BARBARA MUIR

650-***-**** ad1lqe@r.postjobfree.com https://www.linkedin.com/in/barbaramuir

EXECUTIVE ADMINISTRATIVE ASSISTANT

Dedicated and organized professional with over 15 years of experience as an Executive Assistant. Seeking a challenging role that allows me to leverage my expertise in managing complex calendars, coordinating travel, preparing correspondence, and optimizing organizational processes.

TECHNICAL SKILLS

Office 365 Champion

Cloudbooking Champion

Proficient in a wide range of software applications, including Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, OneNote and Teams), Google Suite, Adobe Acrobat, Salesforce, SharePoint, and social media platforms.

Advanced knowledge of database management, file management, desktop publishing, and statistical programs.

Excellent communication and organizational skills, with the ability to handle multiple tasks and prioritize effectively.

Strong attention to detail and accuracy, ensuring high-quality deliverables.

Proven leadership and supervisory abilities, fostering a collaborative and efficient work environment.

EXPERIENCE

TRANSAMERICA SAN FRANCISCO CA

LEAD/EXECUTIVE ASSISTANT FEBRUARY 2008-SEPTEMBER 2023

Provided comprehensive administrative support to the President of Transamerica Retirement Solutions, Division Vice President of Large/Mega Markets, and a team of over 200 401(k) sales and client executives.

Maintained complex calendars with competing demands to optimize scheduling efficiency, including scheduling appointments and coordinating meetings for managers and team.

Managed all domestic and international travel arrangements for the team, including flights, hotels, and ground transportation.

Managed logistics for more than a dozen conferences, social events, and team meetings annually.

Screened and prioritized inbound calls and emails.

Scheduled interviews for incumbents with multiple interviewers.

Designed sophisticated reports and tools, including an Excel monthly budget tracking report for team members, a tracking and tickler system within Salesforce for compliance with state and FINRA licensing requirements, and a record retention tracking and filing system for documents stored in SharePoint.

Prepared, reconciled, and submitted expense reports via Concur.

Handled research requests by conducting surveys on various topics using 0365 Forms, along with using internet searches.

Edited and published a weekly newsletter for the Client Engagement team, incorporating timely announcements and reminders with graphics.

Facilitated onboarding processes for new hires, coordinating equipment and ID arrangements.

Organized and maintained confidential files, ensuring data security and accessibility.

Supervised and trained other Administrative Assistants on new processes and procedures.

Managed SharePoint Document library with over 10 thousand documents, ensuring efficient organization and accessibility of files.

Oversaw the Business Continuity Plan and coordinated bi-annual disaster recovery exercises for the Workplace Operations team.

Tracked and ordered office supplies for more than 200 individuals using Ariba.

EDUCATION

M.S. Industrial/Organizational Psychology California State University at Long Beach

B.A. Psychology University of Maryland

VOLUNTEER

Mid-Peninsula Regional Openspace District Crew Leader Community Outreach Trail Patrol

Sierra Club Webmaster Hike Leader Newsletter Editor

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