Executive Assistant Technology

Margaret O’Brien

w ** Glen Street, Springville, NY 14141 w 716-***-**** (cell) w *******@*****.***

Summary

Highly competent and versatile Executive Assistant with an exemplary track record of providing a full range of administrative support to senior management. Recognized as a volume producer with a proven ability to undertake complex assignments simultaneously. Demonstrates a high level of initiative, flexibility and good judgment. Effectively communicates with all levels of the corporate hierarchy and external clients. A problem solver who works well in a fast-paced environment and establishes trust with user groups. Applicable skills include: Microsoft Office 2010 (Outlook, Word, Excel, and PowerPoint), Novell GroupWise, Lotus Notes, PeopleSoft A/P & HR, Workplace Manager, Visio, ProVision, Timberline, and Shorthand.

Experience

HSBC Technology and Services, Buffalo, NY

IT Office Manager & Executive Assistant 2017-2020

Executive Assistant to Risk IT Head US & Compliance IT Head US Group Functions IT

Business Continuity Planning for Buffalo, NY; New Jersey; New York City; and Arlington, IL.

Onboarding new employees and contractors.

Executive Assistant 2012-2017

Executive Assistant to Risk IT Head of US & LATAM.

Coordinate international and domestic travel itineraries to include processing Visas when needed, and preparing expense reports, as needed. Maintain calendars for Global Heads and a few of their Directs, coordinate meetings and venues. Screen incoming e-Mail appointments.

Prioritize work to meet deadlines with minimal guidance.

Process team departmental invoices. Administrative Support. Order all procurement for 3 internal teams. Maintain office supplies, and responsible for monitoring the floor, working closely with our Security, Facilities, and Corporate Real Estate Departments.

Executive Assistant

Executive Assistant to Global Head of Risk IT Strategy & Architecture: 2005- 2012

Coordinate international and domestic travel itineraries, prepare expense reports. Maintain calendars, coordinate appointments and meetings. Screen incoming e-Mails and telephone calls.

Keep minutes and Action Items for weekly meetings. Transcribe in shorthand as required. Prioritize work to meet deadlines with minimal guidance.

Process expense reports and departmental invoices. Administrative Support for the 9th floor, which includes approximately 160 employees. Maintain office supplies for five internal departments. Responsible for floor monitoring, working closely with Facilities and Corporate Real Estate Departments.

Steven J. Baum PC, Amherst, NY 2008-2009

Legal Assistant – (Part-time second job)

Part-time Foreclosures Department – Gathered necessary paperwork to send to Attorney assigned to file.

Delaware North Companies, Inc., Buffalo, NY 1995-2005

IT Office Supervisor & Executive Assistant (1998-2005)

Maintained CIO and Director executive calendar; coordinated appointments and meetings.

Prepared and typed a variety of highly complex reports. Typed from rough copy or dictation, editing grammar, punctuation and spelling as needed. Transcribed in shorthand as required. Prioritized work to meet deadlines with minimal guidance.

Created correspondence from information given by executives and signed or initialed in lieu of supervisor.

Organized and maintained departmental contract files working with Legal Department. Maintained vendor files, and the most complex and/or confidential project files including personnel portfolios.

Margaret O’Brien Page 2

Screened all incoming telephone calls for CIO and determined those to be directed to other personnel within the company. Provided callers with information that required a comprehensive knowledge of company policies, practices and operations. Independently responded to inquiries, verbally or in writing.

Organized travel arrangements, set itineraries and produced expense reports. Reviewed all subordinates’ expense reports for processing.

Maintained departmental cellular phone program. Responsible as IT liaison for Home Office and subsidiaries teleconferencing needs.

Maintained departmental attendance files, and weekly and monthly Workplace Manager reports for distribution to department and senior management.

Reviewed and approved all departmental invoices for payment using PeopleSoft A/P.

Coordinated new departmental employee orientation and coordinated workspace.

Opened and reviewed all incoming mail to CIO: screened, sorted and forwarded to appropriate area. Responded to routine inquiries.

Responsible for floor monitoring working with Office Services Department.

Information Technology Assistant (1995-1998)

Assistant to Director of Technical Services: screened telephone calls, and forwarded messages to the Director and backup for the CIO.

Assisted Director with special projects. Acted as backup assistant to the CIO as required and assisted as backup for the Help Desk phone lines.

Made travel arrangements, scheduled meetings, maintained calendar and prepared invoices for payment.

Prepared letters and memos for distribution. Transcribed minutes of various IT meetings. Maintained vacation and training schedules. Prepared and reviewed expense reports for the department. Opened and reviewed all incoming mail: screened, sorted and forwarded to appropriate areas.

Maintained office supplies to ensure a continuous workflow. As Procurement Administrator, prepared purchase orders for hardware, software and point-of-sale equipment for corporate home office and all the subsidiary units.

Sigma Marketing Group, Amherst, NY 1993-1995

Administrative Coordinator

Prepared and coordinated the production of catalogs and letters for database marketing programs primarily used by banks to market credit cards and inform customers of mergers/acquisitions. Prepared marketing presentations, budgets, timelines, proposals and portfolios of materials for presentation to prospective customers. Keyed and edited information. Prepared draft layouts. Input databases for rush orders.

Maintained client-billing records. Purchased outside services and prepared invoices for payment. Hired temporary help and ordered office supplies. Handled overnight shipments, made travel arrangements and screened incoming telephone calls.

Rich Products Corporation, Buffalo, NY 1988-1992

Human Resources Assistant (1991-1992)

Scheduled employee interviews with managers and candidates. Administered tests to office candidates. Prepared letters of employment and separation. Assisted manager with relocation projects. Coordinated job announcements internally and externally.

Maintained records on the employee Educational Assistance Program. Maintained Service Awards Program and prepared new materials to aid employees.

Kept minutes of Day Care Governing Committee and the Rich Baseball Operations meetings, which involved high-level management of the company.

Human Resources Specialist (1988-1991)

Administered the Attendance Policy, Educational Assistance and Salary Administration Performance Review Programs, which ensured salary increases were in line with corporate guidelines. Provided input to payroll. Coordinated Summer Casual Program. Maintained monthly Management Union meeting minutes.

Canisius College - Financial Aid Department, Buffalo, NY 1986-1988

Secretary/Receptionist

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