We provide IT Staff Augmentation Services!

Administrative Assistant Resume

Warrenville, IL

PROFESSIONAL SUMMARY:

  • Highly organized and detail - oriented Administrative Assistant with over 12 years' experience providing thorough and skillful administrative support to all employee levels including senior executives.
  • Dedicated and focused; able to prioritize and complete multiple tasks and follow through to achieve project goals.
  • Arranged travel/hotel when needed for senior managers using the internal travel management system.
  • Managed and reconciled multiple expense reports, ordered office supplies, processed vendor invoices, faxing, copying, scanning, filing.
  • Assisted with I-9 paperwork when needed.
  • Utilized Entomo & Access databases to import claims & reject reports.
  • Processed data entry in the Client Relationship Management database, reviewed data for accuracy, and identified & resolved errors.
  • Worked with Excel lists in order to import & extract information to & from the database.

TECHNICAL SKILLS:

MS Office (Word, Excel, PowerPoint, Outlook), Microsoft Works, Oracle, Concur, LCDM, Entomo, PeopleSoft, Siterra, SAP, Custom Point, LCDM, Business Intelligent (BI), Access, Lotus Notes 123, Instinet, Moxy, Axys, Goldmine, Sydney Email, Birkman, Word Perfect 5.1 & 6.0

PROFESSIONAL EXPERIENCE:

Confidential, WARRENVILLE, IL

Administrative Assistant

Responsibilities:

  • Supported HR & Recruiting.
  • Arranged travel/hotel when needed for senior managers using the internal travel management system.
  • Manage and reconcile multiple expense reports for the HR leadership team and reconcile candidate travel & supply cards which average ~75,000 in charges per month through Concur.
  • Coordinate and schedule online conference calls, team meetings for face-to-face and video meetings using Skype.
  • Tracked the executive approval process for hiring authorization, staffing deviations, & managed hiring forms.
  • Coordinated materials by editing, copying & printing documents used for trainings, career fairs & presentations.
  • Arranged Career fair trinkets, materials for shipping.
  • Order office supplies for HR & Recruiting team as needed.
  • Certified to Administer EEI testing for Nuclear/Power candidates.
  • Created & filed employee files as needed.
  • Arranged for new hire setup using Service Request Catalog.
  • Assisted with I-9 paperwork when needed.
  • Submitted requests for employees to have access to databases using AGS.
  • Processed vendor invoices and acquired CPA #’s using Passport database to ensure timely payments.
  • Assisted with Confidential University Project - Nuclear Strategy & Planning
  • Revised documents.
  • Copied documents to share drive folder.
  • Copied & printed class documents & surveys.
  • Printed larger class documents & posters on the plotter.
  • Assembled student binders for University class trainings.
  • Revised Decommissioning documents for the project management team and saved to the shared drive.

Confidential, LAFOX, IL

Administrative Assistant

Responsibilities:

  • Attend 2016 Meetings to reconcile vendor corrections.
  • Utilized Entomo & Access databases to import claims & reject reports.
  • Assisted Product Managers with various reconciliation projects.
  • Validated end of life/obsolete parts using Robinet system.
  • Provided administrative and clerical support to inside & outside sales personnel, as well as senior level management.
  • Completed data entry assignments & research requests, & assisted the product managers sales team with additional administrative work.
  • Responded to requests for information, gathered & organized materials & completed requests in a timely manner.
  • Processed data entry in the Client Relationship Management database, reviewed data for accuracy, and identified & resolved errors.
  • Worked with Excel lists in order to import & extract information to & from the database.
  • Coordinated & completed large data clean-up & merging projects in order to keep the database populated with current information.
  • Recommended ideas for process improvements in order to improve efficiency in the department.
  • Worked with various departments throughout the firm.

Confidential, CORPUS CHRISTI, TX

Administrative Assistant

Responsibilities:

  • Supported Area General Manager & (3) South Texas District Directors in market launch.
  • Arrange travel & meeting times; track weekly schedules.
  • Process expense reports using concur & now Oracle expense.
  • Assisted HR during hiring process for STX Launch (Job Fairs & Training).
  • Arrange STX employee events; including joint venture.
  • Gate keeper for market vehicles & keys.
  • Assist Indirect Channel with Dealer contracts & misc. reporting for their distribution sales.
  • Requisitioned and Receiver for South Texas locations, (invoices & purchasing in Oracle).
  • Coding for non-PO invoices.
  • Order & maintain office supplies & equipment.
  • Fax & scan PDF documents/transmittals.
  • Schedule & set up conference calls & web casts.
  • Sort & distribute mail.
  • Assisted with setting-up of the Admin location in Corpus Christi, TX.
  • Launch support for McAllen, TX launch 5.08.
  • Process & distribute minutes for meetings & daily email distributions.
  • Prepare correspondence, memos, spreadsheets, & presentations.
  • Set-up South Texas distribution lists, FedEx & Staples accounts (Corpus, Laredo, Rio Grande Valley, Del Rio & Eagle Pass).

Confidential, LOUISVILLE, KY

Sales Coordinator

Responsibilities:

  • Supported District Director in market network launch (July 2006).
  • Total support of Indirect Retail channel and their events.
  • Total support of retail channel and their events.
  • Coordinated District Directors market meetings & travel.
  • Coded & entered vendor invoices into Oracle database.
  • Ordered & maintained office supplies & equipment.
  • Ordered market Collateral & maintained Admin collateral closet.
  • Lead person to insure office is neat and orderly.
  • Supported District Director & Management staff with expense reporting.
  • Coordinated local market meetings both during hours & after hours.
  • Processed Time Entry when needed to meet payroll.
  • Maintained & updates sales reports; once SQL was updated.
  • Timely & accurate reporting using LCDM & CCMD databases.
  • Payroll and employee management tracking, customer interaction & internal customer support.

Confidential, LOUISVILLE, KY

Administrative Assistant

Responsibilities:

  • Maintained & updated site trackers daily, printing on a plotter for site updates.
  • Entered Redline drawings and specs into Siterra for the Construction and RF team (web-based software).
  • Coded & processed all invoices.
  • Order & maintained office supplies & equipment.
  • Fax & scan PDF documents/transmittals.
  • Set up conference calls & web casts.
  • Sorted & distributed mail.
  • Processed & distributed minutes for meetings & daily email distributions.
  • Prepared correspondence, memos, spreadsheets, & presentations; utilizing MS Word, MS Excel, MS PowerPoint.

Confidential, LOUISVILLE, KY

Account Trader

Responsibilities:

  • Assisted brokers with incoming trade information. Handled confidential materials/matters.
  • Entered trades for stocks/bonds/options using Instinet/Moxy & Axys stock exchange software daily.
  • Completed & processed allocation tickets for trades.
  • Prepared & handled incoming/outgoing correspondence, memos & letters; utilizing MS Word, MS Excel.
  • Maintain an organized & detailed alpha & numeric filing system for record keeping.
  • Managed daily calendars, scheduled appointments & travel arrangements.
  • Ordered, & maintained office supplies & equipment.
  • Assisted with faxing, setting up conference calls & web casts.
  • Sorted & distributed mail.

Confidential, SPRINGFIELD, KY

Administrative Support

Responsibilities:

  • Completed various duties while working thru temporary agency.
  • Receptionist & clerical/administrative support.
  • Assembly line production handling automobile parts.
  • Sorted, inspected & repaired automobile parts.
  • Tracked & tagged all shipments within Quality department; liaison with other companies.

Confidential, LONG BEACH, CA

Business Assistant/Training Process Coordinator

Responsibilities:

  • Supported Apex Team utilizing SAP course materials for CA & TX training.
  • Coordinated & administered APEX courses for CA & TX.
  • Handled course communications, classroom set-up, coordinating training materials, roster input, & various other administrative duties.
  • Assisted instructors with classroom detail & employee participation & assignment.
  • Prepared correspondence, memos, spreadsheets, and presentations utilizing MS Word, MS Excel, MS PowerPoint, Lotus Notes.
  • Maintained an organized & detailed filing system; managed calendars, scheduled appointments.
  • Handled incoming/outgoing correspondence.

Confidential, NORWALK, CA

Clerk

Responsibilities:

  • Supported election staff & Business Filings department.
  • Handled voter ballot cards while working election.
  • Processed environmental documents, Process Servers, LDAs, UDAs & Notary Publics.
  • Authenticated Notary signatures, prepared exemplifications, & cashier.
  • Answered telephones & addressed customer inquiries.
  • Handled incoming mail & prepared outgoing mail & packages for delivery.

Confidential, LOS ANGELES, CA

Business Manager

Responsibilities:

  • Managed an office of ten & accounted for accounts receivable, accounts payable, billing, maintenance, & all technical aspects of the office.
  • Interacted appropriately with clients & staff at all levels, meet & greet clients daily.
  • Handled confidential materials/matters.
  • Managed staff calendars & prepared expense reports.
  • Typed & formatted letters, reports, & presentations utilizing MS Word, MS Excel, MS PowerPoint, to company standards. Managed the accounts receivable to keep it under 60 days past due.
  • Customized a weekly revenue report on existing & pending clients for team meetings.
  • Tracking system ensured revenue. Billing & new client tracking.
  • Provided a one-hour orientation class to clients, which took them through Confidential 's online resources & the Internet.
  • The orientation reduced client questions & increased productivity by 80%.

Confidential, LOS ANGELES, CA

Administrative Assistant

Responsibilities:

  • Coordinated candidate & employee word processing requests, including composition of letters to customers & HR executives utilizing MS Word.
  • Supported Client Relations Manager in customer & candidate relations, project management, proposal production, marketing, & event planning/logistics, newsletter preparation & database management.
  • Cross-trained with the Business Manager & Receptionist: full front office support.
  • Maintained database & server within SAP (web-based).
  • Handled confidential materials/matters.
  • Responsible for mailings, preparing and composing letters, portfolios, event packages, memos, overhead presentations, etc., data entry, telemarketing, feedback reports.
  • Prepared database for candidate mailing lists & handled event logistics.
  • Recognized by General Manager for positive attitude, efficiency, teamwork & quality of service.
  • Copying, faxing & filing.
  • Bind reports & presentations.
  • Answered telephones & addressed client/customer inquiries.
  • Ordered, & maintained office supplies, arranged travel arrangements, filling, (alpha & numeric); faxing, setting up conference calls, & meetings.

Hire Now