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Senior Executive Assistant to C-Level Executives

Location:
Chicago, Illinois, United States
Posted:
October 06, 2016

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Resume:

HIGHLIGHTS OF QUALIFICATIONS

Highly competent professional with over 10 years experience providing administrative support to C-level executives. Over 12 years experience as event/meeting planner. Can be trusted with the most confidential projects. Excellent at turning disorganized environments into smooth-running operations and overhauling administrative processes to improve accuracy and efficiency. Self starter and quick learner with keen eye for detail who goes above and beyond to get the job done. Skilled negotiator with hotels, vendors, etc. Work well independently and collaboratively.

Advanced user of MicroSoft Office Suite (Word, PowerPoint, Excel, Outlook), Office365, Concur, Typeform, EIDM, SAP/SRM, Convio (Luminate Online), Raisers Edge, SharePoint, Survey Monkey, eTouches, Building Engines, iVisitor, SmartBoard, Workspeed, Seamless, Visio, SmartRoom, Box, Raiser’s Edge, LinkedIn Sales Navigator Administrator, InDesign, Insperity OrgPlus, and Snagit

Areas of Expertise

-Managing Files, Records, and Documents

-Managing Calendars and Travel

-Vendor Service Management

-Planning Corporate Events & Meetings

-Able to handle competing priorities

-Creating Reports & Surveys in Survey Monkey

-Excellent Presentation Skills

-Performing Office Management Functions

-People-person

-Highly Resourceful

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PROFESSIONAL EXPERIENCE

Ray Allen, Inc. – Office Manager & Executive Assistant to President/CEO

January 2016 – Present

Manage personal information for employees

Manage company-owned parking spots for certain employees in garage and lot

Make travel and hotel arrangements for traveling employees

Attend and participate in managers’ and executives’ meetings

Plan and oversee executive off-sites and in-house client and potential client meetings

Keep kitchen stocked with snacks, libations, etc. in the Chicago, Denver and Raleigh offices via Amazon, Instacart, etc.

Keep common area clean

Assist President/CEO with daily function of company

Produce expense reports in Concur for traveling employees

Coordinator of the Community Service Volunteer Group

Muscular Dystrophy Association – Executive Program Coordinator

November 2014 – January 2016

Assist with all fundraising programs

Assist the EVP, Chief Development Officer and the entire Income Development Team

Assist with creating reports and presentation for the Board of Directors

Plan and oversee team meetings

Create surveys using Survey Monkey

Track PTO/SFLP for entire team

Set-up delayed communication using Convio

Upload documents to Box

Volunteer at fundraising events

FOX Sports - Big Ten Network – Executive Assistant to President (consultant)

April 2014 – November 2014

Manage calendar and all incoming calls to the President

Prepare and approve expense reports using Concur

Plan meetings in Illinois and other Midwest States and the Big Ten Conference

Plan Board dinners and meetings

Prepare and present Marketing reports

Assist the Vice President, Communications and University Relations

AbbVie (Abbott) – Senior Administrative Assistant – Foundation SAP (consultant)

July 2013 – April 2014

Managed calendars and provided assistance to the Director, Enterprise Applications, the Operations Director, ERP Strategies and the Director of ERP SAP Operations along with their direct reports and their team

Point person to facilitate the major move of over 400 workers from several buildings to one location

Edited and updated schematics for work stations using Visio

Created “shopping carts” using SAP for the ordering of hardware, software and testing equipment

Assisted with the onboarding of new contractors and employees using EIDM

Extensive international travel arrangements and expense reporting

Extensive use of CTE (Concur), SRM, ShopIT, Visio, SharePoint and Insperity OrgPlus (used to create and edit organizational charts)

Planned team events by choosing venue, negotiating rates and creating event materials

Liaison between senior executives and staff members, contractors and building management

ACE Hardware Corporation - Project Coordinator of the Amtrak Project (consultant)

09/12 – 01/13

Executive Assistant to Paint President & GM (consultant)

01/13 – 07/13

Oversaw the handling of a highly sensitive, highly confidential project. Distributed and monitored all Non-disclosure Agreements (NDA) in relations to the project

Reconciled expenses for the President and Director of the department using Concur

Tracked spending and payment of vendors and contractors via SAP

Downloaded and uploaded documents into the data room using SmartRoom

Followed and reported on activities in the SmartRoom by setting up alerts

Facilitated, participated and often times led the Paint Leadership Team’s twice weekly conference calls

Took notes during conference calls, distributed to team, followed-up on action items before next meeting

Created spreadsheets and formulas to input and track Statement of Works (SOWs) submitted by vendors and/or contractors using Excel

Contacted vendor(s) directly toward month-end to round up outstanding invoices so as to conduct monthly accrual reports

Managed the move of employees from our paint plants to our corporate office once Amtrak was completed

Facilitated the move of the Paint department to swing spots for the Space Optimization project

Organized meetings and events both on- and off-site and headed up special projects, i.e., Board keepsake, Retail Information Technology (RIT) meetings and Paint Leadership Team (PLT) meetings, and the Paint Reinvention project

Monitored the Ace bulletin board and Paint email box (everythingpaint.com) and reported on its contents at a weekly meeting

Served as personal assistant to the Paint President as needed

Booz & Co. – Administrative Professional (consultant)

April 2012 – August 2012

Walgreens – Service Clerk/Customer Service Representative

December 2011 – April 2012

Temporary Assignments/Event Planner Consultant/Volunteer while attending school

January 2009 – December 2011

Johnson Publishing Company – Sr. Executive Assistant

August 2006 – December 2008

Managed budget of several departments and handled payment of vendor invoices

Heavy and complicated calendar management

Proofread final magazine copy before and after going to print

Proofread materials to ensure sufficient Branding of company name and product

Planned and managed meetings, events, and photo shoots of high-profile political, celebrity and entertainment figures

Managed interns and temp workers

Managed and responded to correspondence, phone calls, and emails of Executive(s)

Scheduled conference calls between the President of Fashion Fair Cosmetics and the sales team located throughout the United States

Served as Project Manager to ensure projects were completed on time and came in at or under budget

Johnson Publishing Company – Sr. Executive Assistant (cont’d)

Attended creative meetings

-Brainstormed magazine covers, inside stories, celebrity luncheons, and editorial retreats

-Discussed direction of department and ways to run things more efficiently

Attended senior staff meetings and executive leadership team meetings

Chaired committees to enhance company moral

-The Celebration committee put monthly goals in place for the company and if they were met, employees received a special treat chosen by the committee

-The STAR Award committee created a quarterly nomination program where employees voted for their peers that went above and beyond for that quarter. Winners received a special award.

OMD – Admin Supervisor/Sr. Executive Assistant

May 2005 – May 2006

Dade Behring (now Siemens) – Sr. Executive Assistant to the Executive Leadership Team

June 1997-June 2004

EDUCATION

MacCormac, 2011-Present

Management Skills Training Course - Certificate

Landmark Education

Franklin Covey’s 7 Habits of Highly Effective People – Certificate

Waubonsee Community College

- Associates Certificate – American Sign Language Interpreting

- Cumulative GPA: 3.37



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