Executive Assistant Project Management

MARY HILL

*******@*******.*** 720-***-**** Aurora, Colorado 80015 www.linkedin.com/in/maryjanehill

Executive Summary

Detail-oriented and goal-driven Executive Assistant with over 17 years of experience, excelling in managing administrative operations and delivering top-tier support to C-level executives. Successfully managed a rapid transition to remote work for the executive team, demonstrating exceptional adaptability and problem-solving skills, leading to zero downtime in executive operations. Adept at utilizing modern software tools to optimize efficiency and streamline project management. Expertise includes calendar management, travel coordination, and report preparation, all executed with strong organizational skills, attention to detail, and the ability to multitask. Additionally, proficient in fostering and maintaining positive client relationships with the highest level of confidentiality.

Professional Experience

Personal Attitudes, Inc. Parker, Colorado

Furniture Installer – (Part-Time)

09/2024 - Present

Personal Attitudes, Inc. is a furniture installer and relocation company. I assist with relocating, installing, and setting up office and commercial furniture and equipment.

Assist in performing basic electrical work to support office setups.

Set up and organize kitchen and copy areas in office environments.

Ensure all workspaces are clean and presentable after installation.

Collaborate with team members to complete projects efficiently and safely.

Wagner Equipment Co. Aurora, CO

Executive Assistant

10/2021 - 08/2024

Provided and coordinated advanced administrative support for 13 executives, including the CEO/President, CFO, EVPs, and VPs.

Served as a key liaison between Executives and internal/external stakeholders, facilitating communication, coordinating activities, and managing relationships with the highest level of confidentiality. Ensured professionalism and integrity in all interactions between executives, managers, and stakeholders.

Coordinated and scheduled both onsite and offsite Board of Directors and Shareholder meetings; while preparing essential materials such as agendas, minutes, PowerPoint presentations and financial reports.

Optimized executive productivity by managing complex travel arrangements, including domestic, international and private jet travel, using Concur and Airplane Manager, ensuring seamless itineraries, comprehensive agendas and logistical support for the Executives’ travel engagements resulting in a 20% increase in organizational efficiency.

Managed the Passport/VISA application process for the Executive Team.

Completed expense reports using Concur and reconciled checking and investment accounts for the Company shareholders using Excel and processed invoices through Corcentric.

Fostered positive work relationships by assisting staff members in all locations and departments, resulting in 20% increase in productivity.

Provided excellent client services by offering guidance in logging onto a new online payment system, increasing user satisfaction by 30%.

Managed the apostille process for international document certification.

Paid Property Taxes for all the properties owned by Wagner.

Negotiated hotel rates in three different states where our office locations are located saving anywhere from 10% to 15% in savings.

Organized weekly on-site and off-site meetings, conferences, and quarterly town hall meetings, including hotel and meeting space procurement, contract negotiations, room block management, travel and ground transportation logistics, catering, etc.

Maintained office equipment and ordered office supplies.

OmniTRAX, Inc. Denver, Colorado

Executive Assistant/Office Manager

10/2003 - 01/2021

Provided advanced administrative support for a high-energy executive team: CEO/President, CFO, CCO, COO, and other executive-level managers while maintaining a high level of confidentiality to ensure integrity and professionalism

Organized and scheduled Board of Director meetings/calls onsite, and offsite, and prepared Board books and other materials as needed

Directly managed the landlord-tenant relationship providing key communication and service to all departments; including handling all building issues/complaints with building management

Supervised the receptionist/administrative assistant

Strengthened relations and worked directly with Executive Assistants and Administrative staff members in all locations and departments

Prepared expense reports using the Concur system for multiple executives and initiated payment of invoices into NetSuite

Managed complex travel arrangements including international and private jet travel – using Airplane Manager

Organized on-site and off-site meetings/conferences and company events including the Annual National Leadership Meeting – Negotiating Hotel Rates for Cost Savings of $20,000 or more per year for the annual meeting

Coordinated office moves and purchasing of office furniture and maintaining office equipment and supplies

Coordinate parking spaces for new employees – Negotiated parking rates with a savings of $50 per parker

Document management and filing of legal documents.

Skills

High-level Calendar Management

Confidentiality and Discretion

Strategic Planning Support

Travel Management (Using Concur and Airplane Manager for private jet use)

Project Management

Document Management

Efficient in Microsoft Office Suite

Apple/MacOS

Adobe Suite

Google Suite

ChatGPT

Invoice Processing - Cor360

Concur – Expense Reporting

UltiPro

Sharepoint

Quark XPress

Photoshop

Illustrator

Dreamweaver

Customer Service

Meeting and conference planning

Office Management

Education

Certified Notary Public for the State of Colorado

Fortune Builders – Real Estate Investment Education

University of Colorado at Denver, Certificate in Fundamentals of Office Coordination

Des Moines Area Community College, Boone, Iowa: Certificate in Administrative/Secretarial Program, Certificate in Bookkeeping/Accounting Program

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