Executive Administrative Assistant

QUALIFICATIONS SUMMARY

Accomplished executive assistant offering extensive years of administrative experience reporting to a Corporate Vice President, Chief Financial Officer, and other top executives.

Team-oriented, can-do attitude and desire to be productive contributor to overall organization.

Superior customer service; exceptional attention to detail with focus on quality and accuracy.

Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, external partners, vendors, assistants, and other colleagues.

Strong prioritization, organizational, and follow-up skills; able to manage changing priorities and key deliverables, coordinate workflow, and manage multiple tasks, projects, and deadlines.

Serve as an effective gatekeeper; manage busy calendars; and efficiently handle daily office tasks.

Adept at coordinating international travel and organizing large scale meetings.

Employs professionalism and superior communication skills to meet client and company needs.

TECHNICAL SKILLS

Microsoft Office; Word, Excel, PowerPoint, Outlook, Microsoft Teams,

SharePoint, SAP, WebEx, Visio, Video Conferencing, Tele-presence,

Concur Travel and Expense Reporting System, and Typing Efficiency (80 WPM)

PROFESSIONAL EXPERIENCE

AbbVie, Inc., Waukegan, IL July 2022 – March 2025

Administrative Assistant (contract)

Provided executive administrative support for Vice President and Team while available to respond to needs of all members of the team.

Heavy calendar management/gatekeeping, proactively identified and resolved scheduling conflicts.

Effectively monitored complex manager’s and team calendars, proactively solved conflicts across various time zones.

Prepared and distributed agenda and pertinent information to attendees for weekly staff meeting.

Meeting/event management to include on-site and off-site conference facilities, equipment, and food/beverage.

Identified issues for escalation and kept in constant communication with others to ensure executive was well informed.

Maintained an efficient flow of information between all levels including internal and external contacts.

Coordinated internal and external meeting logistics, conference meeting rooms, catering, guest arrival arrangements

Arranged and coordinated domestic and international travel plans, itineraries, and agendas; and compiled documents for travel-related meetings, and expense report reimbursements.

Abbott Laboratories, Gurnee, IL October 2021 – May 2022

Executive Administrative Assistant (contract)

Provided executive administrative support for Director and Senior Leadership Team while available to respond to needs of all members of the team.

Effectively monitored complex manager’s and team calendars, proactively solved conflicts across various time zones.

Prepared and distributed agenda and pertinent information to attendees for weekly staff meeting.

Meeting/event management to include on-site and off-site conference facilities, equipment, and food/beverage.

Maintained an efficient flow of information between all levels including internal and external contacts.

Coordinated internal and external meeting logistics, conference meeting rooms, catering, guest arrival arrangements.

Abbott Laboratories, Lake Forest, IL September 2019 – March 2021

Administrative Assistant (contract)

Provided executive administrative support for Divisional VP & Associate General Counsel while available to respond to needs of all members of the team.

Point of contact for team schedules.

Coordinated and scheduled meetings as requested; prepared agendas; sent timely reminders.

Assisted department with projects.

Astellas Pharma & ComEd October 2017 – June 2018

Executive Administrative Assistant (contract)

Provided executive administrative support for VP and Controller while available to respond to needs of all members of the team.

Prioritized VP and Controller’s time and attention (e.g., surfacing key issues while taking care of less important ones).

Complex calendar management and coordination of appointments and meetings with internal and external clients.

Coordinated all aspects of new employee office set-ups and onboarding.

Planned and coordinated internal meeting logistics, video and audio conferences, meeting rooms, catering, guest arrival arrangements.

External meeting planning to include hotel blocks, ground transportation, costs, meeting invites.

Baxter Healthcare Corporation, Round Lake, IL June 2015 – October 2016

Sr. Executive Assistant

Provided executive administrative support for VP Global Operations IT while available to respond to needs of all members of the team.

Effectively monitored complex manager’s and team calendars, proactively solved conflicts across various time zones.

Prepared and distributed agenda and pertinent information to attendees for Vice President’s weekly staff meeting. Attended weekly staff meeting and took meeting minutes. Tracked action items.

Meeting/event management to include on-site and off-site conference facilities, equipment, and food/beverage.

Maintained an efficient flow of information between all levels including internal and external contacts.

Coordinated internal and external meeting logistics, video and audio conferences, meeting rooms, catering, guest arrival arrangements.

Planned and executed complex global meetings.

Arranged and coordinated highly complex travel reservations including air and ground transportation, hotel reservations, multi-site international and domestic travel, multiple travelers, visa arrangements, and expense report reimbursements.

Planned, coordinated, and executed the logistics for the department meetings, conferences, and special events.

Provided leadership to build relationships crucial to the success of the organization.

Sears Holdings Corporation, Hoffman Estates, IL May 2013 – March 2014

Executive Administrative Assistant

Provided executive administrative support for DVP/GMM and CMO, while available to respond to needs of all members of the team.

Arranged an extensive two-week trip to China for my manager and two vendors. My manager acknowledged the trip was flawless: coordinated all the travel, logistics, coordinated all the meetings, and put together a detailed itinerary for my manager and two vendors.

Extensive calendar and meeting management.

Internal and external interface with high level executives globally.

Arranged and coordinated highly complex travel reservations including multi-site international and domestic travel, multiple travelers, visa arrangements, and expense report reimbursements.

Meeting/event management to include on-site and off-site conference facilities, equipment, and food/beverage.

Takeda Pharmaceuticals and Abbott Labs October 2011 – October 2012

Executive Administrative Assistant (contract)

Provided internal and external customer support for Director of Global Business Development and Director, Quality Systems and Process Improvement and provided support to the team.

Extensive calendar and meeting management.

Motorola, Schaumburg, IL December 1997 – June 2010

Executive Administrative Assistant

Provided executive administrative support for Corporate Vice President and global team, Vice Presidents, Senior Directors, and their teams.

Complex calendar management and coordination of appointments and meetings with internal and external clients.

Effectively monitored complex manager’s and team calendars, proactively solved conflicts across various time zones.

Provided leadership to build relationships crucial to the success of the organization.

Meeting/event management to include on-site and off-site conference facilities, equipment, and food/beverage.

Internal and external interface with high level executives globally.

EDUCATION

Oakton Community College - Des Plaines, IL, Certificate of Secretarial Science

Niles East High School - Skokie, IL, High School Diploma

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