Virtual Executive Assistant to Tax Attorney and Certified Public Accountant (2022 – Present)

Robert S. McCarty, JD, CPA, Ltd., Geneva, Illinois

• Perform office support tasks, such as answering phones and responding to emails. Proactively schedule meetings, appointments and interviews with clients, lawyers and witnesses. Schedule and book all domestic/international travel, including ground/air transportation and hotels. Complete and submit all travel-related expense reports at time

of return.

• Compare, input and validate data points against source documents/tax returns. Remove corrupted, inaccurate or incorrectly entered data points. Repurpose existing data entry forms in Excel and Google Sheets. Utilize Microsoft Excel formulas and functions, as well as Pivot tables to analyze data, create and organize invoices and financial statements, merge contact files, track amortization payments and depict data for reports and PowerPoint presentations.

• Apply systematic knowledge of databases and tracking systems to locate legal documents and tax returns. Create and organize information, generating reference tools for easy use.

Operations, Administrative and Onboarding Coordinator (2018 – 2022)

Abbott, North Chicago, Illinois

• Maintained Outlook calendars for 11 managers of North Chicago and St. Paul divisions. Scheduled departmental meetings and events, as well as regular one-on-one, staff and financial meetings. Coordinated domestic/international travel, including car service, airfare, hotels and restaurants. Recorded itinerary details in calendars. Maintained event calendar for 70+-person department, proactively communicated revisions and additions to appropriate internal/external contacts.

• Streamlined onboarding procedures by which new hire data were inputted, iOS devices and software ordered, software licenses managed, and consequently, successfully reduced the time between job offer acceptance and new-hire arrival by 30%+. Entered and tracked new hire data in company HRIS systems, SAP R/3, as well as identity access management (IAM) and multifactor authentication software systems, like SailPoint IIQ.

• Proactively communicated with new hires about company and department regulations, work schedules, dress code, first day check-in instructions and driving directions. Instructed new hires on company intranet sites related to corporate branding, human resources, benefits, payroll, ongoing education and multiple-language support.

• Created, tracked and prioritized OpEx and CapEx material orders, using SharePoint to streamline data entry and work collaboratively with company procurement and vendors with respect to bid requests (RFBs), contracts, material returns and “net 90” payment policy. Drafted business proposals according to company CTO and procurement requisites. Developed and implemented new procedures for data input, receipt collection and SAP Concur utilization for more systematic chronicling of all Concur expense reports related to client travel, and as a result, identified and recouped $187,670+ in unbilled client charges.

Executive Assistant to C-Suite Executive Vice Presidents (EVPs) (2016 – 2018)

Abbott, North Chicago, Illinois

• Applied Microsoft Office 365 Outlook and Google Calendar applications for five confidential and complex EVP calendars with a focus on proactive analysis of executive availability. Scheduled recurring internal, external and virtual meetings, including all-hands, board, off-site and one-on-ones. Booked domestic and international EVP travel, including commercial ground and air transportation, charter flights, hotels and restaurants. Analyzed, and often revised or completed expense reports of returning EVP travelers. Served as gatekeeper for C-Suite executives.

• Processed incoming customer phone calls, drafted correspondence (electronic and hard copy), coordinated conference calls, served as liaison and escort to internal/external stakeholders, board of trustees’ members, U.S. politicians, donors, senior staff members and guests from affiliate organizations. Coordinated with security, hospitality services and facilities management to ensure guests’ safety, comfort, and successful building navigation within the large North Chicago campus and Lake Forest satellite sites.

• Created PowerPoint presentations, financial spreadsheets, special reports, white papers and agendas for EVP meetings. Kept the EVPs of Finance, Legal and Human Resources apprised of priority and time-sensitive issues and deadlines.

Senior Executive Assistant to a Company Officer/Executive Vice President (EVP R&D) (2007 – 2015)

Stepan Company, Northfield, Illinois

• Expanded HCL Notes (formerly IBM and Lotus Notes) to communicate proprietary information. Applied Microsoft Excel to record and track R & D sales revenue; utilized PowerPoint to depict and extrapolate trends in those revenue data sets. Collaborated with Finance to prepare department budgets.

• Utilized HCL Notes and Domino Designer in a successful division-wide launch of two databases — the first, a secure, sustainable HCL database storing confidential R&D employee and administrator credential files, as well as sensitive upper management succession plans; the second, a secure database housing chemical formulations of Stepan trademark products. Brought to bear my project management expertise to plan the scope of each launch and estimate user training expenses. Created Gantt charts to depict timelines, deliverable due dates and milestones. Strategically built more flexibility into user training schedules via the offering of web conferencing and live stream recordings.

• Organized complex annual R & D corporate technical symposiums, with 15 presenters and 300+ international attendees, and a $32K budget that included livestream production, speaker and venue contracts, remote location arrangements and senior executive accommodations. Scheduled and facilitated all quarterly global R & D live broadcasts, providing administrative, technical and motivational support to speakers.

• Drafted and designed internal and external communications, such as company sustainability reports, press releases, policies and procedures integral to customer support and the global introduction of initiatives and programs. Worked interdepartmentally to design sales tools and promotional technical presentations for the Sales division.

EDUCATION AND TRAINING

Dominican University

Bachelor of Arts in Mathematics

Illinois Teaching Certificate Type 09 (Grades 6–12)

MS Excel Expert Certification (in progress)

Data Analytics with Microsoft Excel

American Management Association (AMA) Courses

Project Management, Technical Writing and Effective

and Diplomatic Communication

ADDITIONAL REMOTE WORK

Author (100% Remote for 2.8 years)

Sixth Grade Everyday Mathematics, Third Edition, 2007 University of Chicago, STEM Education, Chicago, Illinois

DISTINCTIONS

U.S. Peace Corps Volunteer (2.5 years)

High School Mathematics Instructor

Aleipata, Western Samoa

Valedictorian

Rosary High School

Aurora, Illinois

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