SUMMARY:

• Offers a background supporting senior level executives and various departments with day - to-day operations as well as delivering communications from the executive team on down.
• Often selected to assist with special projects as well as coordinate and execute special events.
• Executive Admin Support Calendaring/Scheduling Domestic/International Travel
• Time & Expense Reporting Meeting Preparation & Coordination Email/Mail Correspondence
• Vendor Relationships Technical Support Office/Property Maintenance

SKILLS:

• Proficient with Microsoft Applications including; Windows, Excel, Access, PowerPoint, Outlook, Visio
• Proficient with email programs including; Outlook, Google Mail, and Lotus Notes
• Proficient with Concur (travel and expense)
• Proficient with SumTotal Expense
• Typing skills of 65 WPM
• Excellent inter-personal, phone and digital communication skills
• Fluent in American Sign Language with a performing arts focus
• CPR/First Aid certified
• Wedding coordinator

EXPERIENCE:

Confidential, Minneapolis, MN

Executive Assistant

Responsibilities:

• Maintain multiple Executive Leadership Group member calendar, schedules meetings and makes all travel arrangements
• Open, sort, prioritize and distribute mail
• Receive, answer or route incoming telephone calls
• Compose, edit, and distribute ELG communications.
• Maintain confidential personnel data, business reviews and proposals
• Researches and obtains information for routine, complex reports and special assignments
• Coordinates projects, following up on pending details, coordinating project team activities, manage project documentation and ensuring deadlines are met
• Collaborates with administrative core, contributing to administrative projects, initiatives and programs. Collaborates with administrative staff and support staff from across Allianz
• Plans Executive meetings on and off-site
• Prepares and submits expense reports

Confidential, Minneapolis, MN

Executive Assistant

Responsibilities:

• Supports Director, Associate Director and direct reports
• Manages multiple calendars, emails, and phone lines
• Provide oversight for meeting room scheduling process
• Ensure completion of administrative and operational arrangements for Confidential events, such as Confidential poster session, stakeholder meetings, Community Engagement Studios, and Management Council meetings; serving as the Primary Contact for some events. Specific deliverables include:
• Proper contracting for facilities, catering, facilitators, supplies, etc., registration process and attendance rosters
• Ensure all event materials are prepared and ready for distribution.
• Work with Confidential finance for processing of all financial documents related to even
• Distribution and collection of event evaluation materials
• Assists with the planning/coordination of complex meetings for Confidential . Activities include: meeting scheduling, attendance confirmation, agenda distribution, room reservation, conference call/technical arrangements (Web-Ex), refreshments, meeting material compilation, and other meeting logistics
• Assists with travel arrangements (airline reservations, hotel reservations, meeting registration, and reimbursements) for the Confidential Office

Confidential, Eagan, MN

Executive Support/ Facility Administrator

Responsibilities:

• Support Executives and Executive Staff by monitoring and managing calendars, emails, and phone calls
• Acting as the point of contact between the executives and internal/external clients
• Collect and organized briefing materials to fully inform the executive about the background and context of meetings, planned meeting agenda, sent reminders, and documented meeting minutes
• Manage calendar including the proactive coordination of internal and external meetings / video conferences and executive travel
• Manage vendor relationships, negotiate contracts
• Work with Marketing to promote brand marketing
• Supervisor security, maintenance, and engineering staff
• Hold weekly meetings with property management firm to address and resolve and potential or on-going issues
• Monitor and respond to service requests and work orders
• Identify potential issues and created processes and procedures to minimize impact and on-going issues
• Serve as Liaison between site and off-site Leadership
• Emergency Assistance Response Lead/ Volunteer LEADer

Confidential, Eagan, MN

Executive Assistant/ Site Coordinator

Responsibilities:

• Managed incoming email messages and correspondence including prioritizing and redirecting messages to appropriate person to handle as well as escalating time or client sensitive issues
• Provided occasional support for management team and visiting Group Executives; set up conference calls, facilitated set up of internal, external, and video-conference meetings and coordinated travel (domestic and international air, hotel, car)
• Prepared and filed Time & Expense reports and reconciled reimbursements
• Assisted with document support and management (client deliverables and contracts)
• Documented support and management (offsite record management and process)
• Maintained office asset inventory
• Demonstrated leadership conduct by coordinating community volunteer projects and encouraging and increasing employee participation

Confidential, Lenexa, KS

Staffing Coordinator

Responsibilities:

• Assigned approved contractors to appropriate events prior to predetermined deadlines
• Worked with our clients to monitor their staffing needs and project future staffing levels
• Conducted interviews and reference/background checks, and utilized database of contractors to call and qualify applicants for events and fill open event positions
• Delivered results with little supervision and effectively managed multiple projects and contractors
• Possessed an entrepreneurial spirit, took ownership of events and worked to achieve desired results
• Worked effectively within a fast-paced and high volume environment

Confidential, Minneapolis, MN

Executive Assistant

Responsibilities:

• Maintained calendars, property records, and Vendor Contracts
• Coordinated Executive resources and responsibilities
• Delivered concise, complete, and comprehensive communications between Executives, Vendors, and potential Vendors
• Worked independently to develop and execute presentations for Vendors and employees
• Developed and prepared Sales and Marketing material for distribution to potential and new Vendors
• Composed complex and/or confidential correspondence
• Prepared for On-Site and Remote Audits on a weekly, monthly, and quarterly basis