Volunteer Receptionist Resume Example

VOLUNTEER RECEPTIONIST

Summary

Demonstrated attention to detail in demanding environments, coordinating meetings, preparing presentations, and editing correspondence for up to 20 executives in defense contracting and private industry. Distributed contracted deliverables internationally, properly coding documents for International Traffic in Arms Regulations (ITAR); supported vehicles and weapon system programs using Oracle MRP. Created an electronic matrix for ITAR authorizations and compliance to support critical defense programs and business with foreign nationals increasing the efficiency of data transportation by 100%. Facilitated training workshops as a liaison for a nine-member task force to assist credit and collection industry reporting; offered onsite management for up to 140 attendees, while managing a $15K budget. Computer Proficiency: MS Office Suite 2010. Earned the Molly Pitcher Commendation for meritorious service from the 69th Air Defense Artillery ("The Fighting 69th") planned and coordinated military social events for the battalion and veteran corps. Project Management | Budget Management | Compliance | Organization Charts | Policy & Procedures

Experience

January 2014 to July 2015Volunteer Receptionist

Recovery in Motion.
Organization & Support Center for the field of mental | Fredericksburg, VA Coordinate with the Executive Director in the planning and preparation of meetings and conference calls Conduct administrative tasks and secretarial support as requested by Director or Board Members.
Design materials such as: posters, brochures and postcards to promote, and market special events.
Organize the entire booth at the Health & Wellness Expo.
Schedule volunteers to work at specific times at each event and communicate updates or changes in the schedule and keep track of the volunteers hours.
Co-event planning for the fundraising program such as: solicit donations and arrange the details of the event, decide on the speaker, and refreshments.
In addition to mailing invitations and tickets, menu selection, local press notification and security arrangements.
Greet visitors and employees.
Make everyone feel welcome and comfortable as they enter Recovery in Motion.
Receive, direct and relay telephone, email and fax messages to appropriate personnel.
Pick-up and deliver mail, open and date stamp all correspondences.
Maintain general filing system and file all correspondence.
Retain an adequate inventory of office supplies.
Maintain an Excel spreadsheet for applicant tracking; review incoming applications.
Consult with Director regarding issues or questions that may arise.

General DynamicsJanuary 2007 to January 2013Administrative Assistant
Woodbridge, VA

Coordinated program logistics, meetings, agendas, schedules, and travel arrangements with limited supervision; maintained project workflow for management and a team of 120 professionals.
Entrusted by senior managers, staff, unit managers and contractors to reconcile payments for costs incurred on Corporate Card for trips/international meetings.
Provided effective and efficient administrative support for the Delivery of executed documentation, for contracts on various programs, to the International program management staff.
Directly supported strategic marketing events for 40-125 attendees; distinguishing the objectives and requirements for international business development meetings.
Set-up large-scale events for program status reviews, customer design reviews, and departmental reviews; organized travel, training materials, and facility logistics, including registration and budget tracking.
Managed multiple budgets used MS Excel for purchase orders, check requests, travel reimbursements, and expense accounts; partnered with the finance director to recover travel-related expenses.
Identified and corrected an erroneous $20K charge by completing financial analysis of overhead accounts.
Complied with ITAR regulations for all foreign visitors, managing pre-registration with employee services and security.

Consumer Data Industry AssociationJanuary 1995 to January 2007Administrative Assistant
Washington, DC

Provided business support to the VP and Counsel of State Government and Federal Regulatory Affairs and to the President and CEO by managing board of director meetings and travel.
Filed quarterly registration statements and payments for state lobbyists; prepared quarterly lobbyist expense reports, ensuring the capture of all related costs within predetermined deadlines to avoid penalties.
Procured supplies for meetings, delivering materials on time; assessed seating arrangements and tested audiovisual equipment to prevent technical difficulties during presentations.
Composed letters, mail merges, and emails using MS Access; maintained and organized client histories.
Analyzed and secured approval for expense reports, indexing charges with the proper budget codes.
Consulted with lawyers and vendors to oversee the approval and execution of general contract agreements; issued RFPs for meeting dates and related facility terms and requirements, achieving favorable pricing agreements.
Arranged and hosted meetings outside large cities, providing a 10-20% cost savings on air, car rental, and meals.
Proficient in contracts with hotels, understanding laws affecting meetings and liabilities.

Education

The College of Staten IslandAssociate of Applied ScienceStaten, NYGPA: Andrew Esterly Award for Academic ExcellenceAndrew Esterly Award for Academic Excellence

Germanna Community CollegeApril 2014Certificate of Completion, Medical Office Assistant

Germanna Community College2010Certificate of Completion, Microsoft Office Suite

Commonwealth of Virginia, Germanna Community College CRC Orientation, Germanna Community College2013Certificate of Completion, MS Excel 2010, Germanna Community College, 2013 Career Readiness CertificateGrammar & Proofreading, Rockhurst University Continuing Education Center, 2012 Administrative Assistant Conference, Fred Pryor Seminar Park University Enterprises, 2011 Competent Communicator, Toastmasters International

2010Certificate of Completion, Defense Acquisition University, Defense Subcontract Management

Professional Affiliations

Certificate of Completion, Association Management for Negotiations & International Markets, 2004 Meetings Management Certificate Program, The American Society of Association Executives, 1997 Association Management, Greater Washington Society of Association Executives, 1997 PROFESSIONAL ASSOCIATION Treasurer & Member, Rappahannock Regional Toastmasters Club #8920, 2008 2014 National Association of Professional Women, 2013-2014

Skills

administrative, Administrative Assistant, administrative support, brochures, budgets, budget, contracts, client, Delivery, documentation, email, event planning, special events, expense reports, expense reports, fax, filing, finance, financial analysis, fundraising, Government, indexing, international business, inventory, letters, logistics, Director, mailing, managing, market, materials, meetings, MS Access, MS Excel, Excel, mail, Microsoft Office Suite, Office, Communicator, personnel, Pick, posters, presentations, press, pricing, program management, Proofreading, speaker, Regulatory Affairs, secretarial, spreadsheet, strategic marketing, supervision, telephone, training materials, travel arrangements, workflow

Resume Overview

Companies Worked For:

General Dynamics
Consumer Data Industry Association

School Attended

The College of Staten Island
Germanna Community College
Commonwealth of Virginia, Germanna Community College CRC Orientation, Germanna Community College

Job Titles Held:

Volunteer Receptionist
Administrative Assistant

Degrees

Associate of Applied Science
Certificate of Completion, Medical Office Assistant
Certificate of Completion, Microsoft Office Suite
Certificate of Completion, MS Excel 2010, Germanna Community College, 2013 Career Readiness Certificate
Certificate of Completion, Defense Acquisition University, Defense Subcontract Management

Resume Score: 90%

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