Forward-thinking administrative professional accomplished in aiding company leaders with key functions. Gifted at managing busy schedules, organizing projects and providing stellar administrative support to executive team. Analyzes, prioritizes and completes tasks with professionalism and sound judgment.
Skills
Back office operations
Detailed meeting minutes
Travel administration
PC proficient
Advanced MS Office Suite knowledge
Self-starter
Inventory coordination
Cross-functional collaboration
Vendor management
Budgetary Planning
Senior leadership support
Spreadsheet development
Sensitive material handling
Editing and proofreading
Experience
09/2009 to Current
Various PositionsGlobal Aviation Services – Las Vegas, NV,
Provide senior level administrative support to department of communications and public affairs
Responsible for organizing and managing administrative tasks for Managing Director of Communications and those who report to that position as needed - to include posting of press releases to newswires
Responsible for budget tracking, reconciliation, outreach to vendors, coordination between accounts payable and department, handling interdepartmental charges
Generate purchasing requisitions for e-commerce purchases/contracts as needed by department
Responsible for coordination and processing of invoices
Assist with scheduling and meeting organization and preparation
Maintain appropriate inventory levels of office supplies and communicates with vendors as needed to maintain proper maintenance of office equipment
Senior Secretary | Sep 2009 - 2013
Assist with production of online newsletter and other writing projects - typing, reviewing and proofing content
Support the Internal and Web Communications Manager in scheduling photo and video shoot and other interviews
Perform financial functions such as creating purchase requisitions for vendors and processing associated documents
Approve and submit vendor invoices for payment
Responsible for tracking expenditures for Internal Web Communications and communicating details to associate director
Post news releases to external news wires
Assist web staff with caption identification for online photo galleries as needed
Maintain academic and social calendar of events on College's website
Maintain faculty, alumni and other relevant information on CD files
Maintain photo/videos, CD/DVD files and office supply and equipment inventory
04/2002 to 03/2009
Administrative AssistantUST Public Affairs – City, STATE,
Performed general secretarial functions which included drafting correspondence and screening calls
Provided historical expenditure data to department director to aid in budget forecasting
Responsible for tracking department's federal budget expenditures on a monthly basis and communicating details to program managers
Arranged weekly travel and accommodations for department director and processed associated expenses
Maintained database of corporate staff and federal and state lobbyists on extranet site
Coordinated logistics for department's legislative conference
07/1987 to 11/2001
Various PositionsJuvenile Diabetes Research Foundation – City, STATE,
Office Administrator | 1992 - 2001
Trained and oriented new staff on office policies and procedures
Instituted procedures to improve office operations and contain costs
Used technology to improve support functions
Demonstrated the ability to multitask in a fast-paced environment
Assisted with any special projects, such as construction of new office space
Liaised with vendors for communications systems
Negotiated contracts for office maintenance and service agreements for office equipment
Supervised mailroom staff and maintained inventory of all supplies, office furnishings, and special orders
Provided day-to-day maintenance of phone and voice mail system
Responsible for space plan revisions/assignments
Reviewed and approved invoices for general office services/supplies
Oversaw off-site storage facility
Prepared and submitted purchase orders for general office services/supplies
Administrator of petty cash account
Administrative Assistant/Director of Finance | 1989 - 1992
Performed general secretarial duties including typing of reports and general correspondence
Meeting facilitator – coordinated meeting dates and prepared presentation materials including financial charts and graphs for board, committee, and leadership meetings and recorded and distributed minutes
Processed credit card donations received by executive and chapter offices and provided bank reconciliations to accounting staff
Provided additional administrative support to department accountants as needed
Administrative Assistant/Manager of Special Events | 1987 - 1989
Performed general secretarial duties including typing of correspondence and screening calls
Coordinated and compiled respondent lists for charity galas/events
12/1982 to 07/1987
Staff Assistant/Registrar's OfficeCollege Of New Rochelle – City, STATE,
Responsible for data processing functions for Graduate School division - included setting up course offerings/program lists, processing incoming registrants by mail and on-site and entering grades at semester's end
Maintained the academic records of Graduate School students and provided transcripts and reports of such records
Education and Training
Expected in
Bachelor of Science: Business College of New Rochelle - New Rochelle, NY GPA:
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