Enthusiastic, detail-oriented, Administrative Professional with extensive experience in anticipating professional needs and proactively identifying and resolving problems. Possess a unique ability to learn, process, and integrate new information and apply it to business practices, training and solutions. Skilled at researching using a variety of sources, and excellent interpersonal, verbal and written communications skills. Self-motivated with proven ability to promote organization and availability through effective schedule development. Excellent customer service and multitasking expertise.
Skills
Confidentiality and Data Protection
Document and File Management
Travel Coordination
Calendar Management
Event Planning
Windows 10
Microsoft Office Suite
SAP
Great Plains
Lotus Notes
Work History
Administrative Assistant, 04/2012 - Current Intertek – Birmingham, AL,
Relieve Territorial Supplies & Purchasing Director, department managers and their direct reports of administrative detail, respond to inquiries on behalf of department head and ensure office runs smoothly in their absence.
Supervise daily operations in office with 16 employees; coordinate and maintain weekly attendance and annual vacation for department; manage department calendar.
Prioritize and manage multiple projects simultaneously; perform general administrative duties; including greeting clients, copying, faxing, answering and screening multi-line phones; process in-coming/out-going mail and invoices; prepare weekly reports.
Maintain manual and electronic filing system for customer billings; assist customers by researching accounts in Great Plains and resolving complaints in a timely manner; provide POS and order desk back up as needed.
Administrator of Office Depot purchasing program for all departments; maintain office supplies inventory; evaluate new office products; place and expedite supply orders for the building; verify receipt of supplies.
Manage submission of travel/expense reports for department.
Coordinate travel arrangements by booking airfare, hotel and ground transportation.
Organize weekly staff meetings and arrange outside company events.
Administrative Assistant, 11/2006 - 03/2011 One Medical – San Mateo, CA,
Provided executive level administrative support to Vice President of Operations, three Directors and 12 direct reports with demonstrated ability to meet even their unexpressed needs.
Heavy calendar management requiring interaction with internal and external executives and assistants, as well as vendors and customers.
Coordinated logistics for executive, corporate and departmental meetings and events – including logistics for travel, facilities, conference calls, preparation of agendas, and participant materials.
Prepared and maintained vendor contracts, purchase orders, organizational charts, presentations, spreadsheets, weekly status reports and quarterly newsletter.
Prioritized and managed multiple projects simultaneously using excellent follow through and efficient time management skills.
Generated monthly budget reports; submitted and reconciled charge backs, invoices and p-card transactions; set up new vendor documentation.
Organized and managed submission of travel/expense reports, expense tracking and charge code verification to ensure all travel met company guidelines.
Alternate for executive assistant to Senior Vice President, trained new administrative assistants and new hires on company procedures and software.
Supported efficient meetings by organizing spaces and materials, documenting discussions and distributing meeting notes.
Scheduling/Administrative Services Supervisor, 11/2004 - 11/2006 Fidelity Law Offices – City, STATE,
Developed and maintained databases, spreadsheets, and PowerPoint presentations to provide convenient access to critical information for daily business operations.
Managed records for vacations, executive calendars, scheduling and coordination of loan appointments for approximately 100 tri-state attorneys.
Efficiently handled confidential and time sensitive materials; composed standard business correspondence and processed loan documents.
Coordinated and managed all logistics for loan closings and departmental events including travel, facilities, and attorney/buyer materials.
Conducted administrative training and quality assurance reviews of administrative requirements for new schedulers/assistants
Performed full gamut of administrative duties including greeting clients, copying, faxing, answering and screening multi-line phones; process in-coming/out-going mail and invoices.
Supervised daily operation of support services; responsible for ensuring corporate compliance, and reviewing and evaluating the work and performance of subordinates; coordinated and maintained weekly attendance and annual vacation for employees.
Maintained office equipment, in addition to arranging rapid equipment repair and maintenance with vendors.
Established new procedures and standards to improve efficiency and effectiveness of daily operations.
Acted as liaison between title/signing companies and attorneys with mastery of legal jargon.
Education
Associate of Applied Science: Business, Expected in 12/2016 - Columbia Southern University - Orange Beach, AL GPA:
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