Executive Assistant / Administrative Assistant

JEAN MCFERRON

**** ***** ***** ***** • St. Louis, MO 63146

314-***-**** (home) • 314-***-**** (cell) • ****.********@*****.***

SKILL PROFILE

Executive Assistant with significant experience in providing top-notch administrative support to Senior Level Executives. Core competencies include:

- Strong interpersonal skills

- Providing excellent customer service

- Managing and maintaining multiple calendars

- Making travel arrangements

- Working with miscellaneous vendors on hardware orders

- Ordering and maintaining office supplies, business cards, name plates, and keys

- Detail oriented

- Processing invoices, billings, and expense reports

- Assisting with forecasts and budget preparation

- Event planning

- Maintaining confidentiality in sensitive matters

- Providing excellent spelling and proofreading skills

- Microsoft Outlook, Word, Excel, and PowerPoint

- Working independently with minimal supervision

EXPERIENCE

Maritz LLC, Fenton, MO, Oct. 1996 to Sept. 2015

Executive Assistant to Vice President, Enterprise Application Services

Responsible for providing administrative support to the Vice President, Enterprise Application Services, and the entire Maritz IT Services Division, consisting of approximately 175 people. Included in responsibilities were sorting mail, coordinating day-to-day schedules of Vice President and multiple Managers, and reconciling any scheduling conflicts.

- Approved various Enterprise Application Services department requests for Vice President.

- Assisted Purchasing in making Hardware Purchases for Maritz and worked with respective vendors on a daily basis to ensure timely delivery.

- Maintained distribution lists for Enterprise Application Services Department.

- Balanced receipts against invoices for all hardware purchases made on the corporate credit card.

- Generated expense reports for all purchases made on the corporate credit card.

- Set up meetings for small and large group events, including setting up WebEx and Conference Calls for various department meetings, scheduling luncheon meetings, and assisting with setting up Holiday events.

- Maintained full responsibility for coordinating all monthly recognition events for the Maritz IT Services Division, including ordering and delivering catering services and ensuring invitations were sent.

- Assisted the Vice President with monthly forecasts for the Enterprise Application Services Department budget, requiring meetings with finance staff, meeting with Vice President to review all monthly forecasts, and updating the Cognos and MVision budgeting and forecasting systems.

- Served as the administrator for the Enterprise Application Services Time System.

- Provided a variety of support services for special projects within the Department at the request of the Vice President.

- Set up travel reservations for Vice President and various other personnel for Seminars and Conferences.

- Served as a key operator for all the printers in the Maritz IT Services Division.

- Maintained schedule for reserving shared Division laptops and projectors.

- Coordinated department office moves for Enterprise Application Services Department, including several major relocations within Maritz facilities. Ensured telephone lines were moved, arranged for boxing and moving files and other equipment, monitored whether the new location offered sufficient resources for the staff, and completion of forms for the Building Engineering Department.

- Handled routine building engineering and cleaning requests for Maritz IT Services Division.

- Assisted with onboarding and welcoming new employees to the Enterprise Application Services Department.

- Acted as an “Information Center” for Maritz IT Services Division.

- Served as a Recognition, United Way, and Teach for America Advocate for Maritz IT Services Division.

Accountants on Call, St. Louis, MO, Mar. 1996 to Oct. 1996

Project Assistant, Financial Systems Department, Maritz Performance Improvement Company (Subsequently Converted to Full-Time Maritz Employee)

Provided administrative assistance for on-site Oracle consultants and Maritz Performance Improvement Company Financial Systems management on various special projects, as well as on Oracle System accounts receivable, project accounting, general ledger, and production, including billing, cash application, and customer master file.

- Assisted Financial Systems Department during Oracle Accounts Receivable System implementation and March 31, 1996 fiscal year-end close.

- Organized backup information from Oracle Accounts Receivable implementation into individual client files.

Weiss, Yess and Co., P.C., St. Louis, MO, Jan. 1994 to Feb. 1996

Office Manager/Administrative Assistant to Three Partners

Performed all secretarial duties for three Partners, including scheduling appointments, making airline reservations, and working on various special projects for large clients.

- Prepared bank deposits and distributed payroll.

- Instrumental in working with President of the Firm in gathering bids from various telephone vendors for a new phone system, as well as working with chosen vendor on installation and training of employees. Ensured a smooth transition with no system down-time.

- Supervised summer intern for two years and delegated responsibilities accordingly.

- Oversaw main switchboard and reception area, including handling calls for approximately 25 people, greeting clients and vendors, and keeping conference room schedule.

- Ordered office supplies and maintained all office equipment, including phone system, copiers, fax machines, and printers.

Arthur Andersen, St. Louis, Missouri, Jan. 1990 to Jan. 1994

Executive Assistant, Head of the Tax Division (1992 to 1994)

Provided administrative assistance to the Head of the Tax Division and one manager. Interfaced with other Heads of Tax Division and personnel, both domestic and international, on a regular basis.

- Acted as a liaison between the Head of the Tax Division and Tax Division staff regarding administrative matters.

- Maintained confidential records of all Tax Division Partner/Manager “staff review” meetings.

Executive Assistant, Senior Partner in the Tax Division (1990 to 1992)

Provided administrative assistance for one partner and four managers, as well as backup support for other executive assistants in the division.

- Instrumental in helping tax partner “win” his campaign to serve on the MAC Board of Governors, as well as assisting him with his other professional extracurricular activities.

- Assisted the partner and tax managers on various client projects.

EDUCATION

University of Arkansas, Fayetteville, Arkansas

Hickey School, St. Louis, Missouri

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