Executive Administrative Assistant
Resume:
Barbara Jean Kleeman
Indianapolis, IN 46256
*************@*****.***
WORK EXPERIENCE
Ernst & Young (EY), Indianapolis, IN
Administrative Assistant 10/01–01/25
Acted as accounts payable specialist ensuring timely receipt and payment of vendor and contracting invoices. Maintained a tracking spreadsheet, verified the invoice tied to the services performed, obtained coding and approval and entered the invoice into a payment database. Interacted with global finance directors and approvers throughout the year to ensure payment processing went smoothly.
Generated the 13-week forecast hours report and sent to the reporting team for updating. Upon receipt of the amended spreadsheet, revised the engagement hours and utilization in the scheduling database for the team.
Coordinated the renewal and payment for numerous subscription-based sites for the firm.
Contributed to management decision on choosing a local vendor for annual client Holiday items. Selected team members for the project, prepared cost analysis, updated the client address spreadsheet, ordered Holiday cards and shipping supplies, printed Federal Express labels and worked with the vendor to ensure the product shipped and delivered on time.
Performed Medicare Beneficiary Identifier (MBI) lookups for the DSH team, adhering to HIPAA guidelines for confidentiality.
Composed and revised correspondence and client deliverables.
Created work requests in creative services database for copying, printing and binding of SOWs, RFPs, presentations and numerous types of client deliverables. Proofread documents before going to final print. Worked with CSG team from start to conclusion on projects to ensure we met client deadlines.
Kept numerous calendars, scheduled calls, tracked follow-up items and ensured a timely resolution on any action items.
Assisted with archiving client engagement materials and sending to off-site location.
Maintained and revised client master list.
Led numerous teams for several office moves. Delegated tasks, created and distributed new seating diagrams and move schedules, coordinated delivery of items necessary for recycling or purging, ensured staff and vendors had appropriate floor and room badge access, researched local organizations to receive donations for excess office supplies and equipment. When a departure occurred worked with IT on deprovisioning and return of equipment and company related items.
Assisted with onboarding of new hires. Maintained interview candidate database, scheduled interviews, reserved conference rooms, created and distributed the interview schedule, made travel arrangements and secured short and long-term housing. Verified they received all HR and benefit related documents, parking and local area information, access badge, office tour, welcome gifts and lunch.
Organized staff breakfasts, lunches and dinners for promotions, recognition, farewells, retirements, and holiday events.
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Arranged in-house, off-site meetings and team outings. Included room reservations, video conference calls, budget spreadsheets, room set-up, catering, audio visual, creation and distribution of agenda and other related materials, travel, ordering awards and prizes. Liaised with meeting and event services to ensure policy compliance.
Booked travel for staff and non-employees and submitted expenses for reimbursement.
Reconciled monthly p-card charges and submitted promptly for review and approval.
Tracked and submitted internal and external materials for CPE credit.
Ordered flowers, gifts and other items for promotions, recognition, congratulations on new baby, moving, sympathy, holiday events and outings.
Switchboard and mailroom relief as needed.
RCI, LLC, Indianapolis, IN
Administrative Assistant to Vice President/Controller, Global Planning and Reporting and Director of Global Management Report Systems 12/00-07/01 Administrative Assistant to Vice President, Global Planning and Reporting 09/99-12/00 Administrative Assistant to Vice President/Controller North America Operations 09/98-09/99
Organized and prepared submission of financial updates for quarterly 10-K reports, distributed monthly and quarterly financial information to US and international management staff.
Administered annual budget process, compiled cost center specific data and created cost center back-up schedules for final budget submission.
Collected, consolidated and disseminated year-end balance sheet comments and information from financial analysts.
Compiled, revised and distributed yearly audit management comment letter.
Received updates from domestic and international offices regarding their foreign bank accounts and sent revised information to corporate treasury.
Reviewed monthly general ledger report for accuracy and worked with financial analysts to make the necessary journal entry corrections.
Compiled and tracked worldwide insurance information for use in maintaining and renewing liability, auto, property and commercial vehicle policies in the international insurance program.
Kept international contact database updated.
Scheduled international and domestic calls, updated calendars, tracked and monitored action items for timely resolution.
Coordinated expatriate planning. Involved making travel arrangements, securing furnished housing, domestic and international corporate relocation, opening and closing of bank accounts, applying for work permits, travel visas and passports and supervising overseas shipments.
Participated in hiring process by conducting interviews and reviewing skill sets as requested by department managers.
Organized in-house and off-site meetings. Included making travel and meeting room reservations, audio-visual, presentation materials, catering and post meeting dinners.
Coordinated department move to new corporate headquarters. Sent weekly department updates, created seating diagrams for people and equipment placement, reviewed, purged or archived department files, worked with management and IT staff as well as contractors throughout all stages of the move.
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Administrative Assistant to Vice President/Administration and Reengineering Czar/Vice President of Finances 11/92-09/98
Active team participant while supporting strategic objectives.
Provided administrative support to all of the reengineering teams. Scheduled global meetings and conference calls, made travel plans, maintained supplies for all teams, coordinated and reviewed utilization of contract services, updated and distributed executive management team binders as well as meeting and conference notes.
Prepared presentations and associated materials for executive management.
Verified accuracy of invoices submitted by contractors and submitted for payment.
Prepared RFPs and related materials.
Composed and communicated Indianapolis team updates to worldwide reengineering teams.
Organized and coordinated team building activities.
Inventoried and archived all team materials and sent to storage at end or project. Administrative Assistant to Director of Planning & Development 11/91-11/92 Administrative Assistant to Vice President of Planning & Development, and Director of Investments 03/91-11/91
Organized and prepared submission of financial updates for monthly and quarterly financial information to global management staff and year-to-date and forecast submission timelines.
Worked closely with finance staff on annual budget process, compiled cost center specific data and created required cost center back-up schedules for final budget submissions.
Scheduled international and domestic calls, maintained calendars, communicated dial-in numbers, tracked and monitored action items for timely resolution.
Participated in hiring process, conducted interviews and reviewed skill sets as requested by other department managers.
Organized in-house and off-site meetings. Included making travel, meeting room reservations, audio-visual, presentation materials, catering and post meeting dinners. Manpower Temporary Services
Administrative Assistant, temporary to hire for Eli Lilly Chargeback Administration Department 11/90-03/91
EDUCATION:
Colerain Senior High School Vocational Program, Cincinnati, Ohio Majored in Business/Secretarial Sciences
References Available Upon Request
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