Executive Assistant Resume Example
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EXECUTIVE ASSISTANT
Professional Summary
I am an Executive Assistant/ Business Operations Manager with extensive experience and education in office management, project and database management, and performance management. My proficiencies include verbal, written and visual communication, and the definition, development, implementation, and evaluation of organizational processes, programs and objectives. I am an innovative leader recognized for creativity, establishing effective cross-functional relationships and being a problem-solver.
Skills
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Work History
Executive Assistant, 03/2020 to Current
Avia – Chicago , IL
Avia – Chicago , IL
- Manage daily calendars for multiple executives, demonstrating flexibility and problem-solving abilities.
- Arrange and reserve conference rooms, catering, audio/video and other essential services as needed for meetings and conferences.
- Coordinate travel arrangements and create expense reports in a timely manner using Capital One systems.
- Process supplier invoices for payment and create spend tracking reports as necessary.
- Drive key team activities and events (such as all-hands meeting, team meetings, conferences, and social events).
- Prepare professional business communication documents including memos, letters, emails, organizational charts and reports.
- Build and maintain good business relationships with executives and administrative staff across the organization.
- Perform general administrative duties (copying and faxing), distributing mail, ad-hoc projects, committees and/or group events.
Sr. Administrative Assistant, 04/2018 to 03/2020
Abbvie, Inc – South San Francisco , CA
Abbvie, Inc – South San Francisco , CA
- Manage daily calendars for multiple executives, demonstrating flexibility and problem-solving abilities.
- Develop Standard Operating Procedures (SOPs) to improve and clarify policies and processes.
- Track action items and tasks; provide deadline reminders to staff.
- Arrange and reserve conference rooms, catering, audio/video and other essential services as needed for meetings and conferences.
- Coordinate travel arrangements and create expense reports in a timely manner using Capital One systems.
- Process supplier invoices for payment and create spend tracking reports as necessary.
- Drive key team activities and events (such as all-hands meeting, team meetings, conferences, and social events).
- Prepare briefing documents; set up and maintain spreadsheets for executive analysis.
- Prepare professional business communication documents including memos, letters, emails, organizational charts and reports.
- Build and maintain good business relationships with executives and administrative staff across the organization.
- Perform general administrative duties (copying and faxing), distributing mail, ad-hoc projects, committees and/or group events.
- Promote a fun and team-oriented work environment.
Executive Assistant, Business Operations Manager, 03/2011 to 03/2018
Tempo – Seattle , WA
Tempo – Seattle , WA
- Monitored and compiled service area variance reports for capital, payroll, and non-payroll budgets.
- Managed reports including monitoring of metrics and key performance indicators.
- Designed and implemented workflow processes to improve efficiency of Leadership team and Baltimore Administrative team.
- Served as team lead for Baltimore service area administrative team.
- Produced reports, presentations, agendas, meeting minutes, and data spread sheets on behalf of executives.
- Managed executives' (COO & VPs) work schedules, applying judgment skills when committing meetings to the executives' calendars.
- Scheduled and coordinated small and large meetings, including: managing the IT support and gathering of supporting documentation.
- Managed time reporting for the executives' direct reports.
- Worked with Labor partners to facilitate full participation and engagement of service area Unit Based Teams.
- Managed business travel and hotel accommodations.
- Prepared monthly expense summary, including preparing P-card statements and recharging expenses to the appropriate cost centers.
- Completed special projects and other duties as assigned by executives.
Office Manager, 02/2009 to 10/2009
Avia – Chicago , IL
Avia – Chicago , IL
- Developed, implemented and evaluated the activities, programs, policies and procedures for the business office.
- Established and maintained effective and sustainable working relationships with personnel, vendors and customers.
- Managed the operation of administrative support services for the organization; managed employee recognition program.
- Tracked strategic initiatives by monitoring progress towards goals and benchmarks, and following-up with key players.
- Coordinated and/or prepared responses on behalf of the President, working with appropriate experts, counsel and staff.
- Prepared and monitored budget for Business Office; Monitored budget for Service Areas.
- Analyzed complex departmental and organizational issues and identified resources necessary to address and solve challenges.
- Managed urgent, confidential and complex tasks with constantly changing priorities; handled multiple responsibilities.
- Analyzed data using advanced functions of MS Excel including Macros, Pivot Tables, Charts and Graphs.
- Provided executive support to the President and General Manager including: management of calendars, travel planning, greeting executive office visitors and preparation of all executive communication, presentations and documents.
Executive Assistant, 03/2007 to 02/2009
ATC LOGISTICS & ELECTRONICS – City , STATE
ATC LOGISTICS & ELECTRONICS – City , STATE
- To the President.
- Functioned as the Manager of Office Services and directly supervised Office Services team comprising of Reception, Mail Room and Administrative staff for 3 locations.
- Designed, implemented and evaluated administrative workflow processes to improve productivity of administrative staff.
- Worked with staff to set clear Performance Goals while providing guidance and feedback to help team members strengthen their knowledge and skills; provided training as needed.
- Facilitated problem solving and conflict resolution; Established environment that enabled staff to be innovative while effectively balancing risk and opportunity; Ensured team compliance with corporate standards, records management and HR policies.
- Managed cross-functional and complex projects from inception to completion.
- Responsibilities included scheduling project timelines and milestones; negotiating time commitments and resource allocation; delegating tasks and responsibilities to appropriate personnel; presenting updates to executive leadership at project milestones.
- Analyzed and presented findings to a variety of groups including organization's executive team.
- Managed travel program for company - including working with area hotels to secure corporate rates.
- Provided executive support to the President and Vice President(s) including: management of calendars, managing executive travel and business expense budgets, directing executive office inquiries (phone, email, in-person), creating complex and detailed departmental and executive correspondence using business acumen, and knowledge of organization policies and/or procedures, and managing logistics for executive meetings and special events; Monitored employee recognition program on behalf of organization President.
- Managed reporting system that allowed for the timely flow of data into the office of the President from all departments, direct reports and outside agencies; Created and utilized informal and formal channels to disseminate information on behalf of the President.
- Interacted with Company executives, employees across multiple organizations, as well as external representatives at the Executive level, serving as a liaison and acting on behalf of the President.
- Exercised independent judgment if it was necessary to deviate from established procedures to address unique/complex project work steps; Coordinated and/or prepared responses on behalf of the President, working with appropriate experts, counsel and staff.
Administrative Assistant, Executive Assistant, 01/1999 to 07/2006
VERIZON COMMUNICATIONS – City , STATE
VERIZON COMMUNICATIONS – City , STATE
- Created and managed database to track current and new Internet Service Providers (ISPs).
- The database reduced errors reported by the sales staff and customers by 80% and decreased turn-around time on receipt of new ISP to addition on WebPage from five to two days.
- Using MS Access, created database that imported information from outside sources.
- Developed queries, forms, and reports within the database to analyze and report relevant information.
- Managed trial participants for product testing.
- This entailed development and distribution of all communication to the trial participants, creation of surveys, collection, and compilation of data, and weekly PowerPoint presentation of results to the project team.
- Coordinated and/or prepared responses on behalf of executive, working with appropriate experts, counsel and staff.
- Managed reporting system that allowed for the timely flow of necessary data into executive's office from all relevant departments, direct reports and other constituencies.
- Tracked strategic initiatives by monitoring progress towards achieving goals and benchmarks, and following-up with key players.
- Planned and coordinated logistics of successful meetings and team-building events for both large and small teams.
- Managed executive and department calendars, itineraries, travel and expense reports.
- Supported projects using MS Project and MS Visio; Developed departmental forms and presentation templates.
Education
B.A: Business AdministrationMidwestern State University
Cum Laude, GPA: 3.5
Cum Laude, GPA: 3.5
Work History
Executive Assistant, 03/2020 to Current
Company Name – City, State
Company Name – City, State
- Manage daily calendars for multiple executives, demonstrating flexibility and problem-solving abilities.
- Arrange and reserve conference rooms, catering, audio/video and other essential services as needed for meetings and conferences.
- Coordinate travel arrangements and create expense reports in a timely manner using Capital One systems.
- Process supplier invoices for payment and create spend tracking reports as necessary.
- Drive key team activities and events (such as all-hands meeting, team meetings, conferences, and social events).
- Prepare professional business communication documents including memos, letters, emails, organizational charts and reports.
- Build and maintain good business relationships with executives and administrative staff across the organization.
- Perform general administrative duties (copying and faxing), distributing mail, ad-hoc projects, committees and/or group events.
Sr. Administrative Assistant, 04/2018 to 03/2020
Company Name – City, State
Company Name – City, State
- Manage daily calendars for multiple executives, demonstrating flexibility and problem-solving abilities.
- Develop Standard Operating Procedures (SOPs) to improve and clarify policies and processes.
- Track action items and tasks; provide deadline reminders to staff.
- Arrange and reserve conference rooms, catering, audio/video and other essential services as needed for meetings and conferences.
- Coordinate travel arrangements and create expense reports in a timely manner using Capital One systems.
- Process supplier invoices for payment and create spend tracking reports as necessary.
- Drive key team activities and events (such as all-hands meeting, team meetings, conferences, and social events).
- Prepare briefing documents; set up and maintain spreadsheets for executive analysis.
- Prepare professional business communication documents including memos, letters, emails, organizational charts and reports.
- Build and maintain good business relationships with executives and administrative staff across the organization.
- Perform general administrative duties (copying and faxing), distributing mail, ad-hoc projects, committees and/or group events.
- Promote a fun and team-oriented work environment.
Executive Assistant, Business Operations Manager, 03/2011 to 03/2018
Company Name – City, State
Company Name – City, State
- Monitored and compiled service area variance reports for capital, payroll, and non-payroll budgets.
- Managed reports including monitoring of metrics and key performance indicators.
- Designed and implemented workflow processes to improve efficiency of Leadership team and Baltimore Administrative team.
- Served as team lead for Baltimore service area administrative team.
- Produced reports, presentations, agendas, meeting minutes, and data spread sheets on behalf of executives.
- Managed executives' (COO & VPs) work schedules, applying judgment skills when committing meetings to the executives' calendars.
- Scheduled and coordinated small and large meetings, including: managing the IT support and gathering of supporting documentation.
- Managed time reporting for the executives' direct reports.
- Worked with Labor partners to facilitate full participation and engagement of service area Unit Based Teams.
- Managed business travel and hotel accommodations.
- Prepared monthly expense summary, including preparing P-card statements and recharging expenses to the appropriate cost centers.
- Completed special projects and other duties as assigned by executives.
Office Manager, 02/2009 to 10/2009
Company Name – City, State
Company Name – City, State
- Developed, implemented and evaluated the activities, programs, policies and procedures for the business office.
- Established and maintained effective and sustainable working relationships with personnel, vendors and customers.
- Managed the operation of administrative support services for the organization; managed employee recognition program.
- Tracked strategic initiatives by monitoring progress towards goals and benchmarks, and following-up with key players.
- Coordinated and/or prepared responses on behalf of the President, working with appropriate experts, counsel and staff.
- Prepared and monitored budget for Business Office; Monitored budget for Service Areas.
- Analyzed complex departmental and organizational issues and identified resources necessary to address and solve challenges.
- Managed urgent, confidential and complex tasks with constantly changing priorities; handled multiple responsibilities.
- Analyzed data using advanced functions of MS Excel including Macros, Pivot Tables, Charts and Graphs.
- Provided executive support to the President and General Manager including: management of calendars, travel planning, greeting executive office visitors and preparation of all executive communication, presentations and documents.
Executive Assistant, 03/2007 to 02/2009
Company Name – City, State
Company Name – City, State
- To the President.
- Functioned as the Manager of Office Services and directly supervised Office Services team comprising of Reception, Mail Room and Administrative staff for 3 locations.
- Designed, implemented and evaluated administrative workflow processes to improve productivity of administrative staff.
- Worked with staff to set clear Performance Goals while providing guidance and feedback to help team members strengthen their knowledge and skills; provided training as needed.
- Facilitated problem solving and conflict resolution; Established environment that enabled staff to be innovative while effectively balancing risk and opportunity; Ensured team compliance with corporate standards, records management and HR policies.
- Managed cross-functional and complex projects from inception to completion.
- Responsibilities included scheduling project timelines and milestones; negotiating time commitments and resource allocation; delegating tasks and responsibilities to appropriate personnel; presenting updates to executive leadership at project milestones.
- Analyzed and presented findings to a variety of groups including organization's executive team.
- Managed travel program for company - including working with area hotels to secure corporate rates.
- Provided executive support to the President and Vice President(s) including: management of calendars, managing executive travel and business expense budgets, directing executive office inquiries (phone, email, in-person), creating complex and detailed departmental and executive correspondence using business acumen, and knowledge of organization policies and/or procedures, and managing logistics for executive meetings and special events; Monitored employee recognition program on behalf of organization President.
- Managed reporting system that allowed for the timely flow of data into the office of the President from all departments, direct reports and outside agencies; Created and utilized informal and formal channels to disseminate information on behalf of the President.
- Interacted with Company executives, employees across multiple organizations, as well as external representatives at the Executive level, serving as a liaison and acting on behalf of the President.
- Exercised independent judgment if it was necessary to deviate from established procedures to address unique/complex project work steps; Coordinated and/or prepared responses on behalf of the President, working with appropriate experts, counsel and staff.
Administrative Assistant, Executive Assistant, 01/1999 to 07/2006
Company Name – City, State
Company Name – City, State
- Created and managed database to track current and new Internet Service Providers (ISPs).
- The database reduced errors reported by the sales staff and customers by 80% and decreased turn-around time on receipt of new ISP to addition on WebPage from five to two days.
- Using MS Access, created database that imported information from outside sources.
- Developed queries, forms, and reports within the database to analyze and report relevant information.
- Managed trial participants for product testing.
- This entailed development and distribution of all communication to the trial participants, creation of surveys, collection, and compilation of data, and weekly PowerPoint presentation of results to the project team.
- Coordinated and/or prepared responses on behalf of executive, working with appropriate experts, counsel and staff.
- Managed reporting system that allowed for the timely flow of necessary data into executive's office from all relevant departments, direct reports and other constituencies.
- Tracked strategic initiatives by monitoring progress towards achieving goals and benchmarks, and following-up with key players.
- Planned and coordinated logistics of successful meetings and team-building events for both large and small teams.
- Managed executive and department calendars, itineraries, travel and expense reports.
- Supported projects using MS Project and MS Visio; Developed departmental forms and presentation templates.
Skills
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Resume Overview
School Attended
- Midwestern State University
Job Titles Held:
- Executive Assistant
- Sr. Administrative Assistant
- Executive Assistant, Business Operations Manager
- Office Manager
- Administrative Assistant, Executive Assistant
Degrees
- B.A : Business Administration
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