Senior Executive Assistant

EXPERIENCE:

Executive Assistant to CEO

ABN AMRO LaSalle Bank- Contract -Chicago, IL

October 2007 – February 2008

Direct support to CEO of ABN AMRO North America

Extensive calendar management; maintaining all aspects of scheduling, organizing, adjusting and sustaining appointments from executive’s calendar

Extensive travel arrangements: domestic and international; answer, screen and direct incoming calls from CEO’s office

Greet clients and internal clients to the executive office

Manage expense reports, accounts payable, accounts receivables, credit card reconciliation and invoicing

Maintain purchasing supplies for executive office; maintaining office vendor relationships

Assist in formatting, development of presentations, proposals, letters, spreadsheets and databases

Faxing, filing, recordkeeping, vendor management; maintain current and up-to-date record of all business materials

Set up and coordination of meetings, conferences, team events including catering

Executive Assistant

PepsiCo- Contract - Chicago, IL

August 2007 – October 2007

Administrative support to Manager – Supplier Diversity

Calendar scheduling via Outlook, maintaining appointments; travel arrangements – domestic and international

Order, stock, and distribute office supplies; expense report processing and submitting for group

Preparation of reports, memos, letters, filing, distribution of mail, development of presentations

Set up and coordination of supplier tradeshows; participate in tradeshows

Office Administrator/Executive Assistant

SilverTrain, Inc. -Chicago, IL

April 2006 - March 2007

Administrative support to Director, Sr. VP, CEO and staff

Extensive calendar scheduling via Outlook, maintaining appointments; travel arrangements – domestic and international

Order, stock, and distribute office supplies; expense report processing and submitting for group

Answer, screen and direct incoming calls to executive team

Expense reports, accounts payable, accounts receivables, credit card reconciliation, client billing, payroll and invoicing

Greet visitors and direct to appropriate party in the office

Maintain lunch room/purchasing supplies for entire office; maintaining office vendor relationships

Assist in formatting, development of PowerPoint presentations, proposals and agreement

Faxing, filing, recordkeeping, vendor management and new hire on boarding

Inventory computers and associated equipment; insert tape for daily server backups

Direct incoming/outgoing mail, correspondence, complex spreadsheets, mail merge, graphics, macros, heavy proofreading of documentation, database mgmt., project timetable/spreadsheets

Assist with setting up interview times and recruiting of consultants; development, editing PowerPoint presentations

Client billing; maintaining various database list; assist with bids/proposals development

Coordinate and prepare all activity reports, pipelines, and sales reports (backup)

Arrange meetings, conferences, team events, workshops, gatherings & schedule appointments (heavy use in Outlook)

Office Manager/Executive Assistant

CVM Solutions – Contract - Oak Brook, IL

August 2005- March 2006

Administrative support to CEO and Sr. Level Executive Mgmt. Team

Expense reports, accounts payable, accounts receivables, credit card reconciliation, payroll, client billing and invoicing

Production of letters, memos, proposals, spreadsheets, marketing kits and PowerPoint slides

Maintain current and up-to-date record of all Incentive business

Work with database of supplier diversity companies; heavy customer service with women/minority owned businesses

Provide secretarial support to CEO/President, VPs and Director; provide customer service to support desk to clients

Calendar scheduling via Outlook, maintaining appointments; expense report processing and submitting for group

Responsible for inbound and outgoing calls to SBC (customer follow up)

Answer, screen and direct incoming calls to executive team

Development of advanced financial spreadsheets, mass mail merges, memos (mass distribution), manuals, financial reports, documentation containing hyperlinks, tables using advanced functions

Travel arrangements for domestic and international travel for associates and executives

Order office supplies, scheduling meetings, direct incoming/outgoing mail, and conference scheduling appointments

Event planning and maintain vendor management database; incoming mail and outgoing mail

Faxing, filing, recordkeeping, vendor management and new hire on boarding

Sales Executive Assistant

Cintas Corporation - Chicago, IL

October 2004- May 2005

Administrative support to Sales Dept. including VP, Directors, National Account Executives, and Managers; Answer, screen and direct incoming calls to executive team

Calendar/scheduling via Outlook; set up meetings, interviews, conference calls, and meeting space

Preparation of letters, charts, graphs, presentations, financial spreadsheets, mass mailings/mail merge, forms and manuals

Review all incoming mail and correspondence to manager; assist in action and delegate materials to group

E-mail: reviewing, organizing and forwarding VPs and Manager’s e-mail messages to appropriate partner(s) if necessary on a daily basis; Faxing, filing, recordkeeping, vendor management and new hire on boarding

Handling incoming calls and mail and directing them to appropriate partner(s)

Expense reports, accounts payable, client billing, invoicing, credit card reconciliation

Make travel arrangements for domestic and international travel; assisted training specialist in preparing training materials

Prepare, process and facilitate expense reports, status reports, financial reports, account activity reports and attendance recordkeeping on a monthly basis; assist with development bids and proposals

Maintain and assist on working with highly confidential records including budgets and employee records

Filing, ordering supplies, catering and team event planning

Office Manager/Executive Assistant to CEO

Smagala Insurance- Oak Lawn, IL

August 2002 – October 2004

Administrative support and office manager to CEO/Owner

Handle all administrative and office management aspects of the office, including Human Resources, Accounting Marketing and Insurance

Expense reports, accounts payable, accounts receivables, client billing, credit card reconciliation, payroll and invoicing

Assist in development of bids/proposals/spreadsheets/PowerPoint presentations/financial reports

Calendar scheduling via Outlook, maintaining appointments; travel arrangements – domestic and international

Order, stock, and distribute office supplies; expense report processing and submitting for group

Faxing, filing, recordkeeping, event planning, vendor management and new hire on boarding

Regional Administrative Assistant/Project Coordinator

Randstad North America - Atlanta, GA

July 2000 – June 2002

Administrative support and project coordinator to Sr. VP, Directors, and all regional managers

Provide assistance to agents and prospective customers on various staffing issues, and professional resolution of problems/issues

Assistance in the development of system-wide tools and processes; provide support/training for tools/processes

Coordinator of internal intranet web page for Atlanta Office

Development of PowerPoint presentation graphics specialist; provide field staff with customer service and consultation relating to large account and large on-site account tools and processes

Report generation, development, organization, maintenance and management of databases using MS Access

Calendar/scheduling via Outlook; set up meetings, interviews, conference calls, and meeting space

Expense reports, accounts payable, accounts receivables, credit card reconciliation, payroll and invoicing

Direct and delegate responsibilities on assistance with preparation of bid/proposals

Corporate meeting event planning and coordination of workshops; corporate travel arrangements for team members

Manage team calendar and events using Outlook; maintaining/organization of team calendar and events

Development of advanced financial spreadsheets, mass mail merges, memos (mass distribution), manuals, financial reports, documentation containing hyperlinks, tables using advanced functions

Coaching and training on computer software to field staff with focus on the improved effectiveness of large on-site accounts; development of reports, web-enabled documents, financial brochures and forms for field staff

Completes operations by developing schedules; assigning and monitoring work; gathering resources; implementing productivity standards

Executive Assistant

American Bottling Co./Dr Pepper - Darien, IL

August 1998 – July 2000

Administrative support manager to Sr. VPs, VPs, CFO and CEO

Calendar scheduling via Outlook, maintaining appointments; travel arrangements – domestic and international

Ordering supplies, direct visitors and handling of mail; assist in development of bids/proposals

Screen and direct incoming and outgoing calls to Sr. VP office

Prepare business correspondence, presentations, memos, letters, reports included macros, tables and hyperlinks

Corporate meeting planning, conference call scheduling and database management

Y2K coordination; budget reporting, coordination of group projects, and team event planning

Answer, screen and direct incoming calls to executive team

Assistance to communication dept. for company-wide distribution of internal/external communication

Record keeping of detailed client account information, invoices, highly confidential files and distribution of incoming/outgoing company Y2K correspondence; faxing, filing, and recordkeeping

Accounts payable, billing and expense reporting; design and preparation of PowerPoint presentations

SKILLS:

Typing: 80 WPM, proficient in Microsoft Office (all versions) including Word, Excel, Outlook, PowerPoint, Access and Project; OpenAir, Salesforce.com, Intranet web-design, ACT, Goldmine, WordPerfect, Lotus Notes, QuickBooks, SAP, Visio, Dictaphone, Outlook

EDUCATION/ TRAINING:

Certification: Microsoft Office User Specialist

Joliet Junior College Joliet, IL 6/97-6/98

Loop Junior College Chicago, IL 5/92-9/94

Northern IL. University Dekalb, IL 6/88-6/91

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