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Senior Administrative Assistant Resume

Addison, ChicagO

Experienced and Professional Executive Assistant

  • Supported "C" level executives, handled confidential documents. Proven ability to prioritize, multi task, plan meetings, arrange domestic/foreign travel, and managed multiple calendars.
  • Computer savvy, experienced creating charts, presentations and financial/sales analysis
  • Received quarterly employee award, nominated for employee of the year

Professional Experience

Confidential, May, 1995 to 2008

2004-2008 Senior Administrative Assistant, Marketing Department

  • Supported Vice President of Marketing, Director of Marketing/Internet; Director of Editorial; Director of Design
  • Provided back-up support to Senior Vice President/CMO
  • Marketing Department responsibilities and achievements
  • Supported Vice President, Directorand their direct reports with day-to-day needs, managed department projects and activities (mailings/marketing promotion campaigns)
  • Managed calendars, arranged meetings/conference calls and travel arrangements
  • Created and published daily sales reports; sent out companywide communications
  • Tracked, verified and processed departmental invoices and expense reports ensuring accuracy and timely payment
  • Maintained departmental records, including staff vacation/sick leave and other benefit forms
  • Editorial Department responsibilities and achievements
  • Fact checked content prior to publication of new releases (internet research and phone verification)
  • Proofreadfinal drafts before printing
  • Researched and collected a library of no cost photos for use in publications. achieving substantial cost savings
  • Sent contracts to freelancers, maintained log of work to be performed, ensured timely payment ofinvoices.
  • Processed awards and certificates for award winning recipients of our "Best of the Road" program.
  • Design Department responsibilities
  • Maintained spreadsheets of photos acquired for publication: source, specific atlas the photos were used in, tracked cost to acquire photos from agencies
  • Assembled and mailed "best" product entries for Design contests. Logged entries, payments, sent out company announcements of awards received.
  • Ordered all special need design supplies

1997-2004 Senior Administrative Assistant, Confidential

  • Supported Vice President, Retail, Directors of Store Operations and Merchandise
  • Assisted the Retail store operations team. Specifically worked with the store managers to resolve ad hoc issues -- outstanding invoices, lease requirements, employee benefit questions.
  • Handled customer service issues related to the stores; had lead role in resolving
  • Verified all HR paperwork for store employees, working closely with HR and payroll. Maintained confidential employee records.
  • Created spreadsheets of salaries, hours worked, sales contests held.
  • Prepared frequent communications to stores. Assisted in proofreading/editing documents prior to distribution to stores and company-wide.
  • Maintained store lease schedules. Worked with outside consultants and mall management regarding our leases, required advertisement, storage and mall provided services.

1995 -1997 Administrative Assistant, Confidential

  • Assistant to Corporate Controller, supporting Finance and Tax Departments. Provided back-up assistance to CFO
  • Streamlined the Fleet Administration program, resulting in monthly cost savings of approximately $1500
  • Administered the timely distribution of workers compensation and deferred compensation reports.
  • Managed Certificates of Insurance, Performance Bonds and Bid Bonds. Interfaced with vendors and appropriate inter-company personnel.
  • Assisted with Data Room material prior to and during divestiture of several company divisions and ultimately the sale of company to another party

Confidential, March 1995--May 1995

  • Assignments:
  • April, 1995 - Confidential, Administrative Asst. to Corporate Controller
  • March, 1995 - Confidential, Administrative Asst. to President/COO

Confidential, Sept. 1979 - December, 1994
A unit of Paramount Confidential, now Viacom, a global entertainment and publishing enterprise

  • Administrative Assistant/International Sales Coordinator
  • Supported President of the International Division
  • Transcribed travel notes, responded to correspondence, interacted with international representatives on a daily basis.
  • Prepared international agreements to assure compliance to basic terms
  • Computerized royalty records and payments. Created spreadsheets analyzing sales on a monthly basis (including invoicing and payment reconciliation).
  • Made travel arrangements for international division (both staff and visitors), acquired necessary travel documents, coordinated international seminars, trade shows and meetings.

Skills and Competencies:

  • Word, Excel, PowerPoint, Outlook, Access, AS400, Lotus Notes, Typing 65 wpm
  • Proofreading and Editing
  • Transcription

References:

Business and personal references provided upon request.

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