Executive Administrative Professional with 20+ Years Experience
Resume:
Barbara J. Gray
Saint Paul, MN *****
********.****@*****.***
Profile:
An accomplished and meticulous professional with over 20 years of experience in office and operational management, executive support administration, HR coordination, superior customer service support and project coordinator experience. An integral leader who offers proven expertise in executive assistance, Outlook calendar scheduling, travel coordination, expense reporting, special projects, logistics management, managing C-level appointments and budget/accrual optimization experience in alignment with a company’s vision, values and goals. Excellent communicator with superior diligence who can seamlessly interface among C-level leaders, business/operational peers, stakeholders, vendors, customers and clients. Out of the box thinker who strategically plans projects to maximize the bottom line while promoting the utmost professionalism, sound ethics, and superior business confidentiality practices. Proven demonstrative ability to prioritize workflows, and projects, while streamlining decision-making processes, preparing agendas, processing Purchase Order entry for Departments, Labs, for supplies and services in SAP system. Creating Organizational charts in Power Point, data entry in Excel, creating and attending Microsoft Teams meetings and executing strategic internal business initiatives for process improvement, budgeting/accruals and enhancing existing organizational systems and standards.
Work Experience: October 2025 to Present
3M Company, Bldg.#280 Carlton Science Center, 277 Conway Ave., Maplewood, MN 55144
Executive Administrative Professional
Administrative support for the VP of Thermal Management & Specialty Materials Division
Process all Departmental & Lab purchase orders for supplies & services in SAP.
Outlook calendar/meeting coordination for VP & several direct reports.
Coordinate all domestic/international travel & processed Concur expense reporting & approve several system access requests.
Create/revise all updates to department in Power Point organizational charts.
Scheduling and supporting on & off-site meetings, video conferences & teleconferences With Microsoft Teams & making necessary arrangements to set up meeting space & ordering food.
Create & compile meeting materials including agendas, pre-read material, presentations, surveys & meeting summaries.
Support paperless office environment using SharePoint and Microsoft Teams
Assist with hiring process, talent review process & other Human Resource related processes.
Assist in preparation & editing of Power Point presentations and complex travel agendas both domestic and international travel.
Maintain teams SharePoint sites, Microsoft Teams sites, templates, etc.
Maintain highlight sensitive and confidential information.
Oversee general office operations, including ordering supplies in SAP, managing office equipment, etc.
Enter and coordinate obtaining international travel Visa’s through CIBT. For example: China
US Cellular, Saint Paul MN 55102 – 100% remote August 2022 to February 2023
Executive Account Assistant
Trained and obtained understanding of 6-week training program in 4 weeks. It encompassed complicated, archaic, non-user friendly, several levels of user responsibilities hierarchy, out of date internal software programs designed and developed by US Cellular electrical and process engineers. A program/system which allowed for zero errors. All information entered needed 100% accuracy.
Scheduled all providers for (24/7) work on Us Cellar Cell Tower 5G modernization requests. Avg/100 requests per/day via e-mail request box.
Was primary point person to process PO requests. Also, primary person responsible to contact Project Directors/Engineers for any follow-up actions for Us Cellar cell tower upgrades which included system/daily security check updates.
Monitored in house tracking systems for cell tower alarm event tracking and alarm weekend support for any non-regular actions.
Trained and obtained understanding of 6-week training program in 4 weeks. It encompassed complicated, archaic, non-user friendly, several levels of user responsibilities hierarchy, out of date internal software programs designed and developed by US Cellular electrical and process engineers. A program/system which allowed for zero errors. All information entered needed 100% accuracy.
Covid March 2020 to August 2022
BAE Weapon Systems – 4800 E. River Road, Fridley, MN 55421
Administration Specialist, Business Development February 2018 to March 2020
Proactively engaged, collaborated and supported two independent teams. I was primary support for weekly team Microsoft Teams meetings taking/distributing minutes and any follow up actions in meeting action items.
Delivered excellent administrative assistance to a Senior Director of Marketing and a Director of New Business Services.
Checked and provided government clearance on offsite visits and meetings.
Scheduled Holiday celebration for teammates, including travel reservations, agenda production, scheduling of food and activities for a three-day weekend team trip.
As BAE Systems is the world’s 7th largest military contractor, I submitted security level clearances for Washington DC, (White House meetings and tours) w/Sr Advisors, Generals, Senators, and other White House staff associated with Dept. Of National Security and BEA Weapon Systems Department Directors when they visited the Capital.
Processed all department Purchase Order's in internal SAP system.
Arrange and produce required International Visa’s (working with CIBT SERV’s.), and travel letters.
Made and Managed all Directors’ travel and expense accounts in Concur by departments and balanced accounts to ensure precision.
Utilized strong interpersonal and outstanding communication skills in cultivating and sustaining trusted rapport with clients, staff, and senior leadership.
Medtronic – 8200 Coral Sea Street NE, Mounds View MN 55112
Prog. Coord., AF Solutions Global Mktg Dept. February 2016 to February 2018
Executed multitasking and time management skilling in planning, organizing, scheduling, and coordinating in the management of large events and corporate meetings.
Received, examined, and incorporated external vendor statements of work agreements and invoices while confirming the accuracy doctrine.
Primary Dept. contact for our Quarterly Newsletter and content creator.
Requested/processed RFP's (Work Orders) from clients. Then processed PO’s using SAP once they were confirmed from AP.
Coordinated with the departmental financial analyst to prepare multiple business and financials and HR Dept Generalist confidential reporting, statements and deliverables for Dept. Sr Director. Including the monthly financial budget, YTD’s, line item (expenses) accrual tracking along with variance analysis complicated reports.
Leveraged the usage of Webex and other virtual technology systems Microsoft Teams to perform and complete day-to-day assignments and scheduled departmental meetings in compliance with specified SOPs and deadlines.
Compiled, stored, and updated education training survey results through consistent follow-up using BOX and SharePoint.
Processed all expenses and costs associated with production in collaboration with the eCommerce team (took 9 months to produce Quarterly Newsletter). I learned and entered all data into Adobe Acrobat, new software system.
Primary contact to enter/update newsletter in Adobe Acrobat and sent out monthly surveys.
Actively developed internal Power Point decks with the performance-driven Marketing Team to create the first Quarterly Newsletters.
Prepared and sent program progress report to GSC B2B functional groups using Six Sigma
Administered and ensured compliance of all schedules through travel arrangements.
Expense reporting support for 4 Dept Directors via internal Medtronic Concur and system software programs.
Time reporting in Workday and entered confidential employee data for companywide, Annual Review/Succession Sales Force quarterly recognitions.
Allina Health (Corporate Headquarters) – 2925 Chicago Ave., Minneapolis, MN 55407
Human Resources Business Analyst July 2015 to February 2016
Exhibited HR administration skills by cooperating in the administration of overall talent acquisition and retention procedure from interviewing to onboarding while supporting a team of 20 human resources personnel.
Distributed large numbers of communications using multiple channels, including One Note, email, faxing, scanning, and phone calls.
Synchronized Webex teleconferences and Microsoft Teams and large meetings.
Supervised Checkster background system and attached pertinent OneNote applicant information with other HR Generalists and associates.
Served as a primary point of contact for acquiring messages from Managed HR Voicemail box and accelerating communications via screening, sorting, and sending to appropriate HR generalists/recruiters for further proceedings. (Average 85/day).
Assisted the HR department team and four generalists in planning and scheduling monthly orientation for averaging over 100 new hires each month.
Delta Dental, Eagan, MN Executive Assistant to CFO 2010-2012
Honeywell, Inc. Golden Valley MN Executive Assistant to CFO 2008-2010
Best Buy (Corporate HDQTRS) Richfield, MN Executive Assist - VP Merch 2001-2008
Education
Augsburg College –2211 Riverside Avenue, Minneapolis MN 55454 Bachelor of Arts
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