Office Executive Assistant
Resume:
Mary Beveridge
*********.*****@*****.***
Accomplished and dedicated Executive Assistant with more than 12 years of progressively responsible experience. I have demonstrated success with organizational and prioritization abilities, balancing a diverse workload, and applying excellent communication and creative problem-solving skills.
CORE STRENGTHS
Exceptional rapport with co-workers from diverse professional and cultural backgrounds: able to work independently and as a cooperative team member
Very well organized
Versatile – capable of handling a variety of tasks; Effectively manage any changing responsibilities assigned (Jack of all trades)
Ability to manage priorities
Great work ethic
Start-up company experience (Telecommunications, Optical Networking and Renewable Energy industry)
Sensitive to confidentiality matters
Office and facilities management
Ability to make recommendations for improvements and complete complex assignments on tight deadlines
Sharp, innovative, quick learner; proven ability to adapt quickly to a challenges and to change
I love what I do!
EMPLOYMENT HISTORY
NATURENER USA, LLC – START-UP - (A MORGAN STANLEY COMPANY)
Executive Assistant to President /Chief Executive Officer April 2007 – January 2016
Provide high-level administrative support to the President/Chief Executive Officer of this Renewable Energy company. In addition, assist the C-Level staff members with operational support activities and serve as a liaison between departments and operating units in the resolution of day-to-day administrative and operational functions.
Effectively consolidate, prepare and manage President and Executive Team’s ever changing schedule and expense reports
Assisted the CEO and Executive Staff in assigned project based work. Collaborate with other staff members on special projects, as needed, including but not limited to, research, project coordination, and documentation
Review incoming and outgoing correspondence, draft correspondence and other documents using Word
Successfully coordinated company meetings (domestic & international) including presentations and meeting materials, logistics set up and preparation and distribution of agendas
Make travel arrangements for entire company (domestic & international) as well as scheduling private jets
Supported the execution of all corporate events (holiday parties, all hands meetings, off-site meetings…)
Served as a liaison between the President/C-Level Executives and government officials/industry executives and their assistants
Primary liaison with vendors, building management, and service providers
Office Manager
Manage the reception area and all of its functions, and act as first contact for guests
Produce a highly effective organizational and filing system, resulting in easy access to critical information and streamlined office functioning
Manage access to company employees by screening calls and visitors to determine appropriate course of action
Prioritize organizational needs for meetings, time frames & deadlines - Monitor conference room use
Expedite procurement of office supplies
Coordinate all new hire office setups, including updating the company telephone list & distribute new hire V-card
Distribute all office related procedures to new hires via e-mail
Coordinate postal and delivery services, distribute mail and process mailings
Maintain most aspects of day to day office functions. Perform general clerical duties, including: photocopying, scanning, faxing, mailing, and filing
Arrange taxi or car service for clients/visitors as needed
Maintain and coordinate conference call service
Maintain first-responder responsibility for tenant and building issues during office hours, coordinate emergency response to tenant and building issues after hours
Manage on-boarding, internal office moves / adds / changes
Public Relations Coordinator
Maintain a log of all Public Relation inquiries and requests
Maintain support documentation/records of all correspondence related to a public relations function
Coordinate functions (Open Houses, Ground Breaking Ceremonies with political figures)
Keep track of company financial contributions
Accountable for making sure media inquiries and all public relation requests are completed in a timely manner
Save and store event and company/public relations photographs
Save and store video material/productions
Keep track and record all press released on the company
Accountable for making sure company press is released to the proper media
Make sure NaturEner is represented on any landowner occasions/events (birthday celebrations, births, deaths…)
Green Policy Coordinator
Create, initiate and maintain the San Francisco Green Office Policy
Pursue reasonable opportunities to incorporate “green” standards and procedures into all aspects of daily business office practices
Search for “green” office supplies and “certified green” suppliers
Distribute local green city newsletters spare the air day notices to keep employees informed on the latest city requirements
Responsible for making sure new employees are educated on the green office procedures and practices followed by the company
CENTERPOINT BROADBAND TECHNOLOGIES – START-UP
Executive Assistant to CEO, Sr. VP Marketing, Sr. VP Sales October 1999 - 2002
Provide high-level administrative support to the President/Chief Executive Officer of this Optical Networking company. In addition, assisted the Sr. VP Marketing & Sr. VP Sales with operational support activities and serve as a liaison between departments and operating units in the resolution of day-to-day administrative and operational functions.
Assisted with board meetings including presentations and meeting materials using Power Point
Organized corporate events
Primary liaison with vendors, building management, and service providers
Arranged and executed extensive travel plans within budgetary limits and significant changes on short notice
Greeted Executive Staff guests
Assisted in comprehensive financial reports for senior management review including expense reports
Streamlined operations and reduced costs by negotiating competitive rates with service providers
Achieved comprehensive administrative processes that improved the efficiency of day-to-day operations
VERILINK – START-UP
Assistant to Sr. VP of Quality/Quality Control Coordinator 1991 -1998
Provided high-level support to the Sr. VP of Quality Control of this Telecommunications company
Contributor to the creation of business procedures to offer a very structured high quality environment both in business and manufacturing
Created comprehensive quality reports to present in the monthly executive staff meetings
Assisted with board meetings, including presentations and meeting materials
Assisted Sr. VP of Quality with the certification process for ISO and BABT
Primary liaison with ISO and BABT subcontracted auditors
EDUCATION
AS DEGREE - HTI TECHNICAL INSTITUTE - El Paso, TX
SKILLS
MS Excel, Word, Power Point, MS Outlook, Publisher, Adobe, Web Browsers (Internet Explorer, Safari, Chrome),
QUICK LEARNER
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