Executive Assistant Operations Administrator

ANDREA M. STEPHENS http://www.linkedin.com/in/andreastephens

949-***-****, ************@*****.***

Colorado Springs, CO 80923

EXECUTIVE ASSISTANT to the CEO, President and Executive VP

Exceptionally competent Senior Executive Administrative professional providing full admin support to top tier management. Strong communication skills and experience managing confidential issues. Outstanding work ethic, commitment to excellence with a highly professional demeanor. Confident business communicator with talent for managing projects while being keenly aware of timelines, goals and personalities. A reputation for resourcefulness, maintaining confidentialities and meeting deadlines.

Technical skills: Microsoft Office, Publisher, Photoshop, Illustrator, QuarkXPress

PROFESSIONAL EXPERIENCE

WESTERN NATIONAL PROPERTY MANAGEMENT, Irvine, CA 2012 – 2015

Executive Assistant to the President

Provide high-level administrative support including research, preparing reports and correspondence, greeting visitors, managing conference calls, scheduling meetings and making all travel arrangements Maintains an executive calendar and meeting agendas and prepares executive presentations. Assists other executives on an as needed basis.

Support the President’s major philanthropic involvements with three non-profit boards (all significant philanthropic organizations).

In particular, support the President’s board involvement in one of these local non-profits (an educational institution) as that Board’s Recording Secretary, attending monthly board meetings, which requires approximately 20 hours per month of board reporting.

Interface with company’s Art Director on print projects, coordinating design, pre-press, and final approvals before printing.

Assist the Regional Property Managers with tracking and coordinating all associated real estate and brokerage licensing for 30 key executives and managers.

During the “cap-walk” season, coordinate on-site property assessments for all capital improvement needs as well as coordinate budget meetings and tracking the individual building ratings.

Maintains the President’s very complex calendar, coordinating all of meetings and handling schedule changes.

ALZHEIMER’S ASSOCIATION ORANGE COUNTY CHAPTER, Irvine, CA 2010 – 2012

Executive Assistant to the President/CEO

Provided administrative support to the President/Chief Executive Officer (CEO) of the Alzheimer’s Association of Orange County including general word processing, copying, filing, assembling, travel planning, and mailing of materials for the CEO.

Managed the CEO’s schedule, support systems and communications including correspondence, while providing administrative support for the Director of Finance and Board of Directors.

Prepared information and meeting materials for the Board Director and Executive Committee.

Coordinated special projects as assigned including events, research and donor prospecting.

Attended staff, Board of Director and committee meetings providing meeting minutes.

Served as liaison to national office, local charities, etc. representing the CEO.

Created, planned and implemented the annual CEO summit.

IRVINE COMPANY APARTMENT COMMUNITIES, Irvine, CA 2002 – 2009

Executive Assistant to the President

Provided top level administrative support to the President and interacted with senior executives and management on a daily basis. Maintained high level of confidentiality in management of critical and confidential documents.

Team leader of 21 administrative assistants, including interviewing, providing training, creating and implementing procedures and systems.

IRVINE COMPANY APARTMENT COMMUNITIES (continued)

Prepared correspondence, meeting materials, exhibits, and PowerPoint presentations for the Chairman, Executive Committee, and Board of Directors.

Communicated effectively with clients, vendors, co-workers and executives at all corporate levels.

Responded to residents’ complaints, resolving sensitive issues with diplomacy and tact.

Developed, organized and led team of volunteers to coordinate annual holiday party, company barbeque, and quarterly brown bag presentations.

Managed heavy volume of email and telephone communication, scheduled calendar, and made frequent complex travel arrangements.

Handled all personal affairs for the President

VITATECH INTERNATIONAL, Inc., Tustin, CA 1997 – 2001

Production/Operations Administrator

Interfaced with operations and production management providing organizational and procedural expertise to maximize departmental productivity. Provided executive administrative support to Vice President of Operations.

Coordinated and expedited revisions to quality control and standard operating procedures.

Created and implemented programs for quarterly GMP and safety training.

Designed, implemented and improved standardized formats for internal forms efficiencies.

Produced detailed summaries of staff meetings, tracked action items and projects for management.

Designed, edited and produced quarterly four-page newsletter distributed to 300+ employees.

EDUCATION and TRAINING

IRVINE VALLEY COLLEGE, Irvine, CA

Coursework in Digital Arts (and field trips) including: History of Design, Fonts, Drawing and Architecture

UNIVERSITY OF CALIFORNIA IRVINE EXTENSION, Irvine, CA

Coursework in Digital Arts including: Elements of Design, Sketching & Freehand Drawing, QuarkXPress, Adobe Photoshop & Illustrator, the Design Process and Research & Analysis

CABRILLO COLLEGE, Soquel, CA

Coursework in Social Sciences, Anthropology, Psychology, Geography, English Lit, Music Composition and Fine Arts.

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