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

Bellevue, NE *****

402-***-****

acsa98@r.postjobfree.com

CAROL TUBBS ADMINISTRATIVE ASSISTANT TO VP

QUALIFICATIONS SUMMARY

Accomplished executive assistant offering 29 years of administrative experience reporting to a Vice President and other top executives.

Consummate professional dedicated to making the lives of busy executives easier. Serve as an effective gatekeeper; prepare well-researched and accurate documents; manage busy office; full responsibility for executive calendars; and efficiently handle daily office tasks.

Proficient user of MS Office (Word, Excel, PowerPoint and Outlook). Type 70 WPM.

Clearance Level: Secret

PROFESSIONAL EXPERIENCE

EXECUTIVE ASSISTANT, PAYPAL

February 2014-July 2014

Diverse administrative duties for a Senior Vice President: Involve high-level contacts and exposure to sensitive information necessitating considerable use of tact, diplomacy, discretion, and judgment. Communicates with executive and administrative personnel to gather or convey relevant information. Performs all normal administrative duties such as calendar scheduling, travel coordinating meetings and conference calls. Keeps up-to-date calendars and schedules for Senior Vice President which requires constant attention due to the high rate of changes. Schedules meetings for the Senior Vice President to include duties such as coordination with other senior level management, and coordination across the world to accommodate all that are involved. Setting up conference rooms for meetings with appropriate equipment and materials. Setting up conference calls with appropriate speaker phones. Generate correspondence such as agendas and emails as required. Staff meeting coordination and minutes taken each week. Coordinate travel, sometimes to multiple cities which requires a great amount of attention to details. Coordinate international travel to include special visas. Process travel and other expenses as required.

EXECUTIVE ADMINISTRATIVE ASSISTANT/MARKETING ASSISTANT, G4S TECHNOLOGY

May 2013-December 2013

Diverse administrative duties for a Vice President: Involve high-level contacts and exposure to sensitive information necessitating considerable use of tact, diplomacy, discretion, and judgment. Communicates with executive and administrative personnel to gather or convey relevant information. Initiates special reports and performs all normal administrative duties such as calendar scheduling, travel coordinating meetings and conference calls. Keeps up-to-date calendars and schedules for Vice President which requires constant attention due to the high rate of changes. Schedules meetings for the Vice President to include duties such as coordination with other senior level management, and coordination across the country to accommodate all that are involved. Setting up conference rooms for meetings with appropriate equipment and materials. Setting up conference calls with appropriate speaker phones and go to desktop meetings. Generate correspondence such as letters, memos, agendas and emails as required. Coordinate travel, sometimes to multiple cities which requires a great amount of attention to details. Process travel and other expenses as required. Arranging off site meetings involve coordinating meeting rooms, sleeping rooms, computer equipment, refreshments and a productive meeting environment. Fill in for receptionist during breaks, lunches and appointments as required.

Marketing Assistant: Updating internal SharePoint site with latest information on conferences and trade shows for all employees to view during the year. Update membership information to groups that the company belongs to for all employees knowledge and use. Registering employees to attend conferences and trade shows. Update customer listings for marketing mailings. Print customer address labels and mail company marketing flyers, brochures and postcard reminders. Gather information for the Strategic Planning for years 2014-2016.

ADMINISTRATIVE ASSISTANT TO VP, NORTHROP GRUMMAN CORPORATION

December 1984-January 2013

Diverse administrative duties for a Vice President: Involve high-level contacts and exposure to sensitive information necessitating considerable use of tact, diplomacy, discretion, and judgment. Communicates with executive and administrative personnel to gather or convey relevant information. Initiates special reports and performs all normal administrative duties such as calendar scheduling, travel coordinating meetings and conference calls. Keeps up-to-date calendars and schedules for Vice President and other senior managers which requires constant attention due to the high rate of changes. Schedules meetings for the Vice President to include duties such as coordination with other senior level management, and coordination across the country to accommodate all that are involved.

Meeting arrangements: Setting up conference rooms for meetings with appropriate materials and equipment. Arranging off site meetings involve coordinating meeting rooms, sleeping rooms, computer equipment, refreshments and a productive meeting environment. Set up conference calls with appropriate speaker phones and knowledge of the conferencing dial in procedures.

Monthly reporting schedules: Coordinates due dates for Business Unit (BU) report deliverables. Requires line managers to deliver information to be coordinated and edited into BU Monthly Highlight Report and BU Monthly Operations Review and meet required deliverable dates to DTD Sector.

Draft correspondence: Generate letters, memos, agendas and emails as required for the Vice President and other senior management.

Travel coordinating: Vice President is always traveling and sometimes to multiple cities in a week. Requires a high level of attention to connecting flight schedules to ensure planes will arrive in time for the VP to arrive at meetings on time, in other locations. Processing of travel reimbursements upon VPs return. Also coordinate travel for other senior managers as required.

Event Planning: Plans meetings, ribbon cuttings, off sites for groups of 20 or up to 500 people. Arranges meeting rooms, sleeping rooms, food arrangements, security, transportation, speakers and equipment. Have coordinated events involving an array of CEOs of defense contractors, military affairs offices and chamber of commerce offices across the country. Travel to locations a day or two before events to ensure all accommodations are appropriate and ready upon arrival of Vice President and all invited guests.

Facility Renovations: Oversee the renovations of an office location that was in need of moving a Intermediate Distribution Frame (IDF) room; installation of a 24/7 Heating, Ventilation & Air Conditioning (HVAC) system; expand and remove walls to increase conference room space; installation of a modern phone system with voice mail; installation of a card reading system in secure area; purchase of new Audio Visual (AV) equipment; new carpeting, painting, ceiling tiles, window blinds and doors. Appropriate disposal of furniture, computers and old software and documentation.

New Facility Coordination Team: Participated on the committee that made decisions on office locations during the build; conference room locations and size; carpet, paint and wallpaper decisions; artwork and displays for the entire building. Participated in the ground breaking and ribbon cutting ceremonies for the location. Educated on all Audio Visual (AV) equipment and phone system in the facility upon move in. Became certified in CPR/AED, First Aid, BBP and Oxygen to assist with any medical needs of employees in the facility.

Project Secretary: Diverse administrative duties for the Space Forecast Center contract. Subcontractor to Digital Equipment Corporation (DEC). Draft correspondence such as letters, memos, agendas and emails. Travel coordinating. Monthly contract reports. Contract documentation duties in Bellevue and Colorado Springs. Additional duties included inventory of all DEC equipment, documentation and reports on DEC equipment.

Word Processor: Worked on IBM and Apple computers. Moved office locations to Building 500 at Offutt AFB and input classified documentation and produced copies for several Government offices for 2.5 years.

Proposal work; enter all inputs; manage margins, paragraph size per page and graphics; edit documents, copy finished product; build binders of proposal technical, management and cost volumes. Have worked with Red and Blue teams in reviewing proposals for grammar and acronyms.

Receptionist: Answer phones; process visitors and badges; received and sent all Federal Express and UPS packages; processed all employee timesheets manually, copied and mailed to Headquarters so paychecks could be issued.

EDUCATION

BELLEVUE WEST HIGH SCHOOL, CLASS OF 1983

High School Diploma

LEADERSHIP

Employee Activities Committee (EAC) - Committee established to build morale of the employees of the Bellevue facility.

Committee member from 2005 to 2009

President from 2009-2012

TRAINING COMPLETED

SharePoint 101, 201 and 301

Max Communicator training

Safety Data Sheet (SDS) Access Training – OSHA required

Skillpath: “Managing Multiple Projects, Objectives and Deadlines”

Fred Pryor: “The Exceptional Assistant” and “Successful Communication Skills for Women”

MicroSoft Office Suite

Certified in CPR/AED, First Aid, BBP and Oxygen use

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