Executive Assistant Administrative

M A R Y L O U S T. A U B I N

CHI C A GO, IL *****

*** - *** - **** **************@yahoo. com

C A R E E R S U M M A R Y

E X E C U T I V E A D M I N I S T R A T I V E P R O F E S S I O N A L Core Competencies:

Dedicated and purposeful executive administrative assistant with over 15 years of experience providing comprehensive support to high- level executives and senior management teams.

• Known for exceptional customer service, organizational abilities, meticulous diligence, and the ability to manage multiple tasks and deadlines efficiently. Adept at managing complex calendars, coordinating meetings and events, and managing confidential information with utmost discretion.

• Proficient in utilizing advanced office technologies, including project management software, scheduling tools, and CRM systems, to streamline administrative processes and enhance productivity. Proven history of effectively prioritizing tasks, anticipating needs, and proactively solving problems to ensure smooth operations in fast-paced corporate environments.

• Outstanding communication and people skills, enabling seamless collaboration with internal and external stakeholders at all levels. Demonstrated ability to build and maintain strong relationships with key clients, vendors, and team members. Consistently recognized for professionalism, discretion, and the ability to manage sensitive and confidential matters. Competencies & Skills:

• Executive support managing calendar and email

• Effective communication and relationship building

• Problem-solving and decision-making

• Proficiency in Microsoft 365, Teams, Zoom, Outlook, Word, PowerPoint and Excel

• Meeting and event coordination

• Travel and expense management

• Documents preparation and proofreading

• Records and database management

• Project management and coordination

W O R K E X P E R I E N C E

METAL PARTS and EQUIPTMENT, Northbrook, IL 08/2023- 07/2024 Executive Assistant/Customer Service

Served as the Executive Assistant supporting the Manufacturing Sales President/VP and Sales Team.

• Provided key administrative support to the President and Sales team, including managing and tracking projects, preparing reports, and handling correspondence.

• Utilized CRM software to input project management details such as reminders, quotes, prices, and specifications for metal parts.

• Entered and managed customer information through online portals and collaborated closely with our corporate office in Germany to confirm and adjust shipment schedules based on acceptance or rejection.

• Liaised with planners and suppliers to coordinate and manage shipments for forecasting and firm orders, ensuring timely and accurate delivery.

• Applied critical thinking and problem-solving skills to effectively address and respond to customer requests, enhancing overall satisfaction.

• Supported accounts payable operations and directly engaged with customers to resolve shipping and payment issues, facilitating smooth transactions and issue resolution. USCELLULAR, Chicago, IL 02/2016 – 06/2023

Administrative Assistant/Coordinator III

Served as the administrator for the Finance Department with over eighty team members. Ensured that all projects, scheduling, and quarterly events were completed within the timeline required. Collaborated with executive assistants for special projects.

• Collaborated with executive assistant and served as back-up to support the vice president during EA’s PTO absence.

• Managed and monitored senior director’s calendar and emails daily to ensure all meetings run efficiently.

• Organized and scheduled all calendar events including logistic details for training sessions.

• Maintained department’s organizational chart and worked on special projects.

• Managed moderately complex questions and issues under minimal direction.

• Organized and managed travel arrangements for directors and completed expense reports through the Concur system.

• Planned and organized special events, quarterly meeting for department division, both in person and virtual on Teams. Tasks completed by meeting with the planning team, IT, organizing agenda, guest speakers, catering, and fun activities.

• Coordinated department employees onboarding and offboarding process to ensure equipment, laptop, and software were delivered upon start date or returned on last day worked.

• Performed I9 certifications for new hires.

• Worked close with human resources to complete and submit all employee status change forms as required for the department.

• Submitted department ticket requests to facility services, such as department moves and building maintenance requests. ALLSTATE INSURANCE COMPANY (KELLY SERVICE), Northbrook, IL 09/2014– 08/2015 Executive Assistant, Contract Position Financial Department

• Organized and maintained the vice president’s calendar, emails and booked conference room as needed for scheduled meetings.

• Assisted training manager, helped, planned, and coordinated all coordination for monthly training events and workshops for Allstate tech core new agency owners. Helped set up training rooms for one hundred agents monthly for 10-day certification sessions. Created name badges, ordered catering, and assisted classroom as needed. MEDEX AMBULANCE SERVICE, Skokie, IL 11/2011 – 05/2012 Administrative Assistant to HR Director

• Supported Director to perform new hire process for human resources. Greeted customers, managed all incoming phone calls, and maintained/updated all employee review files through Access database.

• Administrative support functions for the human resources department.

• Managed and updated schedules and interviews.

• Performed employee background checks, employee I9 verifications, and driver’s license verifications.

• Organized new hire employee benefits packets and employee reviews. ALLSTATE INSURANCE COMPANY, Northbrook, IL 07/1998 –10/2001 Executive Assistant to the VP of Marketing and Financial Department

• Supported VP and maintained calendar/organize emails and scheduled meetings upon VP request. Ordered catering for executive meetings. Assisted VP’s department direct reports.

• Assisted manager with training sessions for onboarding /offboarding employees.

• Organized and booked conference room as needed for scheduled meetings.

• Assisted department team members with special projects. E D U C A T I O N

Certifications: Microsoft Office Data Management & Microsoft Office Graphics Marketing Tools 2013 OAKTON COMMUNITY COLLEGE, Des Plaines, IL Coursework, ROOSEVELT UNIVERSITY, Chicago, IL, General Studies,

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