Administrative Assistant Executive
Resume:
JUSTINE LIVINGSTON
***************@*****.***, Gwynn Oak, Maryland
Meticulous, task-driven, hard-working, and dedicated, Executive Assistant with 30+years of administrative experience in managing client-centric office operations. Equipped with exceptional ability to facilitate all aspects of internal and external communications, supporting the day-to-day administrative/office, financial, and operational functions by working closely with C-Level executives. Aligning business objectives with comprehensive administrative knowledge to achieve maximum operational impacts, and boost efficiency.
AREAS OF EXPERTISE
File Maintenance, Time Management, Schedule Management, Organizational skills, Client & Employee Relations, Efficient Calendar Management, Workflow Mentor & Coaching, Budget Management, Influential Negotiating Skills, Deadline Driven, Prioritizing Workflow, Good Listener, Strong Team Player, Go Getter, Detail Oriented.
Management
Establishes self as a strong member of the management team.
Hired new employees and trained on various practices and procedures and shared my knowledge.
Deadline driven, quick learner
Excellent people skills, strong team player
Maintained confidentiality as needed• Gained trust from my fellow peers as well as upper management
Manage a high volume of workload in a timely manner
Challenges always met
Administrative
Supported VP/General Manager-Site Head, Sr. Directors, Executive Level peers, Human Resources, Managers, Project Managers and the entire staff.
Sending out Site-wide emails, managed conference rooms scheduling, adjusting any conflicts
Maintained several calendars with scheduling meetings, conferences, seminars, and events.
Answered a high volume of inbound calls, made follow- up calls daily
Opened/sorted all incoming mail, processed all mail and bulk mailings of Fed-Ex packages
Wrote step-by-step instructions as a guidance.
Assisted with onboarding of new employees, setting up interviews and sending out all required information needed for interview.
Served as the Chairperson to prepare for all events.
Submit Expense Reports in Concur for VP/General Manger and several Senior Leaders as well as the entire staff as needed.
Created/Approve Purchase Orders/Requisitions
Legal Document Review
Negotiated and finalized all company contracts including product agreements, service agreements, software license agreements, nondisclosure agreements and vendor agreements.
Patent/Trademark Preparations
Patent/Trademark USPTO filing, Proofread, edit, and typed all USPTO Applications, Updated docketing system, Official Filing Receipts (OFR) Letters, IDS Disclosure statements.
ADDITIONAL SKILLS
Typing 93wpm, WordPerfect 7 & 12, Microsoft Word, Microsoft Outlook, PowerPoint, Excel 2010, Microsoft Office Teams, SharePoint, OneNote, Zoom, Concur, Dayforce, Smartsheet, Go Webinar, WebEx, Google Suite, Docs Open, CMS, QuickBooks, Ariba, Salesforce, Adobe Acrobat XI Pro, Abacus Law/Jenark, Docs Open, CMS, QuickBooks, SharePoint 2010, and SharePoint 2013, Timeslips, Time Matters, DeskSite, Delta View, E-Counsel Web, TOC/TOA. Lotus Notes 6.5, Hummingbird, DMT, KPERS, QLINK, Document Management System-DM5, Siebel, Adobe Creative Suite, EXP Power Image, Mainframe, Captiva, RDC, Master Data System, Track Changes, Kronos, Core, Accutrac, Visio, E-Filing system, Live Meeting, Carpe Diem, DYMO Label Writer, Photocopying Machines, Blueprint Machines, CM Management, Dictation Equipment, Multi-line Switchboard,
EXPERIENCE
Executive Assistant to CEO-(Contract to Hire)
CHIMES-Baltimore, MD
December 19, 2022 – Present
Serve as a key partner to the CEO providing comprehensive support to the CEO, Board of Directors, and Executive Team.
Ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality.
Provide sophisticated calendar management for CEO.
Prioritize inquiries and requests while troubleshooting conflicts; make judgements and recommendations to ensure smooth day-to-day engagements.
Act as a liaison and provide support to the Board of Directors. Arrange and handle all logistics for Board meetings and events: schedule meetings; draft agendas; develop, compile, and distribute presentation materials; and record meeting minutes on behalf of Board Secretary. Adhere to compliance with applicable rules and regulations set in bylaws regarding Board matters.
Complete a broad variety of administrative tasks that facilitate the CEO's ability to effectively lead the organization, including assisting with special projects; designing and producing complex documents, reports, and presentations; collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence; maintaining contact lists; making travel arrangements; and completing expense and mileage reports.
Serve as the primary point of contact for internal and external constituencies on all matters pertaining to the CEO, including those of a highly confidential or critical nature. Prioritize and determine appropriate course of action, referral, or response, exercising judgement to reflect CEO's style and organization policy.
Work closely with the CEO to keep them well informed of upcoming commitments and responsibilities, following up appropriately. Act as a "barometer," having a sense for the issues taking place in the environment and keeping the CEO updated. Anticipate CEO's needs in advance of meetings, conferences, etc.
Coordinate all Executive Team meetings and retreats and assist with staff meetings and events as needed.
Provide "gatekeeper" and "gateway" role, providing a bridge for smooth communication between the CEO and staff, demonstrating leadership to maintain credibility, trust, and support with the Executive Team. Complete projects by assigning work to appropriate staff, including the Executive Team, on behalf of the CEO.
Work with the Executive Team to coordinate the CEO's outreach activities. Follow up on contacts made by the CEO to cultivate ongoing relationships.
Provide event management support as requested.
Provide hospitality to all guests and help to create a welcoming environment.
Process and distribute daily mail. • Invest in building long-lasting relationships both externally and internally.
Other projects/duties as assigned for the overall benefit of the organization.
Sr. Administrative Assistant/Executive Support
EMERGENT BIOSOLUTIONS-Baltimore, MD
January 2017-November 11, 2022- (3/2016 Administrative Assistant (Temp)
Serves as a key partner to the VP/General Manager-Site Head, provided general and operational support to the Sr. Directors, the Leadership Team, Human Resources, Project Managers, Executive level folks, Safety Health & Environmental Manager, and the entire staff with all administrative/Executive/Office management duties including managing calendars, files, routine correspondence, and anticipating next steps and issues as needed.
Acts as a liaison between executives and the organization.
Welcoming all visitors (clients, auditors, stake holder, vendors, auditors, board members, and internal employees from other office locations) identifying the purpose of their visit before directing them to the appropriate department.
Proven ability to interact successfully with varying levels in and outside the organization in a demeanor that is representative of the leadership team.
Generate, compose, and edit confidential, routine, and non-routine documents. Proof-read documents and material and correct as necessary and/or compose routine correspondence using predetermined formats.
Able to quickly gain trust and build relationships quickly with internal/external folks.
Coordinates work with third-party suppliers both internal and external to address support needs on behalf of the VP and executive level staff.
Comfort and ability to thrive in environments that may present multiple and simultaneous demands.
Ability to work to meet deadlines or address priorities even if after work hours (as needed).
Known to go way and beyond my normal duties at all times
Pointed Chairperson for coordination/planning of all events at the site from January-December.
Point of contact person for cleaning services as well as stocking of coffee supplies.
Continuous learning updating skills.
Mentor others and served as a role model.
High degree of emotional intelligence and ability to effectively manage stressful situations.
Ability to motivate others, share knowledge known and manage conflicts in a timely manner,
Provide exceptional attention to detail in all efforts and outputs.
Setup one on ones weekly and monthly.
Prepared all Expense Reports in Concur for the VP/General Manager, Directors, and the entire staff on a regular basis.
Prepared Travel (International/Domestic) Hotel, and Rental car accommodations.
Site -wide ordering lunch (Feed the entire site including temporary workers, contractors, clients as needed).
Attend meetings, taking detailed minute meeting notes.
Track and facilitate contract renewals, membership’s external commitments, and approvals needed in a timely manner.
Serve as information source and respected advisor on departments and organizational policies and procedures.
Backup support for the Quality Department (pulling Batch Records, Logbooks) working closely with the Investigators.
Working closely with Environmental Safety & Health Department with updating Evacuation procedures/rosters.
SharePoint Administrator (Contractor)
MEDIMMUNE Frederick, MD- Aerotek – Contract Assignment
09/2014 to 09/2016
Provided administrative support to the Sr. Manager of Construction, Facilities & Engineering MFG/Supply Chain, BGI, BUCH, OMNI, Update and Re-Publish New Construction Posters, High volume of communication with various Contractors/Vendors, Coordinate Bi-Weekly Safety meetings (audio/video conferencing, and webinars.
Set up conference room, distributing meeting material, send update emails as needed.
Point of contact person for Safety Eyeglasses, and Safety Shoes, responded to all requests, inquiries regarding Safety Eyeglasses and Safety Shoes., SHE Help Desk
Back – up person to attend meeting taking detailed meeting minutes for the Construction Facilities Engineer Supervisor.
Worked closely with the Safety Metrics Presentation Development Specialist to develop designs and relational database design.
Add Quick Links to SHE Library as requested, set up maintenance and training data repository using SharePoint.
Managing SharePoint permissions, Audit user and Admin actions. Analyzing and reporting upon SharePoint usage and activity.
Ability to troubleshoot issues as well as collect edits post and distributes information. Clean-up Migrate versions of SharePoint, scanning hard copy documents into the digital library. Configuration of SharePoint accounts and sites.
Managed and administration of the SHE SharePoint Library which includes the organization, uploading and retrieval of digital files used by the Safety Department to follow internal audit requirements and the SHE Management System procedures.
Experienced in configuring custom third-party tools in the SharePoint server. Experienced in developing search scopes to customize search functionality. Investigated and demonstrated for migration to SharePoint 2010/2013 and hands-on migration of a highly customized SharePoint internet/intranet farm using PowerShell including setup of Active Directory trusts.
Excellent communication and strong people skills with quick adaptability to new environment.
Administrative Assistant
TIAA-CREF-Bethesda, MD
11/2010 to 08/2014
Provided general administrative support to the Wealth Management Advisor's, Senior. Financial Consultants, the Branch Office Manager (BOM), and Director.
Opened office daily. Answered all inbound calls and took detailed messages
Maintained overall office calendar to coordinate activity flow, meetings, conferences, and events. Preparation of seminars, events, Processed all forms, and checks.
Opened, distributed and date stamped all incoming mail and faxes. Bulk mailing of correspondences, Fed-Ex packages.
Communicated with accounting related vendors, (including accountant and auditors), and prepared invoices for AA advertising and other services.
Ordered business cards and name plates for staff as needed, maintained master keys for all doors and security codes.
Coordinated and direct office services, such as records, and housekeeping
Set up off-site meeting for clients at various Institutions. Ability to multi-task, strong people skills, and client focused.
Performed my own correspondences and memos as requested. Ordered and maintained office supplies
Researched and updated existing member records as needed. Organized and packed promotional materials for various seminars or Compliance meetings,
Point of contact person troubleshooting calls with IT department for all Laptops, Printers, Video Conference equipment, TV, arranged for the repair and maintenance of office equipment.
Other Limited administrative support to staff, such as travel/meeting arrangements as well. Oversee all aspects of general office coordination.
Mentor others and served as a role model.
International Travel and Hotel accommodations,
High volume of uploading of documents into the system,
Preparation of pre-issuance documents, fees and payment.
Compose client letters/correspondences, IDS, Notices to file, Declaration and Power of Attorney.
VOLUNTEER EXPERIENCE
Chairperson for All Events Coordination-3/2016-11/2022
CERTIFICATES
Outlook: Time Management/Calendar, Administrative Professionalism, Creating a Positive Customer Service, Outlook: Efficient Email Management, SAP Material Management, Microsoft Teams, Outlook (Office 365/Microsoft 365)2020, Project Management, Working with Multiple Calendars.
NOTARY
State of Maryland-Baltimore County, Commission Expires- January 22, 2024
EDUCATION
McDonough Senior High School Promfret, MD High School Diploma, Business Management 1984
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