Administrative Assistant Customer Service

VIVIAN IRENE WARD

**** *. ******* ****** 313-***-****

Glendale, Arizona 85305 *******@*****.***

CAREER SUMMARY

Administrative professional with proven success in multiple industries and departments. Demonstrates a high level of professionalism and the ability to work with senior level executives and employees at all levels. Exercises a high level of confidentiality. Possesses the ability to produce high quality work with little or no direction; self-motivated, problem solver, results oriented, excellent follow-through and communication skills. Consistently and proactively demonstrates initiative and good judgment in day-to-day operations. Strong organizational skills, pays attention to details, excellent time management and multi-tasking skills. Demonstrates the ability to anticipate future deadlines and complete them on time. Quick thinker, fast learner; trainable and flexible. Proven ability to handle multiple computer programs and learn new ones quickly. Ability to build and maintain positive working relationships with customers, clients, co-workers, other employees and the public - using principles of good customer service and business.

CORE COMPETENCIES

Computer Systems

Windows & Apple Systems

XP, 95, 98, 2003, 2007

Computer Applications

Microsoft Office

• Word, Excel, PowerPoint, Outlook

• Access, Visio, Quick Books, Lotus Human Resource Responsibilities

Assist HR Generalist with:

• Scheduling Interviews and Recruiting

• Candidate Background Checks

• Online Job Application Completion

• Personality/Cognitive Assessment Testing and Scoring

• New Employee Orientation, System Set Up, On-Boarding

Other Applications Administrative Responsibilities

• PeopleSoft, Net Meeting, Turbo Meeting

• Sharepoint, Quark, TeamTrack,

• Concur/CliqBook, Dreamweaver • Office Management

• Calendaring, Scheduling Meetings

• Travel Arrangements, Expense Reports

• Invoice Processing, Timesheets (PTO, Vacation, OT)

• Filing, copying, faxing, scanning

• Project Planning & Management/Event Coordination

• Client Administration & Interface

• Marketing, Community Projects, Website Development

PROFESSIONAL EXPERIENCE

SHPS, INC.-Healthcare Services (Professional Employment Services), Scottsdale, Arizona 5/2010 – Present

Supported the Senior VP, Divisional CIO of the Data and Technology Services team, two other VPs and six Directors. Assisted HR Generalist with HR responsibilities. Managed daily calendars and schedules, organized internal and external meetings, created presentations and various documentation, scheduled video and teleconference calls and turbo meetings. Maintained confidential departmental and client files. Handled incoming phone calls and emails; produced and typed letters and other correspondence. Distributed and handled incoming/outgoing mail; faxed, scanned and copied documents; ordered office and computer supplies, and business cards for employees. Created and validated expense reports for team members. Handled travel arrangements for team members.

Administrative Assistant/Human Resources Assistant

• Organized/scheduled meetings, conference rooms, and calendars by using Outlook, Net/Turbo Meeting.

• Created/prepared meeting materials; organized binders and other materials for team members.

• Created graphs, charts, bound reports and PowerPoint presentations for team members.

• Processed and coded department invoices for Accounts Payable.

• Processed client and employee SOWs, PAFs, and Acquisition Requests.

• Used and maintained office equipment (fax/scanner, copiers, printers); handled equipment service calls.

• Made domestic travel arrangements including: flight, hotel, rental car reservations through Concur/CliqBook.

• Processed employee expense reports, reimbursements and time off information.

• Assisted new employees through transition into the “SHPS” on-boarding procedures.

• Assisted HR Generalist with interviewing and hiring process.

• Administered time off information into PeopleSoft system for personnel payroll.

• Created procedures manual that ensured consistent performance of daily practices and routines.

• Receptionist in visitor’s lobby area. Greeted and directed visitors, including vendors, clients, job candidates and customers. Ensured completion of visitor sign-in and security procedures.

RIGHT MANAGEMENT, Southfield, Michigan 2007 – 2010

Executive Administrative Assistant/Client Services Personnel Administrator (HR)

Supported Talent Management Team that included four Vice Presidents and adjunct consultants offering services for external clients in the areas of Attract and Assess, Coaching, Development, and Engage and Align departments. Managed daily calendars and schedules, and organized internal and external client meetings and presentations which included scheduling video and teleconference calls and meetings. Maintained confidential departmental and client files. Handled incoming phone calls and emails and typed letters and other correspondence. Distributed and handled incoming/outgoing mail; faxed and copied documents; ordered office and computer supplies, and business cards for employees.

• Organized and scheduled client assessment centers which included scheduling client and supervisor pre/post phone meetings; handled/organized logistics for all client assessments; printed and organized client pre and post assessment materials, folders and binders.

• Administered, monitored and scored client personality and cognitive tests and questionnaires; maintained client files and confidential information.

• Created and organized training manuals, marketing materials and binders for clients and prospective customers.

• Created PowerPoint presentations for Talent Management Team members for client demonstrations.

• Maintained office equipment and handled equipment service calls.

• Made domestic travel arrangements for clients and employees including: flight, hotel, and vehicle reservations.

• Maintained employee expense reports, time off sheets and reimbursements.

• Assisted with client on/off-site events and training sessions.

• Assisted new employees through transition into the Talent Management Department.

• Created procedures manual that ensured consistent performance of daily practices and routines.

• Acted as front desk coordinator and managed the visitor’s lobby area. Greeted and directed visitors, including vendors, clients, job candidates and customers. Ensured completion of visitor sign-in and security procedures.

JEWISH ACADEMY OF METRO DETROIT, W. Bloomfield, Michigan 2006 – 2007

Executive Assistant to the Head of School

Provided support and assistance to the Head of the School with day-to-day operations. Screened and made phone calls as needed including on the status of important calls to parents, staff, Board members and other community members, and initiating the appropriate follow up. Coordinated and scheduled daily calendar appointments and meetings with staff, Board members, parents and students, and other community members. Handled and responded to emails for the Head of the School; typed letters and other correspondence. Distributed and handled incoming/outgoing mail for the Head of School, faculty, students and Board members. Faxed and copied curriculum materials and other documents. Ordered office and computer supplies for faculty and staff members.

• Managed teacher schedules and student confidential information through PowerSchool systems.

• Managed process for scheduling substitute teachers and provided subs with class materials and student information.

• Maintained student/parent files and confidential information.

• Organized school mass mailings and other large projects to parents, students, Board members, and community members.

• Assisted school Board with scheduling meetings and organizing meeting materials.

• Maintained policies and procedures binder and emergency procedures binder for general administrative team.

• Coordinated with the Administrative Assistant to Associate Head the reviewing, duplicating, distribution, and filing of report cards for students.

• Updated Family Handbook and distributed other Summer Packet materials by mail and e-mail.

• Organized luncheons for faculty, staff, student and parent meetings.

• Scribed meeting notes for faculty meetings and administrative staff meetings.

• Acted as backup to cover front desk responsibilities such as answering phones and security needs at front desk as needed.

• Worked closely with crisis management team in security preparedness. Maintained faculty emergency contact phone information throughout the year.

• Monitored and maintained computer and office equipment, copy machines, printers, and postage machine.

• Made domestic and international travel arrangements for the Head of School which included cost efficient air travel, hotel and car reservations.

EMMANUEL COMMUNITY SERVICES, Detroit, Michigan 2004 - 2005

A Non-profit organization for Greater Emmanuel Institutional Church

Assistant to the Executive Director

Supported and assisted the Executive Director with day-to-day operations which included client file maintenance, handled incoming phone calls and emails, typed letters and other correspondence for the Executive Director. Distributed and handled incoming/outgoing mail; ordered office and computer supplies.

• Assisted Executive Director with the organization and management of community programs, fundraisers, and proposal grant writing.

• Managed calendar for Director, community events and Board meetings.

• Organized and scheduled client programs, luncheons, and training sessions.

• Created meeting agendas and scribed meeting minutes.

• Set up internal and external meetings and conference calls through Outlook.

• Organized travel arrangements.

• Trained and monitored clients in client-specific programs and workshops.

• Created and managed organizational website, brochures, marketing material, business cards, and other organizational information.

• Managed organizational bill payments, grant monies, expense reports, timesheet processing, etc. through QuickBooks software.

DELOITTE & TOUCHE, LLP, Detroit, Michigan 2002 – 2004

Executive Administrative Assistant

Provided assistance to the Director of Business Development Center and the Director of Marketing. Managed calendars and schedules through Outlook; scheduled internal and external client meetings, and conference calls. Maintained departmental files, handled incoming phone calls and emails. Distributed and handled incoming/outgoing mail. Order office and computer supplies for the department.

• Ordered and distributed Marketing brochures and Marketing promotional items to external and internal clients.

• Created and edited PowerPoint presentations for Director’s client meetings.

• Posted regional news articles, employee promotions, and financial updates to BDC Intranet website for internal customer information.

• Monitored and tracked BDC proposal requests and other marketing projects through Lotus Notes.

• Managed departmental bills and requests for payment ensuring no past due payment fees to vendors and clients.

• Maintained expense reports and employee time-off processing.

• Organized new employee set-up, welcome, and procedures policies.

• Scanned proposals and marketing materials for review and editing.

• Coordinated departmental functions and social events (luncheons/outings).

COMPUWARE CORPORATION, Farmington Hills, Michigan 1997 – 2001

Technical Administrative Assistant

Provided assistance to the Director of the UNIFACE Technical Support team and members. Managed calendars and schedules through Outlook; scheduled internal and external client meetings, and conference calls. Maintained departmental files, handled incoming phone calls and emails. Distributed and handled mail. Ordered office and computer supplies for the department, training manuals and other technical materials.

• Organized and set-up new department and office layout.

• Organized member training sessions and departmental meetings.

• Created Power Point presentations for internal and external customer demonstrations.

• Maintained Access database for all departmental equipment.

• Coordinated departmental functions and social events (luncheons/outings).

• Created and maintained administrative support web site.

• Maintained departmental annual budget plan, member timesheets and expense reports.

• Processed documentation for customer product requests.

• Assisted customers with product installation questions and problems.

• Assisted in the reorganization of the UNIFACE technical lab and library for internal customers.

• Coordinated new product release event demonstrations for internal and external customers.

MOTOROLA, INC., Farmington Hills, Michigan 03/2002 – 11/2002

Executive Administrative Assistant, Director of DaimlerChrysler, Tier 1 Sales Team (Contract)

JAY ALIX & ASSOCIATES, Southfield, Michigan 01/2002 – 02/2002

Executive Administrative Assistant, Chief Financial Officer (Contract)

OSRAM SYLVANIA, INC., Northville, Michigan 06/2001 – 11/2001

Executive Administrative Assistant, Director of Automotive Lighting OEM Sales Team (Contract)

EDUCATION / TRAINING

BS/BM, Computer Information Systems, University of Phoenix 2000

Course in Office Management and Legal Secretarial, Lewis College of Business, Detroit, MI 1982-1984

Apple Systems, Microsoft Suite, QuickBooks, Lotus, Lotus Notes, Visio, Access, MS Front Page, Dreamweaver, Outlook, and Net Meeting. Windows XP, NT, Windows ’95, ’98 and 2000.

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