Exec Admin Asst

Maria Legg

**** *. ***** ***.

Chicago, IL *****

773-***-****

*******@*******.***

SUMMARY: Seeking an Executive Administrative Assistant role, or similar, utilizing my ability to work effectively, independently and in a team environment, with associates at all levels of the organization involving high-level prioritizing and multi-tasking. Permanent full-time, please.

WORK HISTORY: The Nielsen Company, 4/08 – Current, Glenview, IL

Executive Administrative Assistant/Facility Administrator

• Support 4 Vice Presidents

• Support 30 staff members (direct reports to VPs)

• Self motivated

• Client interaction

• Outlook calendar management for VPs

• Email management for VPs (will independently answer and follow-up on emails and redirect if necessary)

• Strict confidentiality (highly sensitive information)

• Telephone support (multi-line)

• Travel (international and domestic arrangements)

• Hotel (international and domestic arrangements)

• Meetings (coordinate onsite and offsite meetings, logistics, catering, all around functionality and support)

• HR Assistance (process new hire and termination paperwork, schedule new hire online orientation, schedule and coordinate hew hire interviews and exit interviews, prepare new hire welcome packets, requests new hire computer IDs, maintain employee files and additional assignments as requested)

• Announcements (maintains and publishes office promotions, new hires, anniversaries into company website)

• MS Outlook distribution lists (maintains in the global directory)

• Organization charts (maintains and publishes)

• Floor plan seating charts (maintains and publishes)

• Vacation schedules for department (maintains and publishes)

• Company Pro-card/Corporate Credit Card (provides source of information and maintains list of credit card holders)

• Expense Reports (electronic preparations and executes)

• Procurement: Laptops, hardware, software, printers, etc as required with proper and documented approvals

• Documents: Draft, edit, format and finalize

• Maintains ACT database (client contact information)

• Visitors (receives and directs)

• Mail distribution

• Work with building management on office related issues

• Coordinates US Postal, inter-office mail and FedEx shipments

• Office Supplies (orders and maintains office and kitchen supplies)

• Business cards (orders and maintains list)

• Office security badges (generate badges and maintains list)

• Conference Rooms (manages public conference room calendars)

• MS Live Meeting (provides source of information)

• AT&T Teleconference (provides source of information)

• Assumes miscellaneous duties and assignments as requested

• All around “Go To” person

Rexam Beverage Can Americas, 3/03 – 2/08, Chicago, IL

Executive Administrative Assistant

• Support Vice President & CIO

• Support 5 Managers (direct reports to VP)

• Support 30 staff members (direct reports to Managers)

• Telephone support to VP/CIO and 5 Managers (multi-line phone system)

• HR Assistance (recruit, schedule interviews, all travel arrangements, visa and passport assistance, new hire orientation, new hire welcome package, maintain policies and procedures)

• Strict confidentiality

• Meetings (coordinate on-site and off-site meetings, facilities, catering, audio-visual equipment, etc)

• Calendars (manage and track meetings, vacation, sick)

• Email (respond independently and redirect if necessary)

• Correspondence (generate, proofread, faxing, copying, scanning, etc.)

• Liaison (US and International)

• Travel arrangements (domestic, international, ground, hotel, restaurant, etc.)

• Expense reports (generate and distribute)

• Visitors (meet, greet and direct)

• Mail (open, distribute, maintain mailroom, process subscriptions and renewals)

• Procurement (work w/vendors, quotes, purchase orders, fax/call-in orders)

• Invoices (process and distribute)

• Employee files (manage and maintain)

• Training (schedule/coordinate on-site and off-site)

• SAP (Purchase Orders, Purchase Requisitions, Goods Receipts, Vendor setup)

• Vendor customer service

• Financial reports

• Office needs (order supplies, maintain storage rooms, conference rooms, kitchen and other common areas in professional appearance)

• Facilities (responsible for overall office functionality, assist with coordination of office moves, seating arrangements, etc.)

Pantene Industrial USA Inc., 4/02 – 3/03, Chicago, IL

Office Manager

• Support Manager of Research & Development

• Additional staff support of 4

• All office functions, reception duties, FedEx, all correspondence

• HR (maintain vacation schedules, sick days, policies and operating procedures)

• A/P & A/R, account reconciliations

• Travel arrangements (domestic, international and hotel)

Life Fitness, 11/96 – 3/02, Franklin Park, IL

Executive Administrative Assistant

• Support VP of HR

• Support HR staff: Sr Dir of HR, Dir of HR Staff, Dir of Compensation and Benefits

• HR Assistance (recruit, schedule interviews, travel arrangements, visa and passport assistance, new hire orientation, new hire welcome package, I-9 documentation, copy and file)

• Strict confidentiality (highly sensitive information)

• Email (respond independently and redirect if necessary)

• Travel arrangements: domestic, international, hotel, ground, restaurants)

• Documents (draft, edit, format and finalize)

• Dictaphone (transcribe and type)

• Mail merges

• Basic office functions (faxing, copying, scanning)

• Policies and Procedures (manage and maintain)

• Employee files (manage and maintain)

• Outlook Calendars (coordinate and maintain)

• Expense reports (generate and distribute)

• Events coordinator (onsite and offsite)

• Logistics coordinator

• Gate keeper

• Screen calls

• Reception relief (multi-line phone system)

• Prioritize and multi-task

• Self motivated

Litvin/LaRue/Greenfield Commercial Real Estate, Inc., 10/94 – 11/96, Chicago, IL

Office Manager Assistant

• A/P & A/R

• Correspondence (letters, memos, etc.)

• Reception (multi-line telephone system)

• Calendars (schedule appointments, conference rooms, vacation, sick)

• Client inquiries

• Federal Express (shipping and receiving)

• Filing, facsimiles and copying

• Office supplies (ordered and maintained)

• Mail distribution

Chicago Lock Company, 7/90 – 10/94, Pleasant Prairie, WI

A/R & A/P Clerk

• Checks, cash and invoice applications

• Scheduling of payments, check runs and filing

• Vendor communications/discrepancies

SKILLS: • Bi-lingual (English/Spanish)

• Type 65 wpm

• MS Outlook, Word, Excel, PowerPoint, Org Plus, Live Meeting, AT&T Conf Call Setup

• SAP (Invoices, Purchase Orders, Goods Receipts, Vendor Setup, Generate Reports)

• Intranet/Internet/Web Navigation

• Peach Tree and Quick Books Acct Software

• Travel Arrangements: International and Domestic

• Meetings/Events Coordinator/Planner/Logistics

• Tele-Conferencing, Multi-line Phones, Fax, Copiers, Dictaphone, etc.

• Familiarity with online travel tools, time and expense reporting processes

• Excellent verbal and written communication skills

• Strong attention to detail

• Strong ability to multi-task

• Strong ability to prioritize

• Strong discipline on confidential matters

• Strong communication skills

• Strong organizational, problem-solving and analytic skills

• Positive and energetic attitude

• Strong work discipline

• Strong work ethic

• Willingness and aptitude to learn new things

• Able to work well with individuals at all levels

• Self-motivated and able to adapt to change quickly •

EDUCATION:

Certificate Northwestern Business College

Chicago, IL

Professional Secretary/Word Processing, 3.75 GPA

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