Administrative Assistant Executive

JILL ADAMS

Carol Stream, IL 630-***-**** adkj3l@r.postjobfree.com

ADMINISTRATIVE SUPPORT SPECIALIST

Meticulous, resourceful Administrative Support Specialist with 20+ years of experience managing office operations and supporting executives. Provides high-visibility hospitality support and customer service to clients and customers both internally and externally. Collaborates cross- functionally with all organizational levels. Proven ability to execute and finalize projects involving creation and design of new processes. Expertise in executive calendar management, event coordination, expense tracking, and producing high-quality documents.

Demonstrated excellence in communication, analytical, time management, problem-solving, organization, decision making, and proactive follow- through skills while maintaining confidentiality and exceptional work ethic. CORE COMPETENCIES

--- Executive Office Coordination --- Relationship Management --- Business Operations

--- Client / Customer Service --- Budget / Time Management --- Vendor / Supplier Relations

--- Expense Reports / Travel Coordination --- Project Management --- QuickBooks / Data Entry PROFESSIONAL EXPERIENCE

RECEPTIONIST DLA Piper Chicago, IL NOV 2019 – SEP 2020 Present a courteous and informative first impression to clients, vendors and other visitors for the global business law firm and provide administrative support to Office Administration Department.

Greet clients, vendors, and visitors and direct them to the appropriate parties or destination within the firm.

Schedule telepresence meetings, conference rooms, and visiting offices; record incoming deliveries and arrange delivery with secretary/attorney for catering orders for meetings.

HOSPITALITY ASSOCIATE Ricoh / DLA Piper Chicago, IL APR 2019 – NOV 2019

Provided focused, courteous, and professional customer service to patrons, guests, patients, clients, vendors, and customers.

Assisted with menu and event planning, food set-up preparation, serving and clean-up in dining facilities, and training of new employees. FRONT END SPECIALIST – PART TIME Jewel-Osco Carol Stream, IL FEB 2019 – JUL 2020

Cashier and Front-End Representative completing purchase transactions and providing customer service. ADMINISTRATIVE ASSISTANT Echelon Property & Casualty Insurance Co. Chicago, IL SEP 2017 – AUG 2018

Provided administrative assistance to the VP of Operations and coordinated office operations and administrative functions.

Processed checks, transfers, and wires for business operations and expenses; deposited checks and reconciled broker statements monthly. Maintained new employee files and perform the on-boarding process; developed and managed vendor and broker relationships.

Managed calendar and scheduled appointments for VP or Operations and coordinated travel arrangements and accommodations; processed expense reports and approved PTO and timecards for VP of Operations direct reports. EXECUTIVE ADMINISTRATIVE ASSISTANT Picone Advisory Group Oakbrook Terrace, IL MAR 2012 – JAN 2017

& OFFICE MANAGER

Provided executive assistance to President and CEO of Client Communications. Performed all HR duties including payroll, issuing checks, processing timecards, managing schedules, and handling PTO requests. Managed company and client assets within budget by performing all company and client bookkeeping in QuickBooks.

Managed AP, AR, general ledger entries, and bank account; reconciliations, month/year-end closing; provide month-end and weekly reports to owner, clients, and claimants; created and distributed all company invoicing.

Streamlined QuickBooks month- and year-end processes by creating and saving reports to save client billable hours; developed and maintained key connections with current and new vendors, clients, and claimants to ensure trust and accountability.

Modernized communications with clients, claimants, and attorneys utilizing Constant Contact, saving clients and claimants many billable hours per month. Maintained company master contact list and performed database backups

Created all company marketing materials, presentations, and proposals including updated social media, website events, and news page; created and scheduled press releases and arranged/hosted marketing events.

Create and produce all mass marketing emails via Constant Contact

Prepared and filed paperwork for all federal, state, and village business licenses. This included all information for Client banking and employment accounts to ensure business compliance with federal, state, and village ordinances. JILL ADAMS 630-***-**** adkj3l@r.postjobfree.com Page 2 EXECUTIVE ASSISTANT Buccino & Associates, Inc. Chicago, IL JAN 2011 – MAR 2012 Provided high-level executive assistance to President and General Counsel, partnering with senior executive and managing office flow and processes. Served as a first point of contact for executive and developed systems to prioritize executive's time and activities.

Managed President's complex calendar and schedules; coordinated international and domestic travel arrangements and accommodations, speaking engagements, presentations, etc.

Maintained all marketing materials; created and distributed all billing; updated website events and news page; created and scheduled all press releases; drafted correspondence and documents; arranged and hosted marketing events. CUSTOMER SERVICE ASSOCIATE – WINDOWS & WALLS / PAINT Lowes Carol Stream, IL OCT 2008 – JUL 2010

Key part of Store Voice Team and recipient of 2 awards for Outstanding Customer Service.

Provided superior customer service; assisted with selecting, demonstrating, and purchasing product, including special orders using M20 computer system; tracked measuring and installation of special orders; managed for inventory and pricing. CO-OWNER AND OFFICE MANAGER Anthony’s Professional Detail Crest Hill, IL MAY 2007 – OCT 2008 Managed business office processes and compliance with federal, state, and village ordinances, including researching, preparing, and filing paperwork for all licenses, banking, and employment accounts.

Oversaw branding consistency by creating company logos, business cards, and uniform design; advertised in local media outlets by creating all employment ads, marketing materials, and writing advertising copy.

Managed HR processes including interviewing applicants and conducting criminal, driving record, and background checks; created/maintained all HR records and office procedures

Trained all new employees on office procedures, MSDS, and safety information; equipped new employees with resource materials: safety manuals, cell phones, pagers, uniforms, etc. Created, executed, and maintained all AP and AR procedures. ADMINISTRATIVE ASSISTANT Cancer Treatment Centers of American Schaumburg, IL MAR 2006 – APR 2007 Provided administrative support to Oncology Information Systems (OIS) leadership team and 40 OIS representatives, including managing daily schedules; ensured accuracy of all information for sales lead distribution in all 4 locations.

Created Excel, Word, and PowerPoint documents (department presentations, agendas, reports, etc.); tracked OIS reps' sales; created and tracked employee data sheets regarding changes for current, new, and terminated employees.

Received, reviewed, and coded all department invoices and processed for payment. Avoided incorrect charges by tracking invoice payments; researched/reconciled monthly AP distribution report; reported findings.

Hosted and prepared monthly OIS recognition meetings, including PowerPoint presentations and video conferencing from all 4 hospitals; arranged for all speakers/guests, rewards / gift certificates, and food/beverage service in all locations

Trained OIS reps in learning company procedures on computer drives, home pages, expense, and miscellaneous reports; reviewed department and company policies; prepared new reps' training material and off-site travel; onboarded new employees and assigned equipment. SENIOR ADMINISTRATIVE ASSISTANT Washington Mutual Regional Office Schaumburg, IL JUN 2004 – MAY 2005

Met information and reporting needs of Regional Managers and tracked sales for 2 regions; created/tracked Employee Data Sheets for changes regarding new, current, or terminated employees.

Created/tracked Personnel Request forms for annual reviews, shift changes and replacements. calculated data for annual reviews; gathered and compiled data from wide variety of sources that determined branch profitability and productivity.

Resolved escalated customers' issues by addressing inquiries and troubleshooting problems; arranged monthly meetings, occasions, operation meetings, presentations, conferences, and other group events. ADMINISTRATIVE ASSISTANT Porter Athletic Equipment, Co. Broadview, IL MAY 2000 – FEB 2004

Created, generated, and distributed department calendars, accident reports; tracked equipment maintenance expenses; managed department functions; coordinated domestic and international travel for VP's; prepared all PowerPoint presentations

Substituted for CEO's assistant: Typed CEO's and Board of Directors' confidential correspondence; reduced shipment and packing errors by creating (with management team members) Dock Audit program; EDUCATION

Brookfield High School - Riverside, IL - Graduate

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