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Senior Administrative Assistant Resume

Frederick, MD

SUMMARY

Skillful and dedicated Executive Assistant with extensive experience in coordination, planning and support of daily operational and administrative functions in and Operations organization. Accustomed to working in highly confidential environment. Accustomed to long hours, multiple consecutive demands and high tempo environment.

TECHNICAL SKILLS

  • Administrative, Outlook
  • Administrative support, MS Power point
  • Adobe Acrobat, Power Point
  • Adobe, PowerPoint presentations
  • Agile, SharePoint
  • Agency, Windows XP
  • Back - up, Word
  • Basic, Microsoft Word
  • Budget, Multi-tasking
  • Business presentations, Order entry
  • Ceridian, Personnel
  • Communications skills, Copier
  • Conferences, Policies
  • Contracts, Presentations
  • Copying, Purchase requisitions
  • Client, Read
  • Customer Service, Risk Assessment
  • Databases, Scheduling
  • Database management, Spreadsheets
  • Due Diligence, Spreadsheet
  • Edit, Staffing
  • Email, Supervisor
  • Expense reports, Team player
  • Faxing, Phones
  • Filing, Travel arrangements
  • Financial, Vendor management
  • Floor plan, Visio
  • Forms
  • Insurance
  • Inventory
  • Letters
  • Lighting
  • Notes
  • Managing
  • Meeting planning
  • Meetings
  • Access
  • Excel
  • Microsoft Office applications
  • Office
  • Routing correspondence
  • Accounting skills
  • Directing visitors
  • Improving procedures
  • Supervising clerical personnel
  • Coordinating program activities
  • Sorting packages
  • Technologically savvy
  • Protecting information
  • Payroll and benefits administration
  • Accounting support
  • Excel spreadsheets
  • Interpersonal communications
  • Data entry documentation
  • Recruiting
  • Managing automated systems
  • Database entry
  • Data organization
  • External communications
  • Shipping and receiving
  • Customer service orientation
  • Executive presentation development
  • Overseeing office activities
  • Proposal writing
  • Microsoft Office
  • Back office operations
  • Deadline-oriented
  • Recordkeeping and bookkeeping
  • Inventory supplies
  • Check processing
  • Appointment scheduling
  • Account balancing reconciliation
  • Organizing packages
  • Leadership reports
  • Operational processes
  • Invoice organization
  • Confidential document control
  • Program file distribution
  • Multitasking and prioritization
  • Billing and coding
  • Professional and polished presentation

PROFESSIONAL EXPERIENCE

Confidential, Frederick, MD

Senior Administrative Assistant

Responsibilities:

  • VP, Operations - 9/14-8/14 SVP, IT & Transformation
  • Effectively and proactively maintain SVPs complex calendar, including day-to-day and long-term management of meetings, projects, and priorities.
  • Coordination according to changing team and company priorities, while anticipating conflicts and solving scheduling issues.
  • First point of contact for a wide variety of high-level relationships between SVP, AVP, staff and external contacts in the IT department and Project Horizon.
  • Support and assist SVP and IT & Transformation Teams, including his direct reports.
  • Prioritizing projects to avoid conflicting deadlines and to ensure the completion of essential projects.
  • Build presentations and prepare reports using Microsoft Office applications, Adobe and other software to assist managers with reports and special projects as directed.
  • Track and help drive completion of key deliverables and follow up on outstanding items across departments.
  • Edit, proofread and format correspondence.
  • Assistance with formatting quarterly board reports, presentations and meeting notes.
  • Support an agile environment by providing immediate assistance for schedule changes, floor plan updates, lunch requests, and onboarding new hires/contractors.
  • Manage internal/external correspondence with customers in a timely manner.
  • Ceridian timesheet audits, edits and approvals.
  • Work with team managers and staff as necessary.
  • Work as a member of the team, willingly providing back-up support for co-workers when appropriate and actively supporting group goals.
  • Assist with other projects as required for the team.
  • Maintain confidential information and departmental files, procedure manuals, employee records, and vendor contracts.
  • Vendor Visits (internal and external), team functions, meetings, luncheons.
  • Point of contact for visitors.
  • (New Hires, Candidates, Vendor Visits).
  • Prepare and submit personal and departmental expense reports.
  • Collaborate closely with fellow Senior Administrative Assistants within the company on high-level projects, meetings and company-wide initiatives.
  • Charity Events, Customer Service Week and other Company Sponsored events.
  • Manage all on boarding for contractors and consultants for the Horizon and BAU Teams:.
  • Facilitate, build and monitor vendor relationships including tracking in a spreadsheet and managing follow-up.
  • Process IT SAFE Requests as required to set up resources and access to new hires and contractors.
  • Update floors plans.
  • Assign workstations.
  • Ensure all appropriate paperwork (background checks have been received from staffing agency and contractors have signed our corporate policies and procedures).
  • Point of Contact for all Staffing Vendors and Agencies.
  • Verify accuracy and approve contractor timesheets weekly.
  • Verify payment based on contract agreement, process and reconcile invoices with account payable in Smart Client.
  • Process wire transfers for payment.
Confidential, Bethesda, MD

Executive Assistant

Responsibilities:

  • Provide high-level executive support.
  • Screen correspondence, maintain confidential files and vendor management.
  • Expedite time critical and confidential projects as required.
  • Interpret policies and procedures as established by superiors.
  • Draft financial, statistical, narrative, and other reports as requested.
  • Make invoice reports, letters and board and business presentations.
  • Prepare, complete and submit expense reports for executives as well as other departmental staff.
  • Prepare confidential personnel changes, new hire set-ups, check requests, and timekeeping.
  • Maintain office supply and vitamin inventory.
  • Organize company events, coordinate venues, conference calls and catering.
  • Manage schedules, prepare travel arrangements and maintain calendars.
  • Act as a host, ambassador and concierge for the office ensuring all employee and guest needs are attended.
  • Provide signature authority as delegated, on correspondence, requisitions and various other forms.
  • Provide back-up to Executive Assistants in other departments.
  • Orient and onboard new hires on office facilities and protocol.
  • Budgetary adherence, meet or beat annual budget.
  • Review office related invoices for accuracy and record expenditures.
  • Prepare and submit accurate expense reports in a timely manner.
  • Act as a liaison with the landlord and vendors (copier, cooling & heating, lighting/electrical, cleaning, security, messenger, carriers) and assist with management of service contractors.
  • Other duties as assigned Key Accomplishments.
  • Excelled within demanding environment.
  • Can manage competing demands and is able to deal with frequent shifts, delays or unexpected events as well as utilizing strong technical skills using MS Power point, Excel and Word.
  • Spearheaded effort to reduce office supply costs.
  • Ability to enforce office protocol with a friendly, positive, yet firm demeanor.
  • A team player with an ability to gain consensus and influence across multiple departments.
  • Noted for in-depth industry knowledge, customer service, excellent communications skills, and database management expertise.
  • Praised for multi-tasking abilities and timely issue resolution.
  • Key player with the timely completion of board presentations and quarterly business reviews.
Confidential, Rockville, MD

Executive Assistant

Responsibilities:

  • Prepared reports, constructed PowerPoint presentations, as well as organized internal meetings, off-site conferences and training.
  • Provided back-up to order entry and tracked critical contract documents through the organization.
  • Handled filing, faxing, copying and creating correspondence, as well as scheduling and phones.
  • Prepared and disseminated weekly calendars and schedules to include meeting and room scheduling.
  • Processed expense reports, composed routine correspondence, maintained files, as well as compiled and edited data for various routine reports.
  • Managed inter-office and external correspondence for Directors approval, and verified and dispersed paperwork to appropriate parties.
  • Developed and maintained basic spreadsheets, databases and reports.
  • Provided administrative support to and interacted with other administrative assistants in the office in regard to assisting in the production of agendas, meeting planning, and project support.

Confidential, Gaithersburg, MD

Administrative Assistant

Responsibilities:

  • Scheduled appointments and made commitments for supervisor.
  • Processed requests for information, resolving a variety of departmental problems.
  • Read all incoming correspondence and determined proper action.
  • Made arrangements for meetings and conferences.
  • Prepared travel orders, vouchers and purchase requisitions Established and maintained files, records, spreadsheets, databases and expense reports, Proficient in the use of Windows XP, Microsoft Word, Excel, Power Point and Outlook as well as Adobe Acrobat and Project, Visio, Ceridian, Lifepro, SharePoint.

Confidential, Gaithersburg, MD

Vendor Relationship Manager

Responsibilities:

  • Complete the Vendor Risk Assessment Form, Internal Due Diligence Questionnaire and finalize contract approval with all parties.
  • Life Insurance Forms Updates.
  • Web Updates.
  • Announcements and vendor email updates.
  • Vendor correspondence (internal and External email).
  • Vendor Form Audits.

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