SUMMARY:

Highly focused and results oriented Executive Administrative Professional with expertise in program administration, information management, logistics coordination, project management, business communications, travel arrangements, calendar management, accounting, budget management and expense tracking. Works independently or with a team and has demonstrated success communicating and liaising across all department levels, discretely handling confidential information, and managing multiple priorities.

TECHNICAL SKILLS:

Typing: 60 WPM

Accounting: Budget management; Purchase Order requisitions; experience in SAP based applications; accounts payable/receivable transactions; strong skills in spreadsheet manipulation; create own work product without a template

Computer Skills: MS Office 2010; SharePoint; Concur, SAP and other management databases; WebEx, Skype, Lync

Office Equipment: Printer, fax, scanner, photocopier, calculator

Other soft skills: Internet savvy; research; excellent writer and proofreader, self - starter who knows how to get things done without relying on others for help.

PROFESSIONAL EXPERIENCE:

Procurement Analyst

Confidential, Lake Forest, IL

Responsibilities:

• Audit professional services invoices against time reported in company’s time reporting system. Resolve issues with suppliers; process Goods Receipts in SAP, and forward invoices to Accounts Payable as authorized for payment.
• Enter change orders and Statements of Work into SAP. Alert Resource Managers when funds running low of need to enter Change order.
• Perform monthly accrual of estimated total of outstanding invoice balances based on invoices not entered into SAP Goods receipts and unbilled time for each contractor by Supplier. Use the timekeeping system to estimate balance due.

Administrative Support

Confidential

Responsibilities:

• Ensure there is a valid, signed contract (SOW) for each contractor who is hired.
• Ensure managers are in compliance with current company requirement to have supplier registered as a preferred vendor; resolve issues around non-compliance as warranted.
• Work with HR and Global Security to secure a User ID for each new person (contractor or employee)
• Request Network access (Outlook, VPN, email)
• Request laptop and other PC peripherals and ensure delivery
• Maintain hard copy and electronic documentation for each new contractor
• Maintain comprehensive spreadsheet documenting onboarding steps to see progress at a glance.
• Writing training materials to document processes
• Onboarding turnaround time cut in half since assuming the role.

Administrative Assistant

Confidential, Northfield, IL

Responsibilities:

• To date have successfully managed logistics for over 20 meetings. Two of these meetings had over 100 participants. Saved about $10K by doing most of the work vs hiring event planner.
• Work with executive coaches to help them understand Kraft processes relative to invoice submission; vendor set up; Have a reputation as "go to" person when it comes to invoice issue resolution or when there is a problem getting an executive coach paid. Extensive use of SAP based system to create Purchase Orders and confirm receipt of services or materials.
• Produced complex PowerPoint and Excel spreadsheets from flip chart and other handwritten materials produced at various strategy meetings.
• Produced a Year-End Workbook for ISC Finance Team capturing the following:
• Contractor spend for the year
• Project spend for a business unit funded by my department
• Accruals for all outstanding expenditures which freed up money for 2014 budget.
• Logistics coordination for two large travel events (30 people each)
• Initiated contact with event planner to get contract arrangements in place
• Ongoing communications with participants soliciting information needed from them to create documentation needed during travel by safety personnel and event planners. Communicating updates and logistics for individual participants.
• Working with Event Planner and onsite plant teams to develop social activities for these events
• Arrange travel and produce expense reports using Concur application for Senior Director
• Calendar scheduling for Senior Director coordinating across multiple groups both internal and external clients
• Created workbook that reflects all contractor expenditure including purchase order information and how it was spent. Produced quarterly report and included YTD totals
• For training using outside trainer, obtain the Statement of Work and work with Procurement team to finalize; Create Purchase Order, pay all invoices and work with instructors to ensure all materials needed for class are available
• Create all Purchase Order requests for department, track spend and pay invoices. Have processed over 100 Purchase Orders and have extensive experience troubleshooting issues in Procurement processes. Have set up New Vendor requests.

Confidential, Lisle, IL

Administrative Assistant

Responsibilities:

• Created a tracking system for legal invoices for 40+ law firms categorizing information by vendor and by subject matter which provided “legal spend” to be readily available and analyzed at many levels.
• Reorganized and consolidated badly disorganized Legal files using an e-file system to sort files by proper categories, create file lists and provide consistency in how documents were filed for easy retrieval.
• Prepared and organized 42 binders for the Confidential and Board committees to conduct discussions and make business decisions.
• Provided the appropriate image and managed to enhance hospitality for guests by scheduling conference rooms and ordering the appropriate catering for various meetings conducted by the legal department.
• Managed travel arrangements (air, hotel, car, ground transportation) for staff attorneys and used judgment to ensure costs were reasonable.

Confidential, Chicago, IL

Administrative Assistant

Responsibilities:

• Ensured 60 +/- adjunct professors’ contracts were generated, disseminated, signed, returned and then coordinated with payroll to ensure faculty were paid accurately.
• Managed within the approved budget by tracking and reporting professional development expenses, office supplies, catering and other invoices related to department business.
• Validated core faculties’ qualification for overtime pay for the Department Chair sign-off. Scheduled and managed the logistics for the bi-weekly staff and regular departmental meetings; scheduled the room and reserved space, notified participants of date and location, ordered catering and periodically recorded minutes for the meetings.
• Facilitated several faculty candidate meetings and coordinated times, arranged for travel needs and reimbursed expenses.
• Ensured Department Chair and core faculty were within spending and budget guidelines by reconciling expense reimbursements (Master Card and Cash) through the Concur expense system.

Confidential

Administrative Assistant

Responsibilities:

• Provided administrative support to the President and the Director; oversaw calendar management, made travel arrangements, reviewed and processed expense reimbursements, set up meetings and event preparation for various Confidential meetings, provided technical assistance, and assisted in preparation of materials, logistics and physical set up for Confidential meetings.

Confidential, Chicago, IL

Executive Assistant

Responsibilities:

• Made travel arrangements for 8 Executives; provided timely turnaround of requests to save money and ensured individual needs were accommodated, including visa and passport application processing.
• Managed executive calendars to ensure the efficient use of time; arranged constant rescheduling, set-up complex conference calls and coordinated team calls.
• Processed the timely procurement and payment of invoices through SAP for 20 prestigious domestic and international law firms retained to assist with legal matters; developed collegial relationships with all firms and a reputation for timely payments.
• Increased the timeliness of employees’ acclimation to the legal department’s interfacing with corporate business operations through the collaboration with up to 43 associates to organize new hire orientation meetings over a 3 - 4 week period.
• Recognized and rewarded for successfully co-coordinating the planning of all logistics for a large offsite meeting for 50 participants; secured meeting space, hotel room blocks, meal and recreational activity planning, flight and car arrangements and launched a website to help track registration.
• Worked with Legal executives to transfer all the content of the more than 40 Confidential Legal policies to a new web-based application, completing the project more than 2 weeks ahead of deadline.