Executive Assistant Project

Mary E. Balconi

http://www.linkedin.com/in/marybalconi

S85 W19619 Colonial Court Muskego, WI 53150 262-***-**** mzniwy@r.postjobfree.com

CAREER SUMMARY

Goal Setting and Achievement Organizational Streamlining & Scheduling

Presentation Planning Proved Ability to Multi-task & Problem Solve

Leadership & Team Building Initiate Cost Saving Objectives

Office Management Experience Revitalize Processes and Procedures

Client Relations Detail Oriented and Positive Attitude

PROFESSIONAL EXPERIENCE

The Sandstone Group – Milwaukee, WI 2012 - Present

An independently owned Milwaukee based holding company overseeing the daily operations, finances and business aspects of a dozen

different companies. In this capacity I serve mainly the CEO and Owner for all his personal as well as business needs.

Executive Assistant

Scan and archive an electronic history trail of personal and company related business for documents dating back to 1970’s.

Re-organize and gut personal filing system as well as business files for easy access to locate information

Schedule Board of Directors Meetings, Business Plan Progress Meetings and many other meetings utilizing Microsoft Office

Schedule + and when needed Go to Meetings including coordinating lunch and occasionally dinners.

Manage CEO calendar and travel for both business and personal travel and coordinate registration for various shows at times.

Coordinate all personal and business travel for national and international

Create customized Power Point presentations incorporating entity logos for multiple companies within the organization.

Initiate a position document binder outlining confidential, critical and daily used information for position.

Establish a logical filing system for tracking multiple companies in organization as well as personal and professional affiliations.

Work with HR manager to create computer software audit for tracking of software usage and onboarding process - currently in

progress

McCardle Real Estate – Brookfield, WI 2005-2011

A locally owned real estate organization which I was a contracted liaison for MLG Commercial’s senior vice president’s personal real

estate portfolio. In this capacity I encompassed all aspects of the operation of his personally owned residential, retail and industrial

properties.

Office Administrator

Implemented a new office for real estate portfolio starting from ground zero, employ necessary software to effectively track client

and vendor activity, as well as AP/AR, billings to commercial and industrial facilities, and tenants for residential properties.

Increased overall rental income for residential properties by budgeting and overseeing the unit restoration process with

maintenance staff, in turn eliminated the use of vendors saving over 50% in renovation costs while increasing the value of the

property.

Decreased vacancies and turn around while increased overall occupancy rate from 65% to 98% by implementing a thorough

investigation of applicant process with background and credit check checks, and hired qualified staff to manage each facility.

Expedited, processed, reconciled, tracked and maintained all information for an independent office environment, as well as

managed staff in the northern region of state. This included creation of all stationery, billing forms, promotions and some legal

documents as required as well as Managers Guide Book and Reference Manual.

Prioritized, delegated, expedited and monitored workloads of staff members and ensured assignments were completed on time as

scheduled.

Streamlined and facilitated all office operations from phone system, computers, copiers and other general operations while

implemented office procedures and trained staff on these procedures.

Composed all external/internal correspondence, forms and other related documents as required.

Southeast WI Professional Baseball Park District – Milwaukee, WI 1997-2001

Local government agency established by the Governor of Wisconsin to encompass the five counties taxing district to oversee the design

and construction phases of the Miller Park Baseball Facility.

Executive Assistant/Office Administrator

Provided key support to a Board of Directors consisting of 13 members assigned by the Governor of Wisconsin from the five

counties taxing Districts affiliated with Miller Park, and the Executive Director appointed by the Board of Directors to oversee the

design and construction of the facility.

Expedited new office basic operations and procedures from filing system to minor computer and software application issues,

contracted necessary vendors as needed. This encompassed initiation of the AP/AR, project, Executive Directors, media

communications, Board of Directors, Construction, Finance and Project Participation Committees files and meeting minutes as well

as resolutions passed at each meeting.

Streamlined and coordinated with State Auditors for successful passing of first required state audit and ensuring documents were in

place for subsequent audits for the duration of the project.

Developed HR duties, processed payroll, tracked all vacation/comp-time, sick leave, interviewed for general office staff and

negotiated with broker to secure new insurance program.

Managed and maintained multiple schedules, meetings and retreats, conferences and events; proved ability to coordinate all

required travel for such events.

Initialized and maintained records for 501(c) 3 non-profit organization required by the project to help with certification of MBE/WBE

businesses to become certified. This included assisting with the Trading Up video distribution to be used in the 5 county taxing

district school programs to promote the trades as a career choices for non-college bound graduates.

Coordinated multiple schedules, meetings and events as well as expenses related to such.

Assisted with marketing and media to notify the 5 county taxing district of project information, upcoming committee related issues as

well as events related to the Miller Park construction project.

Facilitated and ensured a smooth transition for move of District office to the Miller Park facility as well as archival of historical

documents.

Compiled, coordinated and completed large mailings both in traditional as well as electronic formats as well as maintained clientele

database; this included support with other marketing and media related issues.

Extensively dealt with highly sensitive and/or confidential information both internal as well as external.

Composed, transcribed and finalized agendas, meeting minutes, resolutions as well as other project related documents, and general

correspondence and reports.

InPro Corporation, Muskego, WI 1996-1997

A local manufacturing and distribution organization of wall protection products, signage and a wide-range of other plastic fabricated

products distributing world-wide.

Executive Assistant to CEO and VP of Manufacturing

Supported CEO and Vice President of Manufacturing of international plastics manufacturing company.

Completed successfully a majority vote and consensus approval with the City of Muskego and over 100 businesses in the industrial

park, to obtain all the necessary requirements to build a silo on the property to store product materials.

Transcribed, composed, prepared and distributed meeting minutes for meetings the CEO and Vice President as required and other

company related documents and correspondence.

Initiated and coordinated with the MAAC Fund a company-wide charitable fund raiser event.

HNTB Corporation – Milwaukee, WI 1992-1996

A nation-wide, full service architectural, engineering, construction and environmental planning agency providing services to both the

private and public sectors.

Executive Assistant to VP of Milwaukee & Minneapolis offices

Facilitated fund raiser function for State of Wisconsin political representative, this included compiling all the engineering community

organizations information and representatives, distribution the invitations, tracked donations, secured banquet facility and menu

items and coordinated with the representatives staff.

Arranged all travel for professional organizations and travel between offices.

Created and finalized all papers and documents that were published by the vice president for the professional organizations.

Prepared, updated and created correspondence and schedules for construction surveying and environmental group related projects

as well as quotes for upcoming projects.

Facilitated fund raiser function for State of Wisconsin political representative, this included compiling all the engineering community

organizations information and representatives, distribution the invitations, tracked donations, secured banquet facility and menu

items and coordinated with the representatives staff.

EDUCATION

Alverno College, Milwaukee – 1994-1996

MATC, Waukesha & West Allis – 1987-1989; 1994 -1995

COMPUTER PROFICIENCIES

Quick Books; Various other work and home related software for photos and video applications

Windows 7: MS Office utilizing Word, Excel, Access, PowerPoint, Outlook Express, Publisher, Movie Maker; Internet Explorer; Windows Conventions and

applications

Use of general office equipment; Basic and some advanced computer skills working with Wi-Fi and internet issues, computer hardware and software

troubleshooting.

Contact this candidate