Project Manager / Office Administrator/Administrative Assistant

PAMELA GILLESPIE

** ***** ******, *********, ************* 01821

978-***-**** | ********@***.***

SUMMARY

Publications Specialist and Office Administrative Assistant with strong computer skills in MS Word, Excel, PowerPoint, SharePoint and Outlook; InDesign Creative Suite 4; and, Avenue/ Satuit. A team player with ability to multi-task and meet deadlines. Comfortable working in high-energy environment. Positive attitude and excellent interpersonal skills.

EXPERIENCE

EATON VANCE MANAGEMENT, Boston, MA 2008-2010

Administrative Assistant

Provided client service, marketing, and administrative support to the Directors of Marketing and Client Service/ Product Management and members of these teams. Helped ensure timeliness and accuracy in all aspects of responsibilities.

Client Service Team Support

• Arranged client event meetings using MS Outlook, sent meeting requests, and booked conference rooms. Ordered food from in-house caterer; sent visitors’ names to Security team.

• Adapted Marketing’s generic templates so that Client Services team could use these to create standardized, accurate client presentations and materials. Worked with Relationship Managers and Client Service Associates to input client data in MS Excel charts and MS PowerPoint presentations. Sent books to print at in-house shop and to meeting sites via UPS.

• Gathered quarterly asset data from multiple spreadsheets and sources. Maintained and updated centralized Client Master spreadsheet.

• Assisted with hotel and travel arrangements; made restaurant reservations. Purchased and wrapped presents for Japanese clients. Processed expense reports in Concur expense system.

• Input client information, generated client reports, and created mail merges in Avenue and Satuit Content Management Systems.

• Systematized new client documents system by printing, converting to PDF files, scanning, copying, and filing client contracts and correspondence.

• Printed and mailed client quarterly and monthly statements; mailed ADV, privacy notices, CIT labels, holiday cards, and other client deliverables.

Marketing Support

• Supported Head of Institutional Marketing; scheduled meetings, greeted visitors, made restaurant reservations, tracked vacation time, and interfaced with technical support. Served as liaison with Graphic Designer when special marketing events were planned. Produced invitations, signage, nametags, placards, etc. and sent to in-house printer.

• Adapted, improved, and took ownership of various marketing materials.

• Each quarter, updated performance summary reports and 13 fact sheets with portfolio statistics, characteristics, and other financial data. Imported and formatted commentaries and white papers into company-brand format using InDesign.

• Created ads and magazine articles, including chart changes.

• Converted charts into Dutch.

• Provided support to Marketing team in company’s London office.

• Assisted RFP team by producing UPS labels for packages and converting PDF documents into MS Word.

• Maintained and updated logo files; scanned electronic signatures. Updated web content using Red Dot.

Administrative Support

• Planned and coordinated small events. Distributed mail and T passes to team members. Provided back-up support for Head of Institutional Marketing. Purchased office supplies through Staples.com. Maintained printers and copiers with cartridges and paper; arranged for service. Assisted with company move. Oriented new hires.

COMMUNITY NEWSPAPER COMPANY, Concord, MA 1994-2007

Office Administrator / Receptionist (2006-2007)

Greeted visitors; received and routed calls to editors at various newspapers. Ordered office and kitchen supplies. Maintained printer and copy machine supplies; called for service when necessary. Assisted Typesetting department with inputting and formatting articles to be placed in publications.

Paginator (1994-1998 and 1999-2006)

Produced 22 weekly newspapers, plus special sections on Power Macintosh using Quark XPress, Adobe Photoshop, and Illustrator. Worked with editors importing text, photographs, and artwork from CNC servers into pages. Designed four color second front pages. Executed front page and jump pages from editors’ layouts.

AUTUMN PRINTING CORP., Billerica, MA 1997-1999

Desktop Publisher / Designer

Helped build business with new owner by developing company logo and identity on paper and in print. Initiated procedures to facilitate work flow. Used QuarkXPress, PageMaker, Illustrator, Photoshop, Microsoft Publisher, and Microsoft Word. Worked with customers to produce brochures, logos, business cards, letterheads, and invitations using Power Macintosh and IBM platforms.

EDUCATION, TRAINING, AND CERTIFICATIONS

Bachelor of Fine Arts, Graphic Design, UNIVERSITY OF BRIDGEPORT, Bridgeport, CT

Associate of Arts, LASELL JUNIOR COLLEGE, Newton, MA

Training in:

Microsoft Word, PowerPoint and Excel

InDesign and Illustrator

Introduction to the Internet and Web Page Design

Photoshop 3.0, Illustrator 6.0, QuarkXPress 3.5

Macintosh Computer Training: Aldus PageMaker, QuarkXPress, and Freehand

Attended THE SCHOOL OF THE MUSEUM OF FINE ARTS, Boston, MA

One-Year Certificate, KATHERINE GIBBS, Norwalk, CT

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