearheaded critical projects confidential in nature and successfully handled new scope and changing deadlines

Processed all Confidential protocols and procedures as per the finance industry guidelines, was granted authority to use the CEO’s signature stamp which was key in keeping up productivity without any lapse in work flow

Responsible for all aspects of Board Meetings including travel arrangements, securing location, catering, ensuring proper setup and A/V support was in place, material preparation, and follow-up with meeting minutes

Responsible for managing $10M budget and held a personal signing authority of $25,000

Extensive reconciliation and coding of expense reports for all staff and due diligence provided incorrect charges of 2,000 to 10,000 on a monthly basis to be backed out of the Cost Center

Coordinated all steps related to recruiting e.g., interviews, offer letters, relocation process, in a company with 100% growth rate/year. HR adopted the templates for use within the company

Scheduled radio talk shows, public speaking engagements and prepared presentation materials

Responsible for event planning and execution for 500+ employees and vendors

Proficient in the use of a third party Vendor system for contractors, scheduling interviews, and uploading resumes and schedules to SharePoint

Maintained and streamlined multiple distributions lists and organization charts to facilitate targeted communications

Responsible for on-boarding 300+ employees and contractors including coordinating security and facilities, obtaining necessary IT and office equipment and providing team orientation enabling new resources the ability to get up-to-speed quickly

HR Specialist

Trained and developed 4 direct reports to ensure personal and professional success

Human Resource functions, e.g., new hire paperwork, tracking employee referrals ensuring timely payout, and performing exit interviews established Corporate accounts with Hotels, catering services, video reproduction, and anniversary gifts for employees through Red Envelope

Unique event coordinating for a company of over 800 employees increasing morale and cohesiveness within the organization Data base creation and updates and coordination of monthly mailers to clients

Office Manager

Heavy usage of Quick Books for all Accounting and tracked all payments for Federal & State through the website, and all monthly/quarterly reporting

Reviewed and implemented cost control for the purchasing/business needs of the office saving $10,000 per year

Union Shop – Certified Payroll, Tracking Apprentices & hours, mastered working in LCP Tracker

Created and implemented all HR functions, office procedures and systems for a newly created Office Manager position (i.e. new hire paperwork, enrollment in the company’s benefit package after 90 days)

Researched additional medical benefits to add into the existing benefit packet providing additional choices to employees. Handled online payroll with ADP for 25 people and reconciled loan files for proper payment to loan officers

Preparation of monthly reports which consistently met critical deadlines

Effectively took over two separate Real Estate offices to create continuity from one central hub and created commission demands in an Excel format removing human error in calculations

Created and tracked all monthly billing for the office and managed up to 60 files on a monthly basis

Business Analyst/Project Coordinator

Contract and Proposal writing

Managed all travel arrangements for a management team of 10 which resulted in more cohesive travel plans and a reduction in cost across the board

Work closely with the Managing Director to effectively maintain costs while on the project

Compiled monthly, quarterly, and annual reports used to fulfill BearingPoint requirements

Extensive Spreadsheet Reporting and working with a complex internal system

Create Contracts for a multi-faceted project and streamlined the process for a quicker turn-around time

Act as the liaison with Blue Shield and prepare all on-boarding documents for consultants

Stepped in as Interim Business Analyst to attend and formulate standard documents, report layouts, status updates, report preparation and presentation to stakeholders and executive management

WORK HISTORY

August 2012 – Present Blue Shield of California, El Dorado Hills, CA

Lead Administrative Assistant

October 2011 - July 2012 Frayji Design Group, Roseville, CA

Administrative Office Manager

June 2010 - February 2011 Insight Real Estate, Folsom, CA (downsized)

Office Manager/Transaction Facilitator

September 2008 - April 2009 BearingPoint Technology Consultants, El Dorado Hills, CA (temporary assignment)

Business Analyst/Project Coordinator

October 2007 – March 2008 AT&T Legislative Affairs, Sacramento, CA (temporary assignment)

Executive Assistant

November 2001 - April 2004 Foundation Realtors, Roseville, CA (office closed)

Executive Assistant/Office Manager

November 2000 - November 2001 Vanir Construction Management, Inc., Sacramento, CA

Executive Assistant

January 2000 - November 2000 Ask Jeeves, Inc., Emeryville, CA (returned to Sacramento)

HR Specialist

TECHNICAL EXPERIENCE

Advanced skills in - Word, Power Point, Excel, Outlook, Adobe Professional, QuickBooks, SharePoint, Access, Act, FileMaker Pro, Visio, ORG Plus, MLS, Loop Net, Planet RE

Extensive Internet Experience and intuitive researches

Typing - 90 WPM

Dictaphone

EDUCATION

La Sierra High School graduate - Carmichael, CA

CERTIFICATES, RECOGNITION AND COMMUNITY INVOLVEMENT

Legal Secretary Association Certification - Sacramento, CA

Received my Notary Public Commission

Volunteered at the Carmichael Home for the Elderly

Consistently received high marks per annual review

As voted by my peers, received employee of the month on numerous occasions

Received an award/recognition for my work simplification efforts and organizational restructuring of the department

Received several monetary Bravo Awards from my peers for going above and beyond and recognized by teams for adding value and promoting employee morale with a Key to the City Award

Contact this candidate