Administrative / Executive Assistant
Resume:
Paula K. Otero
Oak Lawn, IL 60453
E-mail: ***********@***.***
Objective: A position with a company that seeks an ambitious and career-conscious person, where acquired skills and education will be utilized toward continued growth and advancement.
Summary: A highly detailed-oriented Executive Assistant with more than 25 years experience providing thorough and skillful administrative support to senior executives. Dedicated and focused; proven ability to prioritize and complete multiple tasks and follow through to achieve project goals. An independent and self-motivated professional with excellent research and writing skills; able to establish and strengthen positive relationships with clients and colleagues at all organizational levels. I’m a fast learner with the ability to adapt quickly to challenges and maintain high performance standards. Computer skills include MS Office 2007, MS Word, Excel, Access, PowerPoint, Outlook, CRM SalesForce. QuickArrow, Accounting software used includes QuickBooks, Oracle, Real World, DBC and DBA and Adobe Acrobat. I’m fully bilingual English/Spanish.
Experience: 2006-2008 GlassHouse Technologies, Inc. Chicago, IL
Executive Assistant
Provide support to 2 Senior VP’s of the Chicago office with travel arrangements, both domestic and international including flights, car and lodging. Update and maintain busy calendars for senior VP’s and 3 Sales Directors. Scheduled and organized meetings and conference calls, compile and submit expense reports for Senior VP’s, handled confidential and non-routine information, interacted with partners, employees, management and guest of the firm. Acted as liaison and maintained open lines of communication between senior executives, middle management and administrative staff. Read, evaluated and prioritized mail and emails for Senior VP’s and replied as needed. Type all letters and materials for executive’s signatures, answered phones and routed calls, entered contacts into SalesForce CRM. Printed, prepared and made minor modifications to new business presentations for prospects. Organized and supervised database management, trade shows, corporate events and meetings. Also, booked travel for 12 Network Engineers and assisted the sales group as needed.
2006-2006 American Invsco Chicago, IL
Executive Assistant
Provide support to the Chairman with travel arrangements domestic and international including flights, car and lodging, managed complex and busy calendar, schedule and organize meetings including ordering food and preparing printed material to be distributed at meetings. Update contact database both electronic and rolodex, typed materials, answered phones and routed calls, opened and distributed daily mail, compile and prepare expense reports. Draft routine correspondence; edit all letters for Chairman’s signature. Read, evaluate and prioritized emails for Chairman and replied as needed. Maintained records and kept related files. Advise the Chairman of prospective client meetings requiring his participation.
2001-2005 Harper’s Pet Products Bedford Park, IL
Marketing/Sales Assistant
Provide support for a team of two Executive VP’s and three Regional Sales Managers Prepare proposals and presentations. Enter purchase orders received either though EDI, fax, phone or mail, verify that prices, terms, case packs were correct. Keep track of orders through production and shipping process. Act as primary liaison with clients throughout production maintaining daily contact to resolve concerns, facilitating communication, and ensuring satisfaction. Answer incoming calls and in-person inquiries from clients, consumers, and colleagues; treated each person with respect and provided information and referrals. Act as liaison and maintain open lines of communication among senior executives and sales staff. Notify Wal-Mart of any shipping discrepancies with orders being processed. Also analyzed deductions customers took from payments to determine the reason and forwarded findings to the appropriate person in accounting to follow up with customers. Analyzed retail link reports from Wal-Mart, Kmart and Target. Organized and supervised database management and trade shows.
1999-2001 Precision Microblenders, Inc. Ciales, PR
Accounting Assistant
Process A/R and posted sales and cash receipt to customers accounts. Analyzed account for discrepancies and investigated any discrepancies found. Implemented the “Pay by Phone” method of payment and with this I was able to lower the past dues over 60 days on the aging report from 21 percent to 7 percent in a 6 month period. Entered receipt of raw materials and prepared spreadsheets of cost analysis for all goods received. Coordinated taking of physical inventory four times a year, entered inventory counts into computer, analyzed variance reports, ran shrinkage reports, and did final adjustments of inventory in G/L. Prepared and mailed invoices for daily sales, analyzed profitability report and ran and mailed monthly statements.
Education: Sacred Heart University San Juan, PR
BA, Business Administration
NED, Corp Chicago, IL
Certificate of Proficiency – Secretarial
References: available upon request.
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