Administrative Assistant Project

Location:

Colorado Springs, CO

Salary:

50,000

Posted:

August 28, 2015

Contact this candidate

Resume:

Objective:

Next level-step in my professional career. My vision is to work with a more diverse group of Executives to learn varying aspects of Business.

Overview:

I have over 20 years of Administrative experience across multiple industries with the last seven years providing Executive support. I have stellar time-management skills, advanced knowledge of all MS Office Suite products, and a daily drive to make myself of value to my team and Company. I am a self-motivated, team oriented individual who understands that my position will always be seen as an extension of my Leadership.

Skills:

MS Office 2013 – Word, Excel, PowerPoint, Projects, Publisher and Outlook-Calendaring

Acting Project Coordinator for Under-Threshold Project /Hybrid: Waterfall/Agile Methodology

Strong social networking skills - Internet-savvy

Working Knowledge of 5 fold Phase Gate: Concept/Definition/Planning/Development/

Launch

Outstanding attention to detail; exceptionally well organized; multi-task with easy and have excellent problem solving skills

Working Knowledge of Project Charters/Communications Matrix/Project Schedule and Hours/Budget Spreadsheet

Blackberry/iPad

Concur Travel & Expense

Tele-Presence

Creating and managing SharePoint Sites

Cisco Unified MeetingPlace/Data Share

PeopleSoft

Yelp/Google Earth/Twitter

Microsoft Lync

Experience

06/11 – Present

VP Executive Assistant - IT

FedEx Services - Colorado Springs, CO

Manage extensive calendar via MS Outlook/Calendaring

Recurring, bi-weekly 1:1 with Directors via Video Conference (VC) or Tele-Presence

Bi-weekly - All Manager Staff Meeting via VC across multiple locations

Weekly Executive Work sessions via Tele-presence / multiple locations

Monthly IT Staff Meetings via VC / Meeting Place / Data-share

Bi-Weekly VP Staff Meeting

Manage and coordinate all travel for my Executive Team utilizing the Concur Travel system.

International & Domestic Travel; Flights/Cars/Hotel’s, Passports & Visa

Compose and create presentations for our monthly Town Hall meetings utilizing Excel and PowerPoint.

Coordinate and set-up the Director’s and Managers re-occurring bi-weekly 1x1’s with my Executive.

Process weekly Status Report for my Executives Directors.

Coordinate EXCEL Leadership Courses, to including:

Attendees Roster/Catered Meals/ IT support/ PP slide presentation/ Calendaring invites via Outlook/Agenda/Travel for off-site attendees

Manage the Officer’s Allocation Quarterly spreadsheet for the processing of employee salary increases or promotions utilizing an Excel worksheet to include creating and manipulation formulas.

Manage Administrative SharePoint site; POC for all New-hire Administrative Assistants in my location.

Demonstrate strong knowledge of the firm's structure, service lines, key personnel, and policies and procedures.

Handle administrative details and routine issues independently, and take responsibility for completing these tasks, on time and with high quality.

Demonstrate good judgment and solid decision making; able to work independently when necessary.

Special Recognition Award:

Dale Carnegie Awards - 04/2015 – Complete Immersion Class for Continued Education - Received three Awards.

BZ Award 04/2015 – Excellence in supporting SVP Budget Planning Meeting.

BZ Award 10/2013 – Excellence in coordinating the O&D Planning Meeting.

BZ Award 03/2013 – Excellence in coordinating the Executive Planning Conference.

BZ Award 10/2012 – Going above and beyond in coordinating EXCEL Leadership classes.

10/10 – 04/11

(Contract)

Executive Administrative Assistant – Legal & Contracts Department

ITT Systems Corporation – Colorado Springs, CO

Supported: VP, Legal/General Counsel, Exec-Deputy Director of Subcontract, Deputy Director of Contracts; and a team of Contract Managers.

Processed all MFA’s and Redel’s for Contracts and Subcontracts

Tracked the progress of contracts on spreadsheets and managed contracts through final signature; tracking process included pushing time-sensitive documents up to Department Of Defense for final approval.

Tracking MFA’s and Redel’s; sending Final doc to Program Manager; confirming all signatures; Gatekeeper of all hard copy Contracts.

Updated/edited/ input all Accounts Payable (A/P) data in Excel spreadsheet for Legal to track on-going client billings.

Created monthly PowerPoint presentations for Senior Staff Meeting.

Managed departmental calendar for weekly and monthly meetings via Outlook Calendar: to include - meeting requests, reserving conference rooms, setting up MeetingPlace dial-in and data-share links.

Booked all travel for my group - Hotel /rental cars/Airfare utilizing the Concur Travel & Expense.

Booked International Travel for my group - Processing VISA and Passport paperwork prior to departure.

Processed all Expense Reports utilizing Concur Travel & Expense.

11/08 – 10/10

Administrative Assistant Contract Work

07/06 -11/08 (Contract)

Administrative Assistant – Document Specialist/Land Department

El Paso Corporation – Colorado Springs, CO

Administrative support to a department of 25 Right-of-Way professionals, including two Project managers, one Land Manger, one land Supervisor and 30+ Field Agents.

Coordinated monthly and quarterly Managers meetings.

Processed monthly Expense Reports via Concur.

Processed Overtime Reports utilizing MS Excel.

Records management point person for the Land department. Oversaw the migration of 30,000+ files from our old database system into our new RowdMap, tract-base filing system. This included the importing/exporting and merging of very large pieces of information from one system to another.

Coordinated massive Mail-Merges utilizing MS Word. Exported Landowner/Government/State & County information from our MS Access DB, which I managed and help set-up, and exported this data into MS Word where I would create thousands of multi-sized labels; along with multiple letter merges for our FERC required landowner letters that we sent out.

Weekly processing of all Contractor Invoices; utilizing our Contractor MS Access DB

Scanned all original documents into our tract-base filing system (RowdMap)

Designated Library Filing Administrator: responsible for all departmental filing along with filing we would receive from our Arizona and Texas offices.

Weekly editing of Grantors, Landowners and State & County land-description changes; including inputting of all current Landowner payments for current Pipeline projects in our Legacy and RowdMap databases.

Worked directly with State and County Records Department to get Right-of-Way contracts recorded.

09/05 – 05/06

(Contract)

Administrative Assistant – Document Control Specialist

Intel Corporation – Colorado Springs, CO

Processed all incoming contracts for approximately 30 onsite contracting companies.

Daily processing of Change-orders, Project Releases and Submittals and any other changes to existing contracts for any of the Sub-contractors that were currently working with Intel.

Interfaced directly will all onsite Project Managers, and worked with the Drafting department in getting drawings for all current projects.

02/05 – 08/05

(Contract)

Office Administrator III

The Boeing Company – Colorado Springs, CO

Administrator for a 21-person group.

Prepared and distributed memos, reports, forms and business graphics utilizing MS Word, Excel and PowerPoint.

Directed telephone calls and electronic mail utilizing MS Outlook & Calendaring.

Scheduled and coordinated meetings and business travel; utilizing Meeting-Scheduler, Web-ex, and the Teleconferencing system to coordinate special events for large groups, such as the ‘Boeing Missile Defense Systems Employee Enrichment Day’.

Maintained inventory of office supplies; to including the ordering and installation of computers and hardware via our on-line Office Depot account.

Took meeting minutes for multiple weekly/monthly meetings.

Maintained a paper copy of the ‘Cost Account Authorization Documents’ (CAAD); and worked closely with key personnel in multiple departments to condense a very large document into a nice readable MS Word/Excel format.

Maintained and organized both Classified and Un-Classified Safes.

Maintained departmental Training Roster for Project managers utilizing MS Project.

Special Recognition Award:

Boeing Pride Award for Outstanding Military and Visitor Handling***

08/04 – 01/05

(Contract)

Administrative Technician II

Colorado Springs Utilities– Colorado Springs, CO

Supported a team of over two dozen Buyers and Vendors for the Sourcing & Contracting Department.

Ulrika (Riki) Nachtigal

Co-Worker/FedEx

Business Applications Advisor