MADDALENA (LINDA) DELLAQUILA

**** *. ******* *****, ********* Hts, IL 60004

847-***-**** • adlicm@r.postjobfree.com • https://www.linkedin.com/in/LindaDellaquila

PROFILE

A highly motivated and dedicated Executive Assistant with exceptional follow-up skills, proven leader in prioritizing, organizing and handling multiple tasks efficiently and accurately. Highly focused and results oriented in supporting complex, deadline driven operations; able to identify goals and priorities, and strong analytic skills helpful in resolving issues in initial stages. Seeking a career opportunity to continue in a position where I can continue to value compassionate, loyal service and strive to provide excellent work quality.

CORE SKILLS

•Outlook: heavy calendar management; scheduling meetings

•Concur: travel planning; expense reporting

•PowerPoint: organizational charts & event invitations

•Kronos: timekeeping

•SAP (System Application and Product): create purchase orders, item costs and customer display

•Ariba: purchase supplies and track supply inventory

•SRM (Supplier Performance Management): request for proposals of new products or services

•TC (Team Connect): timekeeping and invoices/ Tymetrix 360 : collaborate with outside counsel and process invoices

•IDM/ECN: onboarding/off-boarding new hires and former employees

•SharePoint: uploading files

•Taleo: track and manage job openings

•Tymetrix 360 : collaborate with outside counsel and process invoices

•Set up conference rooms for meetings/cater refreshments

•Organize special events and staff meetings

•Greet guests, clients & vendors in the main lobby

SKILLS AND PROFICIENCIES

Typing Speed: 80 wpm, Microsoft Word, Outlook, Lotus Notes, Excel, Visio, PowerPoint, SAP, SharePoint, SRM, Taleo, Scores, Tymetrix 360, hCue, HAL, TC, IDM, Ariba and AS400.

EXPERIENCE

Administrative Assistant/Project Coordinator – Global Business Analytics and Intelligence

(ATR International) - AbbVie, Mettawa, IL (February 2020 - Present)

•Manages leadership members calendar (2 people), limited calendar support to the BA team and 6 individuals.

•Proactively identifies and resolves scheduling conflicts and last-minute changes.

•Domestic/International calendar and travel arrangements for Directors and Team.

•Defining and maintaining tools and processes to monitor and record office workflow, and operations report generation.

•Coordinates new employee and relocation office set-ups.

Various Temporary Assignments (August 2017- December 2019)

Project Coordinator – Business Process

(Hire Excellence) - Instec Corp, Naperville, IL (November 2019 – December 2019)

•Uploading files into SharePoint; Coordinated global sites as the upload files to SharePoint and track information.

Executive Assistant – Operations and Global Supply Chain

(Salem Group) - ACCO Brands, Lake Zurich, IL (June 2019 – July 2019)

•Managed SVP and 3 VPs in Operations and Global Supply complex calendar daily, helping to prioritize meetings and conference calls, including venues, food/beverages.

•Participated in projects and completed assigned tasks within establish timelines with minimal direction.

•Arranged and coordinated frequent travel arrangements for executive team, including all transportation, ticketing, upgrades, meals, hotels and created detailed itineraries using Concur Travel Management System.

•Managed, tracked and reconciled expenses in accordance with company policies and procedures.

Sr. Administrative Assistant – Managed Markets

(Spectraforce) – Takeda Pharmaceuticals U.S.A., Inc., Deerfield, IL (April 2019 – May 2019)

•Arranged travel for the team and completed expense reports in a timely manner; Collected, reviewed, entered and formatted data into spreadsheets.

•Prepared documentation for payment of vendors, consultants, and suppliers after review by direct supervisor; Submit documents and enter requests for payment into accounting system from accounts payable and payees.

Project Coordination Resource – Legal Department

(Prokatchers) – Astellas Pharma US, Inc., Northbrook, IL (September 2018 – November 2018)

•Provided administrative and project support to the Legal Department team of 22 Attorneys.

•Made travel arrangements, prepare detailed itineraries and complete expense reports upon completion of travel.

•Global meeting planning, experience time zone planning.

•Processed timekeeping for employees in TC. Data clean up on matters and budgets in Team Connect (TC).

•Followed up on invoice rejections; open new matters; enter manual invoices; upload hard copy invoice into TC.

•Managed content for Americas Legal site and SharePoint team sites.

Administrative Assistant for Talent Acquisition – PID Human Resources

(Connect Search) – Videojet Technologies Inc., Wood Dale, IL (May 2018 – August 2018)

•Conducted telephone and in-person interviews with potential candidates; conducted reference checks with candidates.

•Tracked and managed job openings by keeping teams in the loop with progress of candidates in Taleo.

•Managed multiple calendars, which included scheduling meetings for participants in different offices across the US and sometimes international, as needed to organize meetings and interviews.

•Follow-up with hiring managers getting information with candidates.

•Coordinated onsite and offsite events, meeting planning, and vendor relations.

•Set-up orientation packets for new hires.

Administrative Assistant – Respiratory-Anesthesia-Urology

(Manpower) – Medline Industries, Northfield, IL (August 2017–March 2018)

•Provided professional, accurate, and timely support, contributing to Division President, Vice President and team support staff of 47 as needed.

•Managed Division President and Vice President’s complex calendar daily and coordinate internal meeting logistics, video & audio (skype) conferences, meetings rooms, catering, guest arrival arrangements.

•Arranged domestic and international travel, including itinerary details and multiple destination trips.

•Assisted with onboarding of new staff and internal moves with office configurations including assisting with the planning stages of vacancies, moves, including phone, PC and furniture.

•Distributed weekly reports. Tracked and trend information as directed.

Executive Assistant – Deposits Marketing

Discover Financial Services · Riverwoods, Illinois (December 2013 – January 2017)

•Responsible for heavy calendar management, requiring interaction with both internal and external executives and assisted to coordinate a variety of changing/complex executive meetings, preventing conflicts and anticipating problems which includes clearing calendars and schedule meetings for Vice President and 5 Directors.

•Coordinated internal and external office meetings; informational/seminars which included set-up preparation, assembly of audio/video, distributions of meeting materials as well as catering preparation.

•Arranged and coordinated frequent travel arrangements for VP, 5 Directors and team support staff of 100 as needed.

•New employee and contractor on-boarding tasks using IDM. Maintained office space planning including assisting with the planning stages of vacancies, moves, promotions and new hires to assign office locations.

•Updated department work flow diagrams using Visio; Monitored and tracked PTO in Kronos.

•Assisted with purchasing of office supplies; Coordinated office repairs and equipment maintenance.

Various Temporary Assignments (July 2011- December 2013)

Legal Assistant – Legal Department

(Advance Resources) - Stepan Company · Northbrook, Illinois (June 2013 – December 2013)

Worked on special projects as requested and handle privileged and confidential correspondence; Created graphs, charts, developing spreadsheets, and PowerPoint presentations.

Maintained calendars; schedule meetings and set up conference calls by partnering and coordinating with internal and external constituents.

Arranged domestic and international travel – arranged flights, hotels and transfers; reconcile and submit expense reports.

Inspection Assignment Specialist – LAP Department

(Randstad) - College of American Pathologists · Northfield, Illinois (March 2013 – June 2013)

Located appropriate Inspection Leader/Team for all Non-routine inspections in the designated assignment region in a timely manner and processed all Inspection Feedback Reports each month for their designed region(s).

Sent designated Assigning Commissions monthly and provided information as necessary to ensure proper follow up on the Yellow and Red Reports for all events related to Assigning and Inspection in a timely manner.

Contacted any potential Inspection Team Leaders and that the Assigning Commissioner has approved to receive preliminary acceptance of assignment and sent each designated Assigning Commissioner a bi-weekly update with preliminary inspected matches from the Staff portal and any that require special attention.

Legal Assistant – Legal Department

(Randstad) - Holden Industries Inc. · Deerfield, Illinois (December 2012 – March 2013)

Prepared notices of meetings, agenda and meeting materials for Board of Directors and committee meetings.

Managed signature process and original signatures for Board of Directors. Organized and maintained minute books.

Managed signature process for closings and interacted with outside counsel regarding exchange of signatures and coordination of closing books; Drafted resolutions and other corporate documents and certificates in connection with closings; Arranged domestic and international travel, coordinate meetings and events; processed expense reports and managed legal fee bills.

Executive Legal Assistant – Legal Department

(Randstad) - Wolters Kluwer · Riverwoods, Illinois (July 2011 – November 2012)

Provided administrative support to a team of 6 attorneys and 1 senior paralegal. Demonstrated ability to preserve strict confidentiality with respect to sensitive projects and matters.

Proactively assisted in effective time and scheduled management for the attorneys and paralegal. Maintained detailed calendar and tickler system.

Handled and provided direction/support for all individual travel arrangements for attorneys/paralegals. Prepared and tracked all individual expense reports.

Assisted with approvals of direct reports expense reports and manage against department parameters and budgets. Maintained, organized and replenished desk and office supplies.

Legal Assistant – Legal Department

HSBC - North America · Mettawa, Illinois (June 1997 – August 2008)

•Provided executive level administrative support for two Senior Counsel Attorneys and paralegals with a demonstrated ability to quickly and accurately edited, typed, and transcribed correspondence, legal documents, red-lining, proposals, and reports to meet tight deadlines in fast paced environment department.

•Coordinated travel and lodging arrangements and processed monthly expense reports which reflected supporting documents and budget code indexes. Scheduled meetings, domestic and international, event planning, making all travel arrangements for partner and participants, and preparing and distributing itineraries.

•Managed expenses effectively by evaluating vendor services and negotiated on price to maintain departmental budget. Processed and monitored incoming invoices; Prepared and filed discovery requests.

Staff Legal Secretary – Legal Department

Dean Witter, Discover & Co. · Riverwoods, Illinois (October 1991 – May 1997)

•Provided administrative support for two Assistant Counsel Attorneys in the preparation and distribution of marketing copy approval files for different departments. Set up and maintained filing systems to expedite tracking of documents, updated files, databases, and other documents for record keeping.

•Assisted with event planning by booking venue and acting as the primary liaison for all involved vendors.

•Composed and distributed inter-departmental memorandums, agendas, and meeting minutes, ensuring timely delivery and receipt of information while maintaining confidentiality.

EDUCATION

Triton College, River Grove, IL:

•Completed coursework with emphasis on Business Administration.

Mother Theodore Guerin H.S., River Grove, IL

REFERENCES

Professional and character references available upon request.

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