Skillful and dedicated Administrative Coordinator/Executive Assistant with extensive experience in the coordination, planning and support of daily operational and administrative functions in a highly confidential environment.
Cultivated strong productive relationships with key stakeholders, vendors and internal colleagues.
Provide legislative support to the VP of Federal Government Affairs, Director of Federal Government Affairs and PAC Manager.
Prepare lobbyist contracts ensure they are in compliance.
Draft internal and external communications for contributions, solicitations and contracts.
Process over $500K annually in contributions for non-profit and political organizations using MicroEdge gifts.
Manage budget activities analyze trends corresponding to aid in management decisions.
Serve as records management coordinator in department by ensuring all records are kept and disposed of in accordance with company guidelines.
Prepare department for compliance audit by ensuring contribution files have all required documentation including IRS letters, financial statements and approvals from legal department -(have a 100% pass rate in compliance audit).
Prepare purchase requisitions and other documents related to purchasing and contracts.
Work closely with property management and facility related vendors to ensure proper service workmanship
Manage the facilitation of office services to respond to the needs of internal and external clients
Collaborate with architect on space build out
Direct and coordinate the office support staff
Represent organization at tenant meetings.
Pay and reconcile office invoices
Facilitate orientation and on-boarding of new hires.
Coordinate logistics for internal events of up to 300 attendees, including prominent individuals, use of facilities, transportation, audio/visual and catering needs
Manage special events such as sponsorships and other activities the firm supports in order to gain public attention.
Secure speakers Design layout and content of company sponsorship ads for event publications
Provide guidance regarding the usage of the company's corporate image and identity, including strategic usage of logos, signage and giveaways
Generate event contracts to sponsoring organizations
Review, evaluate and select premier caterers.
Plan and execute team building activities.
Provided administrative support to CFO, VPs, and Directors.
Drafted meeting agendas, supplied advance materials and executed follow-up for meetings and team conferences.
Arranged appropriate travel, visas, agendas, necessary contacts and country information.
Provided logistical support to visiting staff in coordination with other Executive Assistants.
Supported Senior VP of Operations/VP of Sales/ Director of Finance.
Managed calendar/ travel arrangements/ scheduled meetings and team conference calls.
Responded to VPs incoming correspondence.
Managed sales forecasting reporting used by sales and marketing to determine goals.
Produced weekly sales reports.
Responsible for A/P, A/R, record and approved department expenses.
Tracked and resolved accounting discrepancies.
Managed domestic trade shows.
Negotiated contracts with outside providers to minimize costs to the company and customers.
Created weekly and monthly reports and presentations.
Collaborated with other administrative team members, human resources and the finance department on special projects and events.
Coordinated all department functions for Northeast sales team.
Created and prepared brochures, newsletters and marketing materials.
Created purchase requisitions, purchase orders and invoice coordination.
Managed daily office operations and maintenance of equipment.
Financial tracking, general ledger reports and monitored accruals.
Managed intranet website content.
Maintained and updated press kits and other promotional collateral.
Organized the office emergency preparedness plan.
AWARDS: Above and Beyond Call of Duty Award (Altria Client Services Inc.) 2009.
Received award in recognition of work related to logistics and planning for the company's 2009 Presidential Inaugural Events.
Received bonuses and other awards for work performed at Claris Corporation.
Microsoft Office Suite, Microsoft Outlook, Microsoft Project, MicroEdge Gifts, SAP, Concur, Hyperion and FileMaker.
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