Summary

Energetic administrative professional with 17 years experience in corporations as well as smaller offices. Upbeat, solution oriented, and flexible self-starter, with ability to multi-task and prioritize in fast paced, rapidly changing environment. Comfortable interacting with senior level executives. Experienced in dealing with confidential information with utmost discretion. Excellent computer skills with ability to quickly assimilate to new systems.

Software: Outlook, Communicator, PowerPoint, Word, Excel, Visio, Publisher, SAP, MS Project,

SharePoint, Lotus Notes

PROFESSIONAL EXPERIENCE

Confidential

Executive Assistant

• Assisted Divisional VP, five Regional VPs, and more than 30 managing AVPs in organization of almost 300 people with 24 CHOC locations as well as non-profit NACA team spread across four locations.
• Handled travel and expenses for multiple employees to attend key meetings and training. Worked with large teams to provide hotel rooms for critical training sessions enabling employees to perform functions optimally.
• Managed sizeable number of reporting functions utilizing pivot tables and following up where necessary to guide staff to stay within compliance guidelines.
• Oversaw onboarding and offboarding of employees ensuring all appropriate systems and equipment was available or decommissioned.
• Acted as point person for administrative staff and managers on procedures and best practices to ensure proper compliance.

Senior Administrative Assistant

Confidential

• Assisted three Vice Presidents and more than 100 people in Default Risk / Mortgage Banking.
• Developed system access profiles for new teams under tight deadlines so that key work could be completed.
• Executed strategic site planning in partnership with multiple departments and senior management to identify and procure space in over-allocated building to accommodate growing team. Enabled team to complete critical, time-sensitive work without interruption.
• Scheduled travel for more than a dozen individuals, including coordination across various locations, teams and companies to identify the closest, most cost effective accommodations for multiple parties attending key seminar. Remained available for emergency scheduling and miscellaneous details during holidays and after hours.
• Regularly completed expense reports, which included assisting travelers experiencing difficulties due to lost receipts and missing information to avoid corporate card termination allowing continued travel.

Administrative Coordinator II

Confidential

• Assisted Manager and Vice President with projects in Homeownership Preservation Office in addition to providing quality compliance review.
• Supplied research and analysis of documentation for loan modifications to assist homeowners. Met deadlines and production quotas as established to ensure timely processing of applications.
• Reviewed applications prior to submission to underwriting by confirming completion status or advising of further documentation needed. Ensured only completed packages proceeded to underwriting.
• Created database that illustrated team's job accuracy rates and error trends by utilizing pivot charts. Management utilized this information to target team training and communication resulting in increased work precision.

Confidential

Administrative Assistant Contractor

• Assisted Global Logistics' Vice President and eight Global Managers and teams.
• Oversaw fleet management audits, project management queries, invoices, authorizations for expenditures, and goods receipts to alleviate global manager's task load to focus on urgent issues.
• Coordinated international travel, visas and all details for week-long global conference for colleagues to determine long-term strategies.
• Provided organization system to Director in order to clear his office of excess papers and assist in identifying correct documentation quickly.
• Drafted and completed complex PowerPoint presentations to communicate options and status for decisions.

Confidential

Project Analyst Contractor

• Assisted Program Manager and eight Project Managers in EIT Enterprise Infrastructure Solutions Delivery Project Management Office.
• Prepared program level project status report for steering committee review to provide feedback on 50MM budget allowing for on-going work in 28 projects to upgrade technology in numerous sites.
• Streamlined and improved reporting methods by eliminating duplication of efforts which maximized efficiency and effectiveness for two critical areas.
• Created SharePoint site and maintained administration to provide documentation sharing for entire Solutions Delivery project management office to allow document sharing.

Confidential

Administrative Assistant

• Assisted four Directors and more than 100 members of Limited Technology Services LTS .
• Handled international travel to Europe as well as India, Sri Lanka and China. Dealt with obtaining visas and passports. Processed all corresponding expenses according to applicable conversion rates.
• Successfully planned and implemented all details of initial LTS non-management Fish Philosophy event. SVP attending as guest asked for step by step instructions for all his direct reports to duplicate event for their teams.
• Heavily involved in daily calendar management for directors. Identified and resolved conflicts to ensure no double booking.
• Assisted directors in delegation of duties to help in focus on firm's critical few initiatives.
• Reconciled discrepancies and resolved questions regarding departmental budget. Ensured department in compliance with guidelines.
• Partnered in report design for resolution of SLA disputes to confirm team's ongoing record of delivering timely results.

Confidential

Executive Assistant

• Assisted Director of Human Services department in day to day operations of department and five community action centers.
• Coordinated and supervised volunteer staff as well as delegated projects among staff members to ensure best usage of resources and complete necessary work.
• Processed all human services staff payroll to ensure timely payment to associates.
• Served as liaison for all vendors, multiple media sources and community agencies in order to alleviate numerous requests for the Director.

Confidential

Senior Administrative Assistant

Assisted Vice President, five Directors, entire Human Resources department back up support for Human Resources' Executive Vice President and Chief Financial Officer.

Confidential

• Created multiple PowerPoint templates while compiling and editing large quarterly presentations for Board of Directors' Compensation Committee to facilitate key decisions. HR department utilized design as department template for all presentations and announcements
• Served as Assistant Editor for company newsletter, interviewing associates from all levels to write numerous articles for each issue and editing remaining articles in coordination with Communications Manager.
• Drafted regular communications targeted to board members, senior executives, as well as company-wide communications in conjunction with VP to ensure correct tone, intent and message clearly and accurately delivered to each audience.
• Served for five months in executive suites to assist HR Executive Vice President and company CFO in absence of assistant to ensure day to day operations maintained without interruption.
• Served as Secretary of Associate Board volunteering for numerous committees. Involved in determining disbursement of charitable funds as well as developing scholarship program for associates' children. Recognized with two Silver Scotts Team Award Recognition STAR Quarterly Awards and two Bronze STAR Annual Awards.
• Handled international travel and itineraries to Europe as well as domestic travel. Processed all corresponding expenses.
• Identified disparity in expatriate program responsible for relocating associates. Assumed oversight responsibilities while consulting VP to ensure communication with all parties involved. This led to successful, smooth transitions for associates.
• Compiled global communications list through research to identify each location worldwide to assure communications reached each site and no associate omitted.