Cary, IL 847-***-**** email@example.com LinkedIn
with a track record of spearheading operational improvements and innovations
Dynamic and resourceful Executive Support Professional with 10+ years of progressive experience managing and streamlining the day-to-day calendars and priorities of busy Executives, anticipating needs to enable better-focused, more effective oversight of critical business operations. Consistently demonstrated ability to identify opportunities for improvement and to develop cost-effective, scalable solutions derived from strategic planning and a spirit of ingenuity. Outstanding ability to communicate and collaborate succinctly across all levels of an organization with a knack for building solid relationships with customers, vendors, and stakeholders alike. Subject matter expert and trainer in all Microsoft Office products, as well as several tech-support systems.
Executive / Administrative Support Calendar Management Travel & Expense Management (Concur)
Meeting & Event Planning Database Management Research & Data Analysis Account Management
Vendor & Inventory Management Customer Relations Stakeholder Engagement Project Coordination
Tech Support & Troubleshooting Process Creation & Improvement Cost Reduction
MS Office / MS Teams / SharePoint G-Suite Jira PeopleSoft Intact
Executive Support Career Overview:
Providing full-scale executive support to C-level management including, but not limited to, domestic and international calendar management, meeting and event planning, travel coordination and expense management (including travel VISA processing), presentation development, technology and logistics coordination for domestic and international meetings and teleconferences, interview scheduling, and confidential HR database management. Additional contributions included facilitation of staff learning and professional development classes, onboarding and training of new Administrative and Executive Assistants, project coordination, leading team meetings, customer and vendor relationship management, drafting financial and operational reports, office supply / inventory management, technical writing and correspondence, and various accounts payable / receivable duties.
Created from-scratch onboarding program and Teams site for new Headquarters, which included several template documents, IT troubleshooting guides, security protocols, global division organization charts, important contact information, etc.; program documents were highly effective and incorporated into company-wide onboarding programs, including in Asia and Europe offices. (Caterpillar)
Spearheaded departmental volunteer events to gather donations for and bring awareness to needs of local nonprofits, including the Salvation Army, United Way, Angel Tree, and Feed My Starving Children. (Caterpillar)
Implemented new nationwide self-service IT Help Desk system using JIRA for 14 locations. (Jon-Don)
Designed study guide to train candidates on Microsoft products, based on personal subject matter expertise / 100% Advanced Proficiency results on all tests; study guide drastically improved candidates’ results. (The Salem Group)
Developed company travel management policy and solidified partnership program with Orbitz, which reduced travel expenses by $500K/year and improved travel-planning efficiency. I created and managed a company wellness program. This program made education, resources, and support easily accessible to all employees, which improved both health and morale. (Saggezza)
Engineered a company-wide asset procurement process for office supplies, IT assets, and RFP tracking in Access and Excel, which greatly improved inventory tracking and reduced costs by $750K/year. (Parsons Corp.)
Initiated and led “Go Green” campaign to reduce waste by recycling all ink and toner cartridges, which reduced carbon footprint and created university-wide savings of $250K/year. (Judson University)
EXECUTIVE ASSISTANT Caterpillar, Inc. (Human Resources, Global Headquarters) Deerfield, IL 2018 – 2020
IT PROJECT COORDINATOR Jon-Don, Inc. Roselle, IL 2016 – 2018
EXECUTIVE ASSISTANT TO CTO/ IT PROJECT COORDINATOR UPP Technology, Inc. Villa Park, IL 2015 – 2016
CORPORATE DEVELOPMENT MANAGER The Salem Group Oakbrook Terrace, IL 2015 – 2015
EXECUTIVE ASSISTANT TO CEO AND COO Saggezza, Inc. Chicago, IL 2014 – 2015
EXECUTIVE ASSISTANT TO CTO/ IT PROJECT COORDINATOR Parsons Corporation Schaumburg, IL 2012 – 2014
EXECUTIVE ASSISTANT TO CEO Hopp Accounting & Tax Service Elgin, IL 2011 – 2012
DATA ANALYST Promont Advisors, LLC. Chicago, IL 2010 – 2011
EXECUTIVE ASSISTANT TO CTO / INTERIM IT DIRECTOR Judson University Elgin, IL 2008 – 2010
Responsible for supporting two C-level HR Directors for SD&D and RI sections. Duties include domestic and international calendar management, meeting and event planning (catering events for 100+ people), scheduling of interviews with candidates (domestic and international), travel and expense management (Concur expense management system and Coupa), processing of travel VISAs for staff, creation of PowerPoint presentations, facilitated staff meetings, set up Teams and SharePoint. Information technology liaison - coordinated technology and logistics for domestic and international meetings and teleconferences across multiple time zones. Maintenance of confidential documents, database management of confidential HR-related employee information.
Responsible for project coordination, customer support, quality assurance, management of help desk, project resources, financials, vendors and contracts for Technology Services department and corporate leadership. Coordination of IT operations including scheduling/calendar management, leading team meetings, oversight of IT staff projects and developers to ensure timely completion of deadlines. Management of company-wide correspondence on behalf of IT department, customer and vendor relationship management and vendor contracts. Data analysis, production of budget, financial and project operational reports and presentations for leadership and client presentations, maintenance of confidential company and department documents. Additional responsibilities include office supply procurement, IT asset management.
Upp Technology, Inc.
Responsible for calendar, travel and expense management for IT department leadership and 10 project managers, tracking of projects, project meeting coordination for technology company. Provided database management, vendor contract management, licenses and renewals, and Level 2 Help Desk support. Preparation of financial reports for corporate leadership. Track and verify accuracy, completeness of data requirements and business rules, page grids, DDL with customers and team, build scripts and deploy (SQL), business intelligence analysis, on-boarding of new staff and project management. QA Testing for iOS and web applications, development of documents and templates for PMO and clients. Task tracking for multiple domestic and international projects. Analysis and preparation of sales reports (pipeline, sales forecasting) for VP of Sales and executive leadership. Change control tracking, release notes and technical writing. Developed company-wide Project Management templates and tracking.
The Salem Group
Coordination and planning of corporate meetings and client marketing events for recruitment and staffing company. Development of professional presentations and materials for events, preparation of branch reports, use of enterprise management tool for clients, vendors, and recruitment candidates. Responsible for drafting of internal and external correspondence and company communications, maintenance of vendor and corporate contracts, participation in special projects for marketing. Develop and implement customized and targeted marketing campaigns for each of Salem's divisions (R&D). Manage Salem’s social media presence, content, & strategy. Order signs, customize and design company pens and other items for trade events, create business cards. Writer of blogs, email blasts, surveys, e-newsletters and copy for internal direct mail marketing materials through. Catering and company events. Use of Constant Contact- marketing software. Created “In Touch” program for candidates and training documents.
General Executive Assistant duties for CEO/COO including calendaring, management of inbound/outbound travel and event planning/scheduling, expense reimbursement management, research, analysis of data, preparation of budget, financial and operational reports for leadership, direct client and vendor relationship management support, vendor contract management, event and meeting planning, catering, production of event-related materials, general office management support. Developed company travel management policy and managed travel for 12 executives.
Responsible for coordination of Information Technology schedules/travel/expense reports for Chief Technology Officer, screening and management of inbound/outbound communications and preparation of correspondence on behalf of CTO. Preparation of reports, vendor evaluation and selection, billing, and performance reconciliation. Responsible for processing financial transactions, accounts payable/receivable, invoice reconciliation, approval of field payroll, time and expense approval. Innovation: created company-wide asset procurement process for office supplies, IT assets, promoted to IT Coordinator.
Hopp Accounting and Tax Services
Executive Assistant to CEO in wealth and investment management accounting firm. Provided health and benefits processing services for clients, maintenance of highly confidential client financial transaction data and processing via electronic funds transfers. Provided general office management services. Maintain client information in the database, created coupons, flyers, mailers to certain target market demographics by doing research for Wealth program. Created marketing documents and pamphlets for customers with folders. United Way-Day of Giving organizer, Out of School Lunch Program, Holiday food storage and handouts for the organization.
Promont Advisors, LLC
Responsible for confirmation of accuracy of data and processing of insurance underwriting submissions including claims, credit history, and reconciliation of account data discrepancies with underwriters, brokers, clients for a specialty-risk underwriting company. Duties included contract management for property/casualty insurance, data analysis and preparation of financial reports.
Provided administrative support to IT Director, promoted from Administrative Assistant to Executive Assistant and Interim IT Director when the Director left the University. Responsible for direct customer, vendor relationships and contract management. Initiated the development of customer satisfaction management processes for Technology Services, maintained department IT asset inventory database and license management through ERC/ERP system. Initiated the development of customer satisfaction survey process for Technology Services.
EDUCATION & TRAINING
BACHELOR OF ARTS (B.A). IN BUSINESS ADMINISTRATION – Judson University Elgin, IL
JIRA HELP DESK CERTIFICATION – Atlassian 2017
IL LIFE AND HEALTH INSURANCE LICENSE – Kaplan Financial Education 2012