SUMMARY:

Provide top - level personal and confidential primary executive support utilizing a superior work ethic, high energy and drive to enhance the performance of the senior executive and team. Provides the executive all materials to successfully interface with other members of the executive office, the organization and its clients/customers. Augment day-to-day activities to create high value. Projects the appropriate professional image of the Company. Has specialized knowledge/skills to act as a resource for colleagues with less experience.

TECHNICAL SKILLS:

MS-Live Meeting: Expert

MS-SharePoint: Intermediate

MS-PowerPoint/Word/Outlook: Expert

MS-Excel: Advanced

Typing: 80-90wpm

Concur/ExpenseWire/ExpenseLink/Gelco/Ariba: Expert Lync/Lotus Notes/SAMETIME - Expert Power User

PROFESSIONAL EXPERIENCE:

Executive Assistant

Confidential, Denver, CO

Responsibilities:

• proactively and independently manage, and coordinate calendars and itineraries for executives. Coordinate travel arrangements, including complex travel itineraries, utilizing standard processes and resources (Concur).
• Create and edit documents, spreadsheets, presentations and organizational charts; develop complex documents, spreadsheets and presentations independently on behalf of the vice presidents. Create custom reports and/or analyze reports.
• Create complex (40-question) surveys, compile responses and provides organized reports based on those responses.
• Independently plan, organize and oversee large scale meetings (both on and off-site) including scheduling, preparing appropriate meeting space, ordering catering, providing hospitality services to guests and assisting with materials, presentations and other resources as needed. Ensure critical needs and all details are considered and addressed (includes site selection, contract management, agendas, materials production and coordination of presenters and other resources) including group travel coordination
• Scribe and record high level documentation of meeting minutes and related voting records and distributing or uploading to appropriate SharePoint sites.
• Submit and code invoices and expense reports; assist with routing to the appropriate queues for leader approval; approves invoices according to established guidelines
• Upload and record contracts, amendments and associated legal documents to MediTract for off-site legal document retention.

Senior Administrative Assistant

Confidential, Denver, CO

Responsibilities:

• Provide administrative and office management support specifically supporting the Chief Financial Officer and 10- member US Finance team
• Coordinate and process multiple and complex travel arrangements, often with travelers located off-site
• ExpenseWire Administrator for all US users, conducted batch processing and wire transfer requests; Complete and submit expense reports and monthly reconciliation of CFO’s corporate credit card
• Manage department and leadership Microsoft SharePoint sites regarding department forecasts, leasing activity and portfolio management, SOX (Sarbanes-Oxley) certification letters, shareholder and security agreements and loan documents
• Generate, collate and load key financial reports from Colliers’ ERP system in support of month-end reporting and budgeting processes
• Manage complex distributions and communications for senior level executives on behalf of CFO
• Provide preventive maintenance on Colliers Denver backup network server on a weekly, monthly, and yearly basis; maintain Backup status files for the server; liaise with Central IT to resolve telephony/internet issues

Senior Administrative Assistant

Responsibilities:

• Compiled and facilitated outstanding “Use As Is” Non-Conformance Reports (NCRs) for FDA Audit and Lookback (Further Investigation) Review
• Tested and evaluated new NCR (MS-Access based) Quality Systems database with no downtime during normal business hours
• Investigated and compiled supporting documentation of Product Holds including external reconciliation of field inventory and/or internal reconciliation (hold/quarantine/scrap) documentation for Containment Review
• Performed trending and metric activities related to Discrepant Events, Cosmetic Events and Quarantine Reports
• Served as secretary/scribe for weekly Problem Solving Seminars

Administrative Assistant

Confidential, Morris Plains, NJ

Responsibilities:

• Organized and consolidated client reports, correspondence, counseling notes and legal documents into a comprehensive and efficient filing system
• Assisted with English as a Second Language program for Spanish-speaking clients (women and their children)

Executive Assistant

Confidential, Florham Park, NJ

Responsibilities:

• Provided comprehensive administrative support before, during, and after large international and domestic conferences, meetings and video conferencesArranged large events including intensive weeklong Business Plan meetings and daylong workshops involving conference room(s), catering, lodging, car service, audio-visual assistance, and technical support
• Arranged/Scheduled global teleconferences and/or video conferences with remote locations
• Arranged social events (dinners, outings, Broadway shows, etc.) with international marketing visitors
• Utilized internet to research international travel options, visa requirements, destinations, directions, and follow through on any required immunizations (i.e., Yellow Fever in Brazil, etc.)
• Obtained essential global travel documents including visas, guarantee letters, invitation letters, itineraries, etc. and ensure timely receipt of same
• Composed complex (currency conversion) expense reports utilizing ExpenseLink through Gelco/Concur
• Processed purchase orders and invoices through Ariba