Vice President Executive Assistant

Productive Executive Assistant with substantial, diverse experience in office support and administration. Utilize effective interpersonal and communication skills to interact with individuals at all levels. Recognized for a positive attitude, professional manner and commitment to achieving success. Proven administrative abilities, combined with excellent results-oriented skills, are reflected in outstanding efficiency and performance. Apply analytical and detail focused abilities to ensure accurate results. Effectively manage multiple projects and adept at solving problems. Consistently set priorities and achieve goals. Qualifications include knowledge and abilities in the following areas:

Administrative Assistance

Budgets / Expenses

Client Interaction / Customer Service

Collaborative Team Member

Collections & Reconciliations

Contracts / Legal Issues

Department & Office Management

Enhance Operational Efficiencies

Event / Meeting Planning

Excellent Writing / Grammar Abilities

Interactive Communicator

Multi-Tasking, Detail & Deadline Oriented

Office Protocol / Business Etiquette

Policies and Procedures

Proficient with Current Microsoft Products

Project Management

Solutions Focused Problem Solver

Streamline and Organize Processes

Travel Arrangements & Logistics

Workflow Planning & Prioritization

PROFESSIONAL EXPERIENCE_______________________________________________________

COMMUNITY VOLUNTEER, 2008 - 2010

Multiple Sclerosis Association of America, Cherry Hill, NJ

Online Resource Detective, 2008 - present

Research and send information to the MSAA on resources for people with MS.

American Cancer Society, Riverside, CA

Office Volunteer, 2008

The Foundation for Community and Family Health, Corona, CA

Fundraiser, 2008

One of the top ten fundraisers for "Our Local Fight" breast cancer walk on 10/26/08 and also participated in the walk. Posted flyers in local businesses to raise awareness of this activity.

HALL & FOREMAN, INC., Rancho Cucamonga, CA

Project Assistant, 2006 - 2007

Created organizational processes, coordinated department workflow, operational procedures, and interacted with commercial team members and additional offices on a daily basis.

Provided administrative and organizational support to the Vice President/Principal and commercial team. Interacted with all levels and divisions.

Reported on monetary and construction status of projects at project management meetings.

Assisted project managers by consistently updating clients on the status of their projects.

Prepared and distributed manuals, data books, vendor material, project plans, and project reports.

Assisted Project Managers with preparation of contracts and additional services authorizations.

Submitted projects, researched permit requirements, prepared applications for filing and recorded documents with city/county agencies.

Processed monthly billing; reconciled billing and collection discrepancies with clients; prepared and distributed detailed monthly/weekly accounts receivable and billing reports.

Worked with Legal and Survey Departments on contracts, change orders, ASA’s and legal issues.

Prepared expense reports for Vice President/Principal and commercial team.

Coordinated all aspects of domestic conference calls and meetings on a regular basis.

Organized domestic travel for Vice President/Principal, commercial team and other divisions.

Prepared and distributed detailed reports, agendas, budgets and spreadsheets.

Created PowerPoint presentations and organizational charts.

BAX GLOBAL, INC., Irvine, CA

Executive Assistant, 2004 – 2006

Created organizational processes, coordinated department workflow, operational procedures, and interacted with local and global team members on a daily basis in this new position.

Provided administrative and organizational support to the Vice President of Finance and Finance Management team. Interacted with personnel in the Finance Department (150 employees).

Prepared and distributed detailed monthly, quarterly, and annual finance reports, agendas, budgets and spreadsheets.

Ensured all charges were properly coded and reviewed budgets/expenses for discrepancies.

Assisted Finance Managers with charting of PTO for various Finance Departments.

Coordinated new hire process and interview arrangements as Human Resource Coordinator for the Finance Department.

Reduced expenses by using online resources and researched best rates for hotels, car service, etc.

Organized domestic/global travel logistics for Finance Department, Global Directors and Consultants.

Created quarterly and semi-annual PowerPoint presentations and organizational charts.

Produced and submitted weekly payroll report to Payroll Department.

Prepared travel expense reports for Vice President of Finance and Finance Managers.

Coordinated all aspects of domestic and global conference calls and meetings on a regular basis.

REMEDY INTELLIGENT STAFFING, Aliso Viejo, CA

Executive Assistant, 2003

Temporary administrative support to executives and managers in several companies and industries.

NEOTHERAPEUTICS, INC., Irvine, CA

Executive Assistant, 2001 - 2002

Provided administrative and organizational support to the Vice President of Finance, Vice President of Investor Relations, and Finance Department.

Assisted with preparation and distribution of material for Board of Directors meetings, investor packets, diligences, warrants, and stock purchases.

Maintained database of contracts and trademarks; coordinated meetings and scheduled travel.

LILLIAN VERNON CORPORATION, Rye, NY

Executive Assistant, 2000 - 2001

Provided administrative and organizational support to the Vice President of Merchandising, Merchandising and Product Development Departments.

Maintained personnel records for the departments; prepared and filed copyrights.

Created PowerPoint presentations; assisted with catalog layouts.

Prepared department reports pertaining to domestic and international corporate business.

Followed up with domestic/global vendors on merchandise, purchase orders, samples and shipments.

Coordinated meetings; scheduled domestic and international travel.

COMPUTER SKILLS_________________________________________________________________

Proficient with Microsoft Word, Excel, PowerPoint and Outlook, Lotus and Lotus Notes, M.Y.O.B. Accounting System, various databases, Windows XP, Adobe Photoshop, E-Copy, Argus Payroll, CITRIX (Financial Retrieval), Sema 4 (Timesheets and Billing), and Word Perfect 8.

ACCOUNTING SKILLS_______________________________________________________________

Accounts payable/receivable, collections, inter-company payroll-processing and utilized an outside computer service, taxes, bank reconciliation, general ledger and trial balance.

EDUCATION________________________________________________________________________

AMERICAN BUSINESS INSTITUTE, New York, NY

Word Processing Specialist

Related Courses: Office Procedures, Business Math and English.

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