Executive Assistant

Skills and Abilities:

Microsoft Office (Word, Access, Excel, Outlook)

Microsoft PowerPoint, Publisher

FileMaker Pro

AIA Contract Documents

Adobe PageMaker

Adobe Illustrator

Adobe InDesign

Adobe Photoshop

Dictaphone

Various expense management programs

Employment History:

07/2006 – 06/2009

KieranTimberlake Associates, LLP - Philadelphia, PA

Project Coordinator for this architectural firm

Duties

Project Duties

* Managed all administrative duties for as many as eight projects simultaneously

* Creation and upkeep of confidential Excel spreadsheets

* Client / subcontractor / correspondences

* AIA Contract documents

* Processed RFI’s, RFP’s, ASI’s, and Submittals

* Filing – electronic, paper and mass archiving

Executive Administrator Duties

* High volume travel arrangements (domestic & international) for Partners, Associates and all others

* Conference room calendar management; organize and set up office lunches

* Answer telephones and direct calls accordingly

* Phone system maintenance – reboot system when down, redirect extensions for routine office moves

* Incoming/outgoing UPS, mail, courier

* Calendar management

Librarian Duties

* Inventory 2 libraries of + 2,000 books each

* Set up and install new management system with barcodes / complete overhaul of library

* Upkeep of library, checking in/out books, ordering new books

10/2005 – 07/2006

Boeing (Temp position) - Philadelphia, PA

Executive Assistant for Senior Logistics Engineer

Duties

* Managed 5 conference rooms - set up Web-ex, VTC and telecon meetings

* Extensive travel arrangements (domestic & international) for executive level managers

* Expense reports

* Mail merges

* Record meeting minutes

* Upkeep of spreadsheets

* Ordered supplies

01/2005 – 09/2005

Various Temp positions

Executive Assistant for owner of this small development company in Virginia Beach, VA

Executive Assistant for SVP of media syndication company in New York City, NY

Duties

* Calendar management

* Travel arrangements

* Expense reports

* Filing

* Mail merges

* Typed letters and memorandums and created various forms

* Data inputting for accounting

10/1999 – 01/2002 & 03/2004 – 11/2004

LandMark Design Group, Inc. - Virginia Beach, Virginia

Executive Administrative Assistant & Marketing Administrative Assistant for corporate office of this full service engineering, environmental, and survey firm

Duties

Secretarial Duties

* Typed letters, memorandums, proposals for various jobs

* Created project client contact lists

* Handled bid packages

* Client interaction

* Provided primary backup to Receptionist

* Setup ASCE web conferences for three offices

* Organized travel arrangements

* Notary duties

Marketing Duties

* Coordinated multi-disciplined, interdepartmental projects and consolidated the information into unified proposals ready for submission to prospective clients

* Prepared elaborate Power Point presentations for shortlisted projects

* Designed advertisements, flyers, and brochures: American Waterworks Association (AWWA), Parks and Recreation Magazine, In-House

Accounting Duties

* Submitted timesheets & expense sheets for my team

* Set up new project numbers

* Created and managed survey department project billing, create billing spreadsheets and invoices

Organizational Duties

* Re-organized retired and active pouch filing system

* Organized and updated drawing database

* Re-organized client rolodex system for office

04/2003 – 03/2004

Wynne Residential Corporate Housing - Newport News, Virginia

Administrative Coordinator for this executive housing firm

Duties

* Customer Service / Marketing

* Created marketing flyers

* Apartment community research – pricing, availability, square footage, etc.

01/2002-12/2002

NAI The Vaughan Company - Albuquerque, New Mexico

Director of Research / Marketing for this commercial real estate firm

Duties

* Researched information on various forms of commercial real estate for brokers

* Prepared flyers for properties

* Created Monthly Investment Display Ad to be submitted to Albuquerque Journal

* Created property proposal packages

* Recreated all marketing materials after hard drive failure

* Managed mailing lists

Awards & Recognitions:

Boeing Appreciation Award for outstanding performance (4 separate occasions)

LandMark Design Group Employee of the Month

Education:

1996 - 1998 Christopher Newport University

1992 – 1996 Gloucester High School

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