Vice President Administrative Support

Barbara A. Bost

Hoffman Estates IL ***** 847-***-****

************@*****.*** http://www.linkedin.com/in/BarbaraABost

Summary of Accomplishments

Responsible for sole administrative support to Vice President of Design, six Managers and backup for the Vice President of Production and 85 members of both departments.

On-boarded over 79 new employees, ordered their equipment and tracked their delivery.

H & R BLOCK, Schaumburg IL 12/2024 – 4/2025

Answered phones and greet clients in a personalized, friendly, and inviting manner.

Matched clients with the best-suited tax professional for their needs.

Scheduled clients how they would like to be scheduled.

Helped to ensure all client’s needs have been met during service both in person, over the phone or virtually.

Maintained office cleanliness and organization of resources with team members.

LUTHERAN SOCIAL SERVICES ILLINOIS, Des Plaines IL 12/2018 – 2/2019

Assigned by Brilliant Financial, Accounting Clerk

Processed 150 plus expense reports monthly by verifying mileage and double-checking receipts.

Reviewed and processed 200 invoices monthly.

Prepared a Procedure Manual of each process.

KEYENCE assigned by Robert Half, Itasca IL Assistant in Accounting 05/2017 – 8/2018

First Review of over 25 expense reports a day.

Checked receipts, double checked mileage and sent e-mails for additional information when needed.

OPTUMRx, Schaumburg IL 12/2016 – 4/2017

A Pharmacy Benefit Management company

Sr. Administrative Assistant to SVP Pharmacy Network Management and SVP Network Relations

Used Concur to arrange air travel. Contacted the company travel agency when air travel changes were necessary.

Used Concur to complete weekly expense reports and submit invoices.

Arranged hotel rooms for attendees going to out of town Conferences.

Only Migrated Company Business Services Liaison in Schaumburg. This included ordering software.

BRIOVA Rx, assigned by Maxim Staffing Solutions, Schaumburg IL 5/2016 – 12/2016

Part of the OptumRx family

BriovaRx Specialty Sales Assistant, Training Department

On-boarded 79 new hires and made sure they received their company laptop, home office equipment and had access to the Inter and Intranet.

Prepared an Excel document to keep track of all new hires and all the tasks associated with their on-boarding.

Booked travel and made hotel accommodations for the new hires.

Sent e-mails to the new hires which included their ID’s and passwords so they would be ready to start on their first day.

Tracked UPS packages for their laptops, iPads and home office equipment.

Sent e-mail to Equipment Returns to request boxes and labels be sent to those remote employees who were leaving the company.

Updated Department’s employee list of 166 people to include their employee ID, MS ID, hire date, and manager’s name.

Prepared a Procedure Manual for the position of Sales Assistant in the Training Department since there was none.

Completed Concur expense reports for the Sales Assistant and the BriovaRx V.P. Sales.

CATAMARAN, assigned by InSight Staffing, Schaumburg IL 2/2016 – 5/2016

Part of the OptumRx family.

Token Administrator

Assigned and distributed RSA tokens to individuals in the Schaumburg office and in the field.

Updated the Excel spreadsheet using V-lookup.

BOEING assigned by Chipton-Ross, Chicago IL 1/2015 – 4/2015

Boeing designs, manufactures, and sells airplanes, rotorcraft, rockets and satellites.

Assigned to the HR Benefits Department.

Office Coordinator D

Sorted a 100 Benefits binders so there were no duplications. Designed a spine and front cover so they were all similar.

Prepared an Excel document of these binders so the Manager could decide which to keep and which to store off-site.

MOTOROLA SOLUTIONS assigned by Collabera, Schaumburg IL 6/2014 – 11/2014

Motorola Solutions connects people through technology and serves more than 100,000 public safety and commercial customers in more than 100 countries. Assigned to the Division to install a new product.

Administrative Assistant

Scheduled installation dates and times for over 300 Wal-Mart stores that purchased Motorola’s new $3,500 scanner scale.

PEARSON EDUCATION Glenview IL 3/2013 – 8/2013

Educational publisher K-12. Rights and Permissions Department

Rights and Permissions Assistant

Scanned, transmitted and coded over 50 vendor invoices daily, for payment.

Checked over 100 Royalty Free photos, etc. to be sure there were no restrictions for use.

Designed a spreadsheet indicating page, placement vendor and author of images.

Filed over 200 invoices for the Compliance Division.

CLAIRE’S assigned by Office Team, Hoffman Estate IL 11/2012 – 1/2013

World’s leading specialty retailers of fashionable jewelry and accessories for young women, teens, tweens and kids. Assigned to the CFO office.

Executive Assistant

Reported to and answered the phones for the EVP/CFO; EVP Icing and SVP Planning, Allocation & Supply Chain; Answered phones as back-up for the CEO and the SVP Global Human Resources.

Prepared a matrix of the 26 different reports as they went to different people, came on different days and had to be prepared; either printed and three hole punched and placed in a binder; or made into a PDF and placed in a "binder" in DropBox.

Prepared a "How-To" book so the next person wouldn't have to figure out the same things I had to. The new person started and told me if I hadn't made that she'd have had a VERY hard time figuring things out.

PEARSON EDUCATION, Glenview, IL 2/1988 – 3/2009

Pearson is a global educational publisher with approx. $219m in revenue.

Executive Assistant

Responsible for sole administrative support to Vice President of Design, six managers and backup for the Vice President of Production and 85 members of both departments.

Created customized binders with instructions on travel, communications, office procedures, and other miscellaneous information to enable the Vice President, Managers, and the Production Administrative Assistant to easily access information thus saving valuable time in searching for answers.

Handled sensitive information requiring discretion and confidentiality regarding budgets and personnel. For example, reviews and personal files on the employees.

TECHNICAL SKILLS

Concur: invoices, expenses, and travel

MS Outlook, Excel, and, Word

Meetings

Scheduling

Office support

Office management

Meeting planning

Inventory control

Purchasing

Data Entry

Document preparation

10 Key

Team player

Multi-line phone system

Transcription of confidential correspondence

Coordinate schedules

Internet Research

Ability to work professionally with all levels of employees and vendors

Managing and processing expenses for team members

Processing incoming & outgoing mail

EDUCATION

Aurora University, Aurora IL

Bachelor of Art (B.A.) Elementary Education

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