Executive Assistant Administrative Support

LAURA M. STUART

BOCA RATON, FL 561-***-****

**********@***.***

RESOURCEFUL EXECUTIVE ASSISTANT

Forward-thinking professional with extensive experience providing administrative support to C- Suite executives and various departments. Skilled at coordinating conferences, projects, trade shows, meetings, and complex travel arrangements. Effectively builds strong relationships with customers, employees, and senior management. Strong ability to work with limited supervision while prioritizing projects for on-time completion. Maintains exceptional organizational, planning and communication skills. Specific expertise in:

• Office Management

• Expense Reporting

• Onboarding New Hires

• TL9000

• Vendor Management

• Verbal and Written Communication

PROFESSIONAL EXPERIENCE

THE CRAIG SCHOOL SEPTEMBER 2024 TO JANUARY 2025

INDEPENDENT SCHOOL

EXECUTIVE ASSISTANT TO HEAD OF SCHOOL

• Schedule, maintain and confirm Head of School’s appointments and calendar invites.

• Assist the head of school with work and events related to the board of trustees.

• Manage all arrangements for all-school faculty/staff meetings and employee events.

• Record all meeting minutes.

• Provide administrative support to the administrative team.

• Maintain family, faculty, and student databases.

• Entering accounts receivable/payable into QuickBooks.

• Communicating calmly with staff, attorneys and clients.

• Organizing and coordinating all activities and tasks, including travel for meetings and submitting expense reports.

MCMANIMON, SCOTLAND & BAUMANN, LLC FEBRUARY 2023 TO FEBRUARY 2024 LAW FIRM FOCUSED ON NJ SERVING BOTH GOVERNMENTAL AND PRIVATE SECTOR CLIENTS. EXECUTIVE ASSISTANT TO MANAGING PARTNER

• Acting as point of contact between the Partner (including other departmental attorneys) and internal or external colleagues. The job has considerable contact with clients and requires advanced social skills.

• Providing administrative assistance, such as writing and editing emails, drafting memos, and preparing communications on the Partner’s behalf.

• Managing the attorney’s heavy calendar, coordinating meetings and appointments.

• Managing project/task deadlines and deliverables.

• Bill attorneys time in eBill.

• Scanning documents and saving to our document management system (NetDocs).

• Answering direct lines in a timely and polite manner.

• Communicating calmly with staff, attorneys and clients. BRUKER, Delray Beach, FL February 2021 to December 2022 American Manufacturers of Scientific Instruments

Executive Sales Assistant to General Counsel/Sales & Operations Provided administrative support to the General Counsel, Sales & Operations.

• Managed scheduling requests, arrange teleconferences, meeting and special events.

• Distribute meeting notes, routine correspondence, and reports.

• Conduct research using internet and legal databases.

• Manage special projects requiring correspondence and data collection with other organizations.

• Manage agreement tracking, signature processes and posting.

• Manage agreement and records databases and filing.

• Manage application process for employee and visitor Visa’s.

• Enter data and process orders and parts movements in SAP. THE ALTMAN COMPANIES, Boca Raton, FL March 2013 – December 2020 Property Management Company

Executive Assistant to Chairman, COO, President, CEO & Vice President Provided administrative support to the Chief Operating Officer & Chairman of Altman Development Corporation.

• Managed and logged incoming scheduling requests, proactively communicated changes, and anticipated and responded to scheduling conflicts.

• Prepared meeting agendas, scheduled board meetings, prepared and distributed materials for all meetings. Coordinated 1:1’s & Town Halls.

• Ensured consistent and efficient interaction with other Executive Assistants and served as their subject matter expert.

• Compiled, organized, and bound various financial packages for distribution to clients and lenders.

• Prepared Closing materials required by Outside Counsel.

• Collaborated with clients, investors, mortgage companies, title companies to facilitate timely, organized closing transactions.

CAREERXCHANGE, Miami, FL March 2012 – December 2013 Job Placement Company/Contract

Executive Sales Assistant to VP-Sales & 5 Sales Professionals. Managed the Salesforce.com database; created reports, entered / updated data. Assisted in setting up trade shows, coordinated event planning travel.

• Tracked inventory through QuickBooks, prepared orders, updated and processed sales orders.

• Distributed marketing materials to distributors / brokers, including mass mailings promoting products.

• Kept track of orders pending due to awaiting product from vendor and coordinated shipping to arrive to customer on estimated ship date requested on purchase order.

• Prepared Bills of Lading for shipments going overseas via air and sea. WORLDWIDE SUPPLY, LLC, Franklin, NJ February 2009 – December 2011 Sales ISO / TL9000 Administrator

Coordinated all aspects of the ISO / TL9000 process (calibrations, testing, metrics). Created reports, using proficiency in SAP, ACT and Excel.

• Effectively supported Warehouse Operations to ensure calibrations / testing of equipment.

• Contacted vendors regarding payment for services.

• Posted to general ledger in SAP, performed reconciliations, entered sales orders, updated, and tracked inventory and processed invoices.

• Updated inventory in system as products were received in-house.

• Tracked UPS / Fed Ex shipments to ensure timely arrival based on purchase orders.

• Updated Quality Manual concerning all processes and procedures for TL9000.

• Warehouse Operations audited by reviewing all possible evidence to assure conformity with TL9000 to receive TL9000 Certification.

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HERTZ Corporation, Park Ridge, NJ February 2004 – December 2008 Paralegal to Senior Vice President & Deputy Counsel, (2007 –2008) Created Powers of Attorney in both English and Spanish for vehicles driven into Mexico. Worked with firms in Mexico to retrieve rental cars back to Hertz USA. Prepared pleadings and drafts for Interrogatories. Maintained litigation files.

• Promoted from Executive Assistant to Paralegal.

• Pulled records using Access / COGNOS databases to retrieve the information for FBI and DEA for Subpoenas.

• Prepared legal invoices for billing (legal coding) utilizing Chief Legal Access database. Executive Assistant to CEO, Executive Vice President (2004 – 2007) Scheduled meetings, booked travel arrangements, answered phones, and maintained executive calendar. Maintained all departmental itineraries, files, and equipment.

• Processed invoices, purchase orders and tracked bids and proposals -State, Local and Federal.

• Prepared employee reviews and status changes within employee organization. Interrogatories. Maintained litigation files.

• Promoted from Executive Assistant to Paralegal.

• Pulled records using Access / COGNOS databases to retrieve the information for FBI and DEA for Subpoenas.

• Prepared legal invoices for billing (legal coding) utilizing Chief Legal Access database. EDUCATION

Associate in Science (AS), Paralegal Program, Berkeley College of Business, Woodland Park, NJ. TECHNICAL SKILLS

SAP, Google Docs QuickBooks, Concur, COGNOS, Dropbox, NetDocs, Microsoft Office Suite: Outlook, Word, Excel, PowerPoint, SharePoint, Microsoft Teams, Salesforce, Zoom, Go2Meeting, Yardi.

Notary in the State of Florida

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