Administrative Assistant Executive

Marion Palermo

*** ****** ******, **********, ** 11758 516-***-****

*************@*****.***

PROFESSIONAL SUMMARY

Hard-working, efficient individual that possesses leadership skills, is highly organized and detail oriented with exceptional follow-through abilities. Proactive, works well independently and is also a team player having the ability to collaborate with diverse individuals. Excellent administrative, clerical and time-management skills with a demonstrated ability to prioritize and handle multiple projects and heavy calendar in a fast-paced environment. Takes initiative and is a creative problem solver. Possesses outstanding communication skillsets especially when interacting with customers. Have experience working remotely for the past two years.

WORK EXPERIENCE

Telephonics Corporation, Farmingdale, NY November 2008 – Present

Sr. Administrative Assistant to Vice President Contracts Administration (Oct 2018 – Present)

Daily/As Needed

oMaintain proposal database in MS Access and SharePoint.

oCreate Bid Log numbers for ROMs for Business Development.

oUtilize Oracle to prepare No Cost Sales Orders, purchase requisitions, enter funds, run various reports, and create new catch-all projects.

oRetrieve purchase orders from customer portals.

oOrder supplies/paper for office.

oMaintain meetings calendar for VP, and PTO calendars for the entire Contracts Department.

oCoordinate travel arrangements for Business Development and Contracts Departments.

oResponsible for on-time payments of department invoices.

Weekly

oRun New Orders Report in Oracle.

Bi-Monthly

oPrepare and distribute Mid-Month New Orders Report.

Monthly

oPrepare and distribute Monthly New Orders Report.

oRun multiple reports in XL Connect.

oResearch contract numbers and coordinate monthly updates for DCMA.

Quarterly

oPrepare Quarterly Liquidated Damages Certification Memo.

oPrepare Significant Awards Memo.

oCoordinate project catchalls between Contract Administrators and Business Administrators.

Executive Secretary/Sr. Administrative Assistant to Vice President PMO & Engineering (Nov 2008-Sept 2018)

Managed all administrative work for Vice President and Vice President/General Manager.

Maintained very busy calendar in MS Outlook for multiple individuals.

Set up monthly review meetings and prepared power point presentation to present to upper management.

Recorded action items at meetings and maintained the list to make sure actions were completed in a timely manner.

Coordinated travel arrangements, including airport transportation (sometimes on very short notice) for VP, Program Managers, Engineers and the Business Development team.

Reconciled travel expenses in Concur.

Completed passport and visa applications for international travel.

Created purchase requisitions in Oracle.

Marion Palermo

Page 2

Processed forms for Security Department for visiting international and domestic customers.

Coordinated breakfasts/luncheons for meetings and/or visiting guests.

Welcomed new employees to the department and arranged for a cubicle, supplies, computer and phone for their arrival.

Ordered supplies for department, as well as copying, scanning, and filing.

Grubb & Ellis, Melville, NY September 2003 – February 2008

Executive Assistant/Office Manager

Supported lead broker and all other brokers.

Maintained monthly commissions spreadsheet.

Prepared monthly report of commissions to Regional Manager (NYC office.)

Assisted in budget preparation for the Long Island Office.

Placed weekly ads for properties in local newspapers.

Loaded photos of properties to computer for ads and flyers.

Prepared flyers of properties.

Bounded books on electric binding machine.

Typed correspondence and completed large mailings in MS Word.

Lord, Bissell & Brook LLP. New York, NY March 2003 – September 2003

Legal Assistant

Supported two litigation attorneys.

Managed all administrative work.

Prepared for in-house depositions.

Typed all legal documents.

New York Stock Exchange, Inc., New York, NY

Confidential Secretary to Vice President September 1998 – February 2003

Legal Secretary in Legal Department September 1979 – September 1985

EDUCATION

High School Graduate, Brooklyn, NY

SKILLS

Proficient in MS Office (Word, Excel, Power Point; Access and Outlook). Knowledge of Lotus Notes, MS Publisher, Visio, EIS XL Connect, WebEx, Zoom, Oracle, SharePoint and Concur. Typing skills: 80+ wpm and Steno.

Contact this candidate