Administrative/Executive Assistant

(Continued

YVETTE PFEIFFER

**** ****** ***** / *********, ** 20187 / 703-***-**** / ******.********@*****.*** SUMMARY

Highly organized and detail-oriented Senior Administrative/Executive Assistant with more than 12 years of experience providing thorough support to colleagues, managers, directors, and executives

Strong planner and problem solver who readily adapts to change, works both independently and as part of a team, and exceeds expectations

Able to juggle multiple and shifting priorities, and meet deadlines without compromising quality

Proactive and flair for measurable superior customer service KEY PROFESSIONAL SKILLS

Office & Event Management

Executive Support

Records Management

Strong Written & Oral Communicator

Proofing/Editing

Sales/Marketing

Budgeting

Calendaring/Scheduling

Travel Coordination

Expense Reporting

Records Management

Spreadsheets/Reports

Database Administration

Accounts Receivable/Payable

Front-Desk Reception (multi-line)

EXPERIENCE

International Association of Fire Chiefs - IAFC (Fairfax, VA) April 2016 – November 2016 Executive Operations Coordinator (Reported to Executive Assistant and CEO/Executive Director)

Provided assistance and support to Executive Operations by working on special projects, preparing correspondence, scheduling, attending meetings, taking minutes, event planning, answering phones and ad hoc projects as assigned

Served as POC for committee and allied organization appointments, including tracking openings and identifying replacements

Interacted with airlines, hotels, and other travel-related industries in planning travel and meetings

Kept Executive Officers Travel Calendar

Acted as liaison between Executive Officers and communications department to identify and track speaking engagement invitations and opportunities, and speaking requirements

Planned Executive Committee, Board of Directors and other top level meetings ̊ Secured hotel rooms and meeting space through contract negotiation, ordered AV equipment, selected menus, and managed on-site logistics

̊ Assisted with the administrative and logistical support requirements of the CEO/Executive Director, Executive Committee, and Board of Directors for said meetings

Reviewed and processed contracts to ensure adherence to IAFC needs and requirements

Processed expense reports for Board of Directors and other leaders of the organization

Reviewed and reconciled bills, invoices, expense reimbursement forms, and credit card statements for accuracy and assigned budget account numbers

Branch & Associates, Inc. (Herndon, VA) November 2013 – April 2016 Marketing Assistant (Reported to Vice President of Estimating and Director of Business Development)

Developed proposals so as to pre-qualify to bid on projects from $2.5M up to $50M in value

Created marketing materials such as leave-behinds and brochures that were market specific

Researched and identified prospective projects to bid and/or clients with which to connect

Tracked sales leads and upcoming bidding projects in private sector Pre-Bid Coordinator (Reported to Vice President of Estimating)

Researched, identified and tracked prospective projects to bid in public sector

Maintained calendar of bid dates, pre-bid conferences, sales meetings, and other related appointments

Requested, filed, maintained, and distributed all pre-construction bid documents as well as accompanying correspondence

Updated and maintained 8,500+ sub-contractor and supplier database (Pantera Tools)

Posted advertisements/sent ITBs for bid solicitations

Prepared and submitted all forms and required related materials in order to insure submittal of a responsive bid in accordance with contract documents

HNTB Companies (Arlington, VA) February 2012 – June 2013 Marketing Information Coordinator (Reported to Marketing Manager)

Assisted marketing department in developing bid proposals from inception to completion of close-out process

Made certain contracts database updated with proposal timelines, client information, subcontractors, and costing

Ensured accuracy and proper use of information by maintaining divisional marketing data, codes, and reports

Provided training and troubleshooting to users of the contracts database

Established budget estimates for marketing pursuits and served as point of contact for inquiries and resolutions

Updated master resumes and project descriptions, and posted to company’s SharePoint site

Generated reports on pre-contract status (win/loss), business development potential, and various sales reports

Populated database of subcontractors with qualification and certification data acquired through Internet research Marketing Assistant (Reported to Marketing Manager and Vice President)

Scheduled and maintained calendar of appointments, meetings, and travel itineraries for department, including VP

Researched and booked all travel and lodging for VP and department staff, as well as prepared all expense reports

Coordinated both on and off-site meetings to include securing venue, preparing materials, and ordering catering

Edited 200+ page proposals for accuracy in spelling, grammar, pagination, and references under strict deadlines

Provided clerical support by writing correspondence, managing mail, maintaining files, and generating reports Virginia Dance Center - VDC (Manassas, VA) July 2008 – February 2012 Office Administrator/Manager (Reported to Owner/Creative Director)

Provided excellent customer service to existing and potential students resulting in annual 15% enrollment increase

Managed 350 student records tracking contact information, class schedules, and skill assessments

Managed accounts receivable for all registrations and retail sales and accounts payable for vendor purchases

Created marketing and public relations material and researched optimal placement

Coordinated event logistics for three 50-performance recitals including venue, lighting, sound, and costumes

Managed direct mail marketing campaigns for distribution to 500+ recipients

Screened and interviewed administrative and teacher applicants

Trained office staff in studio policies, procedures, proprietary database, and office equipment VNU Expositions (Chantilly, VA) May 2001 – May 2002 Editor (Reported to Director of Marketing)

Created monthly inter-office newsletter to facilitate communication among employees in multiple offices

Ensured company policies, procedures, and philosophy were communicated effectively to all employees

Gathered content, formatted publication, and ensured timely distribution Conference Manager (Reported to Director of Conferences) October 1998 – July 2000

Managed five annual conferences and expositions, ranging in attendance from 500 to 6,000

Researched event venues and performed on-site inspections

Created RFPs and negotiated 2,800+ hotel rooms, convention center, and all other vendor contracts

Developed and met event budgets in excess of $2M

Generated data reports to assist Marketing Department in sales planning

Initiated and supervised planning process working in conjunction with Advisory Board, sales, and exhibits

Determined conference and expo schedule of events (up to 38 concurrent sessions)

Determined office space and meeting rooms layouts for speakers, attendees, and vendors

Executed sponsorship deliverables and coordinated multimedia and other requirements for 250+ speakers

Arranged lodging for all staff, VIPs, and speakers

Coordinated food and beverage services accurately estimating all meal guarantees

Scheduled and managed approximately 60 on-site temporary personnel

Supervised on-site logistics

Monitored hotel room bookings to avoid attrition penalties

Developed post-event critique using attendee surveys and analysis of final numbers in function book/event resume

Prepared billing for timely payment of hotel, convention center, and vendor invoices National Private Truck Council - NPTC (Alexandria, VA) November 1996 – October 1998 Manager, Membership and Program Services (Reported to Director of Membership and Program Services)

Wrote, edited, and managed production of conference, sponsorship and membership marketing materials

Achieved complete sell-out of exhibit space for '97 and '98 conferences, securing $85K and $90K in sponsorships

Successfully executed on-site logistics for 100+ conference speakers and panelists

Sole liaison between association/exhibitors and decorating/drayage company

Managed on-site staff including one full-time employee

Planned and met $300K budget for two consecutive years

Negotiated hotel contracts avoiding loss through attrition

Coordinated exhibition hall including negotiation of contracts accurately estimating budget parameters

Developed and managed spouse/guest program for approximately 35 people annually Additional Work Experience – available upon request Dec 2003 – Jun 2008 and Aug 1993 – Oct 1998 EDUCATION

Marymount University – BA: Merchandising (Minor in General Business/Marketing) COMPUTER SKILLS

Advanced proficiency in Microsoft Office (Excel, Outlook, PowerPoint, Publisher and Word) and Adobe Acrobat

Working knowledge of Access, QuickBooks, InDesign and Photoshop Elements

Ability to learn and instruct on proprietary software

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