Barbara Gray

Saint Paul, MN ***** adz4lc@r.postjobfree.com 612-***-****

Senior Executive Assistant Profile

Accomplished and detail-oriented professional with over 15 years experience in office and operation management, executive administration, HR coordination, superior customer service, and project management.

An integral leader who offers proven expertise in executive assistance, scheduling, travel coordination, logistics management, managing seniors’ diaries and appointments, and budget optimization experience in alignment with a company’s vision, value, and goals. Excellent communicator with superior attention to detail who seamlessly interfaces among C-level teams, business/operational peers, stakeholders, and clients. Out-of-the-box thinker who strategically plans projects to maximize the bottom line while promoting the utmost professionalism, sound ethics, and superior business confidentiality practices. Proven demonstrative ability to prioritizing workflows and projects, streamlining decision-making processes, preparing agendas for meetings, and executing strategic initiatives for process improvement, enhancing existing organizational systems, and standards.

Work Experience

Reason of Gap: Working as a freelancer and looking for new opportunities.

Account Executive Assistant

U.S. Cellular/6 mos. Contract-100% Remote - Saint Paul, MN

August 2021 to February 2022

•Scheduled all providers for (24/7) work on Us Cellar Cell Tower 5G modernization requests. Avg/100requests per/day via e-mail.

•Was primary point person for e-mail PO requests. Also responsible to contact Modernation ProductProject Directors/Engineers for any follow-up actions from Us Cellar tower insight electrical and process engineering.

•Monitored in house tracking systems for Alarm event tracking and alarm weekend support for anynon-regular actions.

•I trained and obtained understanding of 6 week training program in 4 weeks. It encompasseda complicated, archaic, non user friendly, several leveled, internal software program designed and developed by USCellular electrical and process engineers.

Reason of Gap: Due to Covid looked for new opportunities.

Administration Specialist, Business Development - Weapon Systems

BAE Systems - Minneapolis, MN

February 2018 to March 2020

•Proactively engaged, collaborated and supported two independent teams. Was primary support forweekly team WebX taking/distributing and any follow up actions in dept minutes.

•Delivered excellent administrative assistance to a senior director of marketing and a directorof New Business Advanced Weapon Systems. Checked and provided clearance check offsite visits and meetings. Scheduled Holiday celebration for teammates, including travel reservations, agenda production, scheduling of food and activities for a three day weekend trip to Washington D.C. Was conduit contact for White House different level security clearance checkins for meetings and tours w/Sr Advisors, Generals, Senators, and other White House staff associated with Dept. Of National Security.

•Held full accountability to generate requisitions and purchase orders while processing invoices withprecise accuracy.

•Was excellent support in arranging and producing required Visa travel letters while updatingdistribution lists as needed. Managed and maintained all expense accounts by departments scheduling and balancing accounts to ensure precision.

•Utilized strong interpersonal and outstanding communication skills in cultivating and sustaining trustedrapport with clients, staff, and senior leadership.

Program Coordinator, AF Solutions Global Marketing Department

Medtronic - Minneapolis, MN

February 2016 to February 2018

•Executed multitasking and time management skilling in planning, organizing, scheduling, andcoordinating in the management of large events and corporate meetings.

•Received, examined, and incorporated external vendor statements of work agreements and invoiceswhile confirming the accuracy doctrine. Primary Dept. Newsletter contact.

•Coordinated with the departmental financial analyst to prepare multiple business and financials andHR Dept Generalist confidential reporting, statements and deliverables for Dept. Sr Director. Including the financial monthly budget, YTD’s, line item (expenses) accrual tracking along with variance analysis complicated reports.

•Leveraged the usage of WebEx and other virtual technology systems to perform and complete day-to-day assignments in compliance with specified SOPs and deadlines.

•Compiled, stored, and updated education training survey results through consistent follow-up usingBOX and SharePoint.

•Contributed to the production of the first-ever departmental newsletter by tracking, Dept main contactfor their business team quarterly contributions, and processing all expenses and costs associated with production in collaboration with the eCommerce team (took 9 mos to produce) Learned and entered all data into Adobe Acrobat.

•Actively cooperated, developed internal Power Point decks with the performance-driven team to createthe first GSC communications utilizing PowerPoint reports.

•Prepared and forwarded program progress report to GSC B2B functional groups using Six Sigmarequirements expertise.

•Kept up-to-date patient records by scanning and inputting client contracts and pertinent documentsinto the eCats databases.

•Administered and ensured compliance of all schedules through travel arrangements

•Expense reporting support for 4 Dept Directors via internal Medtronic Oracle and system softwareprograms.

•Time reporting and entered confidential employee data for company wide, Annual Review/SuccessionSales Force quarterly recognitions.

Human Resources Business Analyst

Allina Health - Minneapolis, MN

July 2015 to February 2016

•Exhibited HR administration skills by cooperating in the administration of overall talent acquisition andretention procedure from interviewing to onboarding while supporting a team of 20 human resources personnel.

•Distributed large numbers of communications using multiple channels, including One Note, email,faxing, scanning, and phone calls.

•Synchronized WebEx teleconferences and large meetings.

•Supervised Checkster background system and attached pertinent OneNote applicant information withother HR Generalists and associates.

•Served as a primary point of contact for acquiring messages from Managed HR Voicemail box andaccelerating communications via screening, sorting, and sending to appropriate HR generalists/recruiters for further proceedings. (Average 85/day).

•Assisted the HR department team and four generalists in planning and scheduling monthly orientationfor averaging over 100 new hires each month.

Employment Gap

June 2012 to June 2015

● Personal Sabbatical

Executive Assistant To CFO & Controller

Wellpoint/Decare Dental - Eagan, MN

May 2010 to May 2012

Drove high-quality executive administrative support to CFO, Senior Vice President, and Finance Department with 55 employees. Facilitated executive management by booking and reserving all travel and professional development activities.

Performing a range of HR administrative functions, including compiling records and files of new and departure employees, arranging and setting up required equipment, organizing and facilitating interviews, and other diverse administrative/HR functions.

•Held full accountability to organize and streamline CFO and two departmental heads Outlook calendarand expenses.

•Designed and amended presentations for WebEx quarterly finance meetings.

•Aided with receiving and correspondence, emails, inquiries, and requests associated with month-endboard meetings.

•Applied multitasking skills in carrying out backup support through streamline ongoing activities inabsence of the Delta Dental CEO.

•Received and deposited approximately 100 checks daily for clearing from individual dental clinicsacross Twin Cities into several different Wells Fargo accounts with speed and accuracy.

Executive Assistant To CFO & Controller

Honeywell - Golden Valley, MN

August 2007 to April 2010

Implemented multitasking and highly collaborative approach to produce exemplary executive administrative support for

CFO, Senior Vice President, as well as overall Finance department along with accumulated staff strength of 70 personnel.

Systemized and reserved all travel, examined and processed expenses, and proactive coordination in streamlining professional development activities for cross-functional departments.

●Contributed to successfully arranging and executing company-wide quarterly financial video meetingsthrough compilation and transformation of comprehensive presentations.

●Held accountable for organization and administration of executive Outlook calendar as well as WebExmeetings.

●Assembled, recorded, and stored all board meetings notes, minutes, and materials for reference anddecision implementation.

●Examined and assembled data for report preparation while actively participating and accomplishingvarious research projects in line with organizational needs and project requirements.

Education

Bachelor's Degree in Education

Augsburg College - Minneapolis, MN

Skills

•Strategic Executive Administrative Support

•Budgeting & Expenses

•Reporting & Administration Documentation

•HRIS, Office & Operational Management

•Talent Acquisition & Retention

•Large Group Management

•Employee Onboarding, Interview & Orientation

•Employees Benefits Administration

•Excellent Communication

•Calendar, Travel & Schedule Management

•Team Collaboration & Leadership

•Relationship Building

•Process Improvement

•Lean Six Sigma

•Change Management

•Process Engineering

•5G

•Senior Leadership

•Project Planning

•Computer Networking

•Project Management

•E-Commerce

•Business Analysis

•Management

•User Interface (UI)

•Pricing

•Oracle

•Human Resources

•Microsoft SharePoint

•Strategic Planning

•CRM Software

•Data Warehouse

•Financial Report Writing

•Event Planning

•Adobe Acrobat

•SAP

•Business Development

•Six Sigma

•Visio

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