Dedicated and focused Professional who excels at prioritizing, completing multiple tasks simultaneously and following through to achieve project goals. Seeking a role of increased responsibility and authority.
Highlights
Results-oriented self-starter
Self-directed, time management
Meticulous attention to detail
Strong problem solver
Resourceful
Dedicated team player
Strong interpersonal skills
Meeting planning, detailed meeting minutes
Accomplishments
Received merit raises for strong attention to detail, exemplary customer service and team-player attitude.
Promoted to Executive Secretary after 12 months of employment.
Maintained clear lines of communication, fostered good client relations and promoted positive public relations.
Successfully planned and executed corporate meetings, lunches and special events.
Maintained high confidentiality in various aspects of business.
Increased office organization by developing more efficient filing system and customer database protocols.
Established ease of locating supplies, removed wastefulness by maintaining strict inventory control.
Planned and executed all aspects of department moves.
Determined best and most cost-effective way to send mail and packages.
Experience
07/2014 to Current
Administrator, TreasurerMarriott International – Westminster, CO,
HR: Review resumes, schedule interviews, on-board new employees, answer general questions, manage personnel records, obtain Client feedback about employees during their performance evaluations.
Scheduling: Meetings (in-person, teleconference) with clinical statisticians and statistical analysts, calendar management
Documents: Create letters, responses, memos, minutes, take shorthand dictation; create spreadsheets, graphs, charts, macros, presentations, newsletters and pamphlets.
Accounts Payable: Receive invoices, review for accuracy, process for payment, file paid invoices, review payroll for accuracy, process P-card expenses.
Accounts Receivable: Review for accuracy, process for distribution, invoicing.
Purchasing: Initiate, process, and expedite purchase orders and invoices; communicate with vendors.
Travel: Make and expedite travel arrangements; create travel itineraries.
Records Managament: Create and maintain departmental files and library.
Supplies: Establish and maintain supply area; contact vendors and order supplies.
Maintenance: Schedule and oversee maintenance and repair contractors.
Shipping: Send mail and overnight shipments.
07/2005 to 02/2014
Co-OwnerTakeda Pharmaceutical Company Ltd – Greenville, SC,
Property Management: Complete oversight of all property management, income and expenses.
Risk Management: Conducted annual inspections of each property to determine capital needs for upcoming fiscal year; monitored and controlled the spending of the capital budget; created a strategy on responding to unplanned or escalating expenditures.
Forecasting: Trends affecting major projects, funding, and deferrals for unplanned capital expenditures.
Interviewed and approved/disapproved future tenants through applications, credit and background checks, wrote and signed leases, collected deposits and surrendered keys; performed property walk-throughs; established and enforced related policies and procedures.
Critical Thinking: Promptly responded to emergencies; responded to and followed up with all emergency situations at each property and if needed, coordinated with insurance adjusters and managed any claim process.
Maintenance: Interviewed and hired vendors; planned, assigned, and directed the maintenance and repairs of each property with active involvement with contractors.
Records Management: Established and maintained filing system.
03/2002 to 11/2004
Senior Administrative AssistantTakeda Pharmaceutical Company Ltd – Harrisonburg, VA,
Administrative Support: Supported MTT Director, his staff, the CTC managers and their staff, the MPM and Statistical departments.
Database Management: Created and maintained group databases; approved or rescinded access requests.Customer Service: Answered phones and provided internal customer service.
Scheduling: Meetings (in-person, video, off-site), conference calls, and events on and off-site. Performed heavy calendar management.
Travel: Made and expedited travel arrangements.
Shipping: Sent mail and overnight shipments, maintained supply area.
Records Management: Created and maintained org charts, library, and departmental files.
HR: Scheduled interviews and on-boarded new employees.
Accounts Payable: Processed expenses
Mentoring: Tutored, supervised and mentored contracted Assistants in MPM and Statistical departments and Junior Assistants in other departments..
Assistance: Provided backup executive assistance for other Vice Presidents and Directors.
08/1998 to 04/2001
Senior Administrative AssistantCooper University Health Care – Salem, NJ,
Administrative Support: Supported two Partners and staff.
Documents: Designed client proposals and invoices and ensured quality; liaison between Print Shop, Purchasing, and department.
Database Administration: Created and maintained databases, performed mass mailings.
Records Management: Coordinated sales tracking data input.
Customer Service: Answered phones and provided internal customer service.
Scheduling: Meetings, conferences and conference calls.
Travel: Made and expedited travel and car arrangements; processed expenses.
Supplies: Redesigned and maintained supply area; communicated with vendors.
Shipping: Sent overnight and messenger shipments.
HR: Managed personnel records.
Assistance: Provided backup executive assistance for other assistants.
01/1998 to 07/1998
Purchasing Administrative Assistant / EDI CoordinatorProvidence Health & Services – Woodland Hills, CA,
EDI Coordinator: Electronically pulled in client orders, sent out order acknowledgments and invoices, and expedited client receipt of invoices.
Reporting: Compiled various inventory reports and spreadsheets for President, Comptroller, and account executives.
Purchasing: Initiated, processed, and expedited purchase orders and invoices, communicated with vendors and transportation companies.
Inventory Control: Maintained inventory control.
06/1994 to 01/1998
Executive SecretaryADP Investor Communication Services – City, STATE,
Administrative Support: Provided administrative support to the Vice President and Director of Client Services and staff; answered phones and provided initial customer service; scheduling; prepared documents; received high-level guests and customers.
Design: Designed client voting ballots utilizing Xerox Elixir and sent print jobs to in-house mainframe printers.
Purchasing: Coordinated purchasing of paper for client voting ballots; liaison between Purchasing, Mutual fund and Printing departments.
Database Administration: Created and maintained databases and performed mass mailings; notarized documents.
Travel: Made and expedited travel arrangements, processed expenses.
Supplies: Ordered and management supplies, communicated with vendors.
HR: Managed personnel records.
Shipping: Supervised all departmental overnight shipping, and tracked sales leads.
Records Management: Maintained daily job records.
Reporting: Compiled quality measurement data for participation in monthly meetings with the President, Vice President, and Director.
Assistance: Backup executive assistance to President, other Vice Presidents and Directors when needed.
04/1993 to 06/1994
Senior SecretaryTempForce – City, STATE,
Administrative Support: Temporary support to Vice President of Client Services and departmental staffs.
Supplies: Ordered supplies.
Database Management: Maintained databases
Documents: Performed mass mailings.
Customer Service: Directed incoming customer service calls, produced and maintained client job matrixes and retrieved hard copy reports requested directly by external customers.
HR: Managed personnel records.
Assistance: Front Desk backup reception.
04/1991 to 03/1993
Junior SecretaryRoyce Aerospace – City, STATE,
Administrative Support: Support to President, Executives, and sales staffs; received guests; prepared documents; scheduled off-site meetings for the Young President's Organization.
Scheduling: Managed calendars.
Supervision: Trained, supervised and mentored Receptionist,
Sales: Processed sales orders.
Accounting: Light bookkeeping.
Inventory Management: Ensured smooth inventory control and verified sales documentation.
Supplies: Managed office supply area.
Shipping: Performed overnight shipping.
Assistance: Provided Front Desk backup reception.
Education
Expected in May, 1991
Certificate: Secretarial Administration Katharine Gibbs - Melville, NY GPA:
Expected in December, 2009
Bachelors of Science: Nursing Indiana University - Indianapolis, IN GPA:
Skills
Administrative support, communication, client relations, customer service, documentation, dictation, backup assistance; MS Windows/Vista/XP, Mac OS X; MS Word, Excel, PowerPoint, Outlook and Publisher; Gmail; Lotus Notes, Lotus Organizer. Internet and various search engines, emailing; Skype for Business; typing 70 wpm, dictation 60 wpm, excellent phone etiquette, excellent use of grammar, proofreading; light accounting, purchasing, business correspondence, communication, client relations, databases, inventory control, proofreading, property management, proposals, maintaining quality, scheduling, shorthand.
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School Attended
Katharine Gibbs
Indiana University
Job Titles Held:
Administrator, Treasurer
Co-Owner
Senior Administrative Assistant
Senior Administrative Assistant
Purchasing Administrative Assistant / EDI Coordinator
