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Independent Associate Resume

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SUMMARY:

  • Enterprising, hard - working executive assistant with 16 years of experience supporting various executive and/or senior management positions.
  • I have served in a liaison capacity internally and externally, including matters of a confidential nature.
  • This has included screening phone calls, retrieving voicemails and e-mails and responding to the latter on behalf of the executive I supported.
  • I have vast experience with preparation of materials that require strict accuracy, attention to detail and timeliness, e.g., Bid/RFP submissions.

TECHNICAL SKILLS:

Proficient in MS Office: Excel, Word, PowerPoint Outlook and Numbers for Confidential . I also have experience with an assortment of industry-specific technologies, SharePoint and ERP/EDI systems. I have worked in the CRM/ERP tools Pivotal, Salesforce and Movex. The former was used for compiling and approving quotes for a global sales force (primarily the European and Latin American regions). The latter is a financial ERP tool for processing sales orders. I have experience working in MS Applications in both Windows and Confidential . I also have a beginner’s experience working in Access, Adobe Photoshop, Gimp, HTML5, Visio and QuickBooks. Other programs include MS Project, MS Publisher, Garmin, Corecon, ARCOM Masterworks and Confidential .

KEY SKILLS:

  • Scheduling Meetings/Meeting Minutes
  • Spreadsheets & Reports, Pivot TablesV Look-Up, Metrics
  • Confidential Compliance
  • Travel/Lodging Arrangements
  • Preparation of Materials
  • Administrative Writing Skills
  • Records Organization & Management
  • Ordering Supplies
  • Research/Compile Data

PROFESSIONAL EXPERIENCE:

Confidential, OK

Independent Associate

Responsibilities:

  • Certified in Employee Benefits and Small Business Specialist.
  • Trained to offer employee benefits to companies.
  • Chosen from among other sales associates in the Confidential area to be part of a small, select group of associates compiled by leadership in the Confidential area who are thought to have leadership potential.
  • Recruit new associates.

Confidential, Creve Coeur, MO

Employee Relations Coordinator

Responsibilities:

  • Develop PowerPoint presentations, Excel spreadsheets, Word and Visio documents to assist Confidential management in developing training modules/sessions.

Confidential, O’Fallon, MO

Senior Data Entry Operator

Responsibilities:

  • Examine/research and match incoming checks from retail bank locations to scanned images in computer and complete tickets to prepare for batching.
  • Examine/correct routing numbers, account numbers, check amounts, incorrectly input in system from retail bank locations.
  • Balance system for incorrect amounts.

Confidential, Confidential, MO

IT Project Coordinator

Responsibilities:

  • Received and governed service requests (SRs) for all desktops, laptops with peripherals (docking stations, keyboards, mice, etc.) for all onboarding, offboarding and existing employees, contractors and vendors. Correspond with designated primaries on the SRs for receiving more information and research information given both in the SR and by the primary to determine who had what device and if current guidelines were met.
  • One of the top performers for SR output as shown in a 6/30/17 statistical report printed by one of the managers.
  • Only IT Project Coordinator located in the Confidential area. In July, was also chosen among a small select group of coordinators that could both assign SRs to other coordinators and work SRs. Kept track of SR types and assigned SRs in spreadsheet metrics. (Set up formulas in the spreadsheet for keeping track of individual types of SRs.) These were counted manually prior to the formulas that I put in place. Manage the SR queue and assign SRs to other coordinators.
  • Learn quickly ever-changing governing rules for what devices different Confidential lines of business could have and what was funded.
  • Research each device end-of-life/support and govern replacement device decisions.

Confidential, Wentzville, MO

Executive Assistant

Responsibilities:

  • Responsible for Confidential compliance in relation to annual reporting, gathering and maintaining updated SDS, collaborate with Confidential consultant on annual compliance training; hook up audio/video equipment to prepare for training presentations and distribute/maintain training test records. Distribute report from regular Confidential consultant inspections.
  • Convert price sheets from Excel to Numbers and maintain functional developer tools in both versions.
  • Research and book travel. Retrieve President’s flight records for updating/sending to the Controller by connecting/downloading Garmin device/flight info to a computer.
  • Worked with the Sales & Marketing Manager for the preparation and planning of MTI’s largest event of the year, the annual Miami Boat Show. This included participating in discussions for planning apparel design and coordinating and negotiating with apparel vendors. Assisted in obtaining necessary items for completing our trade booth, i.e., carpet and fabric skirting material.
  • Conduct inventory counts of corporate apparel and notify shipping and accounting when customers order apparel.
  • Help prepare and send vessel documentation using official coast guard forms and other forms: Bill of Sale, Builder’s Certificates and Trailer Bill of Sale.
  • Assist Controller in contacting drivers to turn in their mileage and expense logs. Process and maintain confidential DOT reports on drivers. Scan and e-mail driver’s licenses to Controller for inclusion on insurance policy.
  • Prepare weekly Work-In-Progress operations reports (New Boats in Progress and Service Work in Progress). Attend Operations meetings to take notes; prepare and distribute notes to President and department Leads.
  • Collaborate with department leads for writing and posting jobs; call candidates for scheduling interviews.
  • Order oversize, trip and fuel permits for transporting boats to customers and special events.
  • Order and collaborate with Controller to order office supplies. Used pivot table to keep track of administrative expenditures. Contact vendors for repair/maintenance of select office equipment. Research vendors to use for ordering old/new promotional products as directed by the VP, Sales Manager and Controller.
  • Phone system changes such as programming phones, printing new phone directory/button identification for phone consoles, changing employee names and voicemail assignments in the phone system.
  • Responsible for clearing the President’s desk & office from clutter and filing his paperwork.
  • Served as a receptionist screening and distributing calls, greeting and announcing visitors to appropriate parties.
  • Worked with our e-mail vendor to fix problems encountered when they changed platforms and they inadvertently lost our e-mails.

Confidential, Maryland Heights, MO

Sales Administrator

Responsibilities:

  • Research customer’s current hardware/software TPS (Treatment Planning Systems) to determine if the configurations requested by the sales team agree with current systems.
  • Assist the sales teams/business units in determining what products and services to quote for corresponding with customer’s current product or that align with current Confidential policy.
  • Approve TPS configurations the sales teams/business units produce in Big Machines; work with physics department to ensure the number of energies (photons/electrons) requested correspond correctly with physics services quoted. Also work with engineers to ensure direct access/storage systems have all hardware and peripherals needed; work with Regulatory Affairs department to ensure quotes are issued to countries which are approved for selling medical devices and software and advise the sales team member accordingly.
  • Use OCR/Global EASE Watch List to research and ensure customers are approved for conducting business transactions.
  • Create quotations for sales teams/business units for support contracts and product not available for quoting in Big Machines.
  • Use InfoPoint (an intra-company SharePoint) to access daily order reports and documents needed for approving quotes.
  • Research, obtain and compile all documents necessary for approving and processing orders submitted. Distribute quotations as applicable and distribute all orders. Correspond with Manufacturing to communicate shipping information to the sales teams/business units.
  • Served as a backup for the PACRIM region (Australia, China, Japan, etc.) intermittently.
  • Oversaw the Sales Administration of all regions when the supervisor went on vacation in the summer of 2013; assisted in the training and supervising of a new trainee at that time.

Confidential, Lake Confidential, MO

Administrative Assistant

Responsibilities:

  • Support executives for specific projects as requested. Handle event registrations and schedule dinner reservations. Research and book travel for office and field staff.
  • Create business forms; proofread various documents as requested, created corporate apparel brochure, corporate template PowerPoint presentation and various other business forms. Format existing documents as required. Developed a one-page newsletter/marketing-type document with photos/graphics for in-house promotion of specific projects that was later also used as a sales and marketing flyer.
  • Tracked annual travel expenditures and booking history for negotiating travel programs with various travel vendors, i.e., rental car and hotel companies. Developed various airline programs that resulted in travel benefits for the company. Met with vendors to discuss travel programs and pricing of office supplies; attend vendor-sponsored events.
  • Attend project review meetings for recording notes; write and distribute weekly meeting minutes.
  • Schedule conference rooms and assist in the preparation and planning of special events.
  • Responsible for ordering supplies, business cards and employee identification badges. (Photograph employees and edit photos for the I.D. badges). Contact vendors for repair/maintenance of select office equipment.
  • Served as a receptionist screening and distributing calls, greeting and announcing visitors to appropriate parties.
  • Serve as a backup for processing outgoing FedEx and UPS. Assisted Human Resources, Purchasing and Accounting Departments in various tasks as requested, i.e., compiling new hire packets, create purchase orders, and enter payables information in QuickBooks.
  • Maintained own company credit card and reconciled statements.

Confidential, Confidential, MO

Administrative Assistant

Responsibilities:

  • Perform reprographics, coordination of project deliverables such as project calculations, drawings, and project design narratives to meet submittal deadlines. Prepare presentation covers for submittal binders and media.
  • Develop spreadsheets, proofread and perform edits of technical specifications using ARCOM Masterworks.
  • Coordinate meetings, process outgoing FedEx and UPS. Function as a backup receptionist.
  • Type, proofread and e-mail letters, memos, RFI’s and other project correspondence.
  • Responsible for updates of monthly CRM revenue report to executive staff.
  • Prepare files, records and documents for archiving.

Confidential, Confidential, MO

Executive Assistant

Responsibilities:

  • Prepare formal proposals including aid in writing, compiling exhibits, reports and presentation binders.
  • Make travel arrangements for executive staff (EVP) and field staff as requested. Handle event registrations. Assist in managing executive calendar; manage e-mail and voicemail.
  • Type, proofread and e-mail all letters and memos, i.e., any correspondence for vice-president.
  • Assist in preparation and distribution of monthly reports to field staff.
  • Supported IT Department when requested by performing analysis/data entry of data received from Payroll, Payables, Accounting and Risk Management Departments used for monthly reports.
  • Also supported Confidential Department when needed by conducting hiring compliance calls from field staff.
  • Assist in changing/updating company database inner office listings; print and distribute.

Confidential, Confidential, MO

Project Assistant

Responsibilities:

  • Aid in preparation of RFP’s, compile marketing items including marketing brochures, gifts/incentives for clientele; participate in client/contractor event.
  • Schedule reservations for client/contractor luncheons.
  • Type, proofread, scan and e-mail all change proposal requests, letters, subcontracts, change orders and meeting minutes using MS Office applications and Adobe Acrobat. Draft documents as requested.
  • Support accounting by processing all incoming lien waivers, mailing and handing out checks to incoming subcontractors. Also assisted with drafting various documents. Requested documentation from subcontractors required to release checks.
  • Tracked all required closeout documentation (warranty letters and as-built drawings) for each subcontractor using project software. Compile for final presentation of operation & maintenance manuals for clients.

Confidential, Confidential, MO

Administrative Assistant

Responsibilities:

  • Aid in bid preparation and processing by contacting and researching subcontractors, ordering & tracking loaner blueprints, type bid documents and organizing proposals.
  • Type or draft, proofread all written or transcribed correspondence i.e., memos, letters and subcontracts.
  • Maintain radio contact with superintendents to perform a variety of support, i.e., calling suppliers, subcontractors, drafting correspondence documents by oral dictation on demand.
  • Assist Project Coordinator by changing backup tapes for network system prior to system changes/upgrades.
  • Receptionist duties including answer and distribute incoming calls, greeting and announcing visitors to appropriate persons.
  • Order supplies, process mail and call for maintenance/repair for office equipment. Frequently the sole employee overseeing office functions while executive staff and others traveling, etc.
  • Generate and maintain construction project records, subcontracts, change orders and purchase orders.
  • Support accounting by assisting with payment requisitions, billing and maintenance of subcontractor and contractor certificates of insurance for annual audits.

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