Administrative Assistant Project Manager

SUMMARY OF QUALIFICATIONS

Skillful and dedicated Administrative Assistant (Advanced) with extensive experience in the coordination, planning, and support of daily operational and administrative functions.

Demonstrated capacity to provide comprehensive support for executive-level staff including scheduling meetings, coordinating travel, and effectively managing all essential tasks.

Proven track record of accurately completing research, reporting, information management, marketing, and business-development efforts within budget requirements and company goals.

Adept at developing and maintaining detailed administrative and procedural processes that reduce redundancy, improve accuracy and efficiency, and achieve organizational objectives.

Highly focused and results-oriented in supporting complex, deadline-driven operations; able to identify goals and priorities and resolve issues in initial stages.

Assisted the Women In Leadership (WIL) BRG in coordinating efforts to advertise upcoming events, coordinating BIOs and BIO pictures for The Woodlands WIL for the HATV as well as for The Source.

Proficient in Microsoft Office (Word, PowerPoint, Excel), Lotus Notes Database, and Microsoft Windows® operating system.

PROFESSIONAL EXPERIENCE

HEWITT ASSOCIATES – The Woodlands, Texas 1997 to 2010

Administrative Assistant (Advanced)

Provide high-level administrative support to Project Leadership Team(s) in Communication Group.

Perform a variety of key client-relations functions, addressing inquiries of current and potential deliverables, communicating with client’s corporate communication team(s) regarding client-relations initiatives, and maintaining client information database. Collaborate with Project Lead(s) to oversee distribution of communication deliverable releases to client associates. Develop reports and spreadsheets to improve and inform quality and communication initiatives. Prepare meeting agendas and carefully monitor all action items. Prepared monthly time, expense, and travel reports.

Developed monthly and year-end client time reports ensuring forecasts met corporate guidelines

Developed invoice tracking system to monitor receivables to clients

Pulled monthly time analysis reports and monitored project budgets

Served on client Leadership team(s), creating multiple reports and spreadsheets identifying both internal and external client’s short- and long-term objectives

Wrote guide to assist others in logging on to client’s intranet and client’s email system

Worked with Manager to develop and implement New Virtual Administrative Assistant Training manual, as well as training new assistants’ virtually

Worked with Agency members to develop an Onboarding database site for onboarding of new associates

Coordinated and hosted successful group and client meetings, creating invitations and meeting materials, and booking venues for yearly BRAVO Awards and year-end group celebrations

FMC CORPORATION – Houston, Texas 1993 to 1997

Secretary

Served as Administrative Assistant for two project manager executives in international contracts department.

Directed all administrative and project support efforts. Conducted in-depth business-development research with potential clients. Developed presentations and manufacturing manuals and scheduled all executive-level meetings and travel. Handled all word processing and typing. Entered data for reports, production items, shipping, and inventory. Maintained computerized inventory of all parts, supplies, and products for department.

Created, organized, designed, and set up an information center for manuals and schematics

Created, coordinated, and maintained vital wellhead/rig user, training, and repair manuals for rig-bound technicians

Managed the inventory of purchasing office supplies, furniture, and technician safety supplies

Created, updated, and verified clerical job applicants, and scheduled full-time job applicants interviews, as well as coordinated applicant testing and pre-employment physicals

Coordinated and hosted successful department and client meetings, creating invitations and meeting materials, booking venues, and selecting guest speakers

CRANE DEFENSE SYSTEMS – Conroe, Texas 1990 to 1993

Secretary

Provide administrative support for regional procurement manager in this successful government contractual manufacturing organization.

Oversaw a wide variety of administrative functions, supporting all director-level projects and information-management processes. Compiled and analyzed data from monthly reports to prepare directors’ presentations for executive management meetings. Developed internal correspondence that facilitated effective communication and transfer of information to the Department of Defense.

Played key role in design of interoffice files and reporting systems for outside vendors, buyers, and contracts

Significantly reduced time required to prepare and distribute reports by spearheading implementation of electronic reporting procedures for contracts

Developed training schedule to assist new employees/managers to help them understand the company, its operations, and their new roles elaborating on the function and communication and contacts of the Department of Defense

BAYLOR COLLEGE OF MEDICINE – Houston, Texas 1987 to 1988

Secretary

Directed day-to-day office operations, providing fundamental support to Director of Physiology and team of professors.

Managed the monthly solicitations to high school and college graduates worldwide for consideration in joining our graduate program. Oversaw all department word processing and typing. Entered data for reports. Helped plan and organize department functions and visiting professors speaking events.

Maintained the updating and confidentiality of student files

Prepared monthly reports of perspective and accepted new graduates

Prepared and maintained graduate schedules

Prepared and maintained graduate course syllabi

HAMBRICK INDUSTRIES, INC. – Conroe, Texas 1979 to 1987

Office Manager/Secretary to the President

Directed day-to-day office operations, providing fundamental support to company President and team of consultants.

Managed accounts payable, receivable, and payroll. Oversaw administrative budget. Prepared credit card/bank reconciliations, as well as General Ledger reconciliations. Purchased materials, performed application upgrades, and trained staff in use of office computer resources.

Designed interoffice files, forms, and reporting systems for outside vendors, buyers, and contracts

Prepared material and finished product quotes for client needs

Prepared inventory reports for year-end financial reports

Prepared General Ledger books for year-end financial reports

Designed artwork for company stationery, forms, and Public Relations products

REFERENCES Upon request

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