Administrative Assistant Office Manager

Jill Kempa

*********@*****.*** 972-***-**** Dallas, TX

SUMMARY Dynamic Office Administrative Assistant with 18 years of experience in start-up and

corporate environments seeking to leverage expertise in streamlining executive

administrative tasks and implementing efficient office support operations. Expertise

in appointment and meeting scheduling, travel arrangements, document and

presentation development, status report preparation, communications, onboarding,

budgeting and vendor negotiations.

PROFESSIONAL EXPERIENCE

9/1/2023 – 12/21/2023 – Temporary Position – Infosys

Infosys – Richardson – TX

Administrative Assistant -Processed H1 Visas for Employees to work in US

Managed and maintained Immigration process for the completion of H1 Visas.

Processed and received checks for this process from clients.

Companies included American Airlines, Apple, Google and other Fortune 500 companies.

I made sure all this process was completed in a timely manner as there are deadlines to complete them or it would impact the candidate and their families.

1/2009 – 9/2023 Lumentum/IPG Photonics/Menara Networks

Lumentum – Dallas, TX

Office Manager – Supported Director Operations & Engineering Director

Maintained calendars and set up virtual meetings via Microsoft Teams or Zoom

Arranged travel and prepared expense reports for all executives

Set up hotels and arranged meetings for visiting clients

Negotiated with vendors for lowest cost office supplies

Created and maintained reports as assigned by executives

Coordinated all office events

Created international and domestic shipping documents

IPG Photonics – Dallas, TX (Acquired by Lumentum in 2022)

Executive Assistant/ Office Manager – supported CEO, CFO and CTO

Maintained calendars and virtual meetings

Prepared expense reports for all executives – international and domestic

Negotiated with vendors for lowest costs - hotels/copiers/printers/supplies for office

Streamlined office supply vendors and ordering procedures

Responsible for HR onboarding new hire documents and business cards

Assembled all marketing brochures and promotional items for trade shows

Obtained Visas and H1’s for employees as needed

Created international and domestic shipping documents and reporting

Menara Networks – Dallas, TX (Acquired by IPG Photonics in 2016)

Executive Assistant/ Office Manager – directly supported CEO, CFO and CTO

Maintained calendar with meeting requests for executives

Indirectly assisted 50 office employees with all their support needs

Handled all domestic and international travel and cut company expenses by 20%

Scheduled all Board meetings and meeting arrangements

Managed for HR all onboarding and new employee documents and business cards

Negotiated all services with vendors for the office copiers/ printers and supplies

Assembled all marketing brochures and promotional items for trade shows

Cut office supply budget by 30% by renegotiating contracts with suppliers

Created international and domestic shipping documents.

Payroll – ADP processed payroll for 35 employees

Benefits – Enrollment with Blue Cross – selections

8/02 - 1/2009 Countrywide Financial, Plano, TX

Sales Executive Assistant – supported Vice President Sales

Maintained calendar and appointments

Employee new hire set up, termination, changes, and requisitions

Maintained relationships with business partners and clients

Opening/Closing packages and letters to clients for relationship building

Headed off customer service issues

Created all brochures for marketing and sales presentations

7/98 – 8/02 Nortel Networks, Richardson, TX

Production Assistant – supported Vice President

Prepared reports, policies, and procedures for team

Prepared all power point presentations

Resolved all departmental issues

Tracked finances, exercised cost cutting measures reduced travel budget by 40%

Researched FAA/FCC regulatory for cell sites for Cricket Communications

Designed web page for department

EDUCATION/CERTIFICATIONS

Proviso West High School, Hillside, IL

Nortel Networks Training Center, PMI Certification

Countrywide, Top Gun Training Certification

Todd Duncan, Sales Training Certification

COMPUTER SKILLS

General Systems: Microsoft Suite, 10key, Typing 90 wpm, Front Page, CD writer, EDGE, Advantage, Visio, AS400. Microsoft Teams and zoom meetings.

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