SUMMARY

• Skilled in providing comprehensive administrative support to senior executives; excel at scheduling meetings, coordination of travel, and managing all essential tasks.
• Highly organized and focused; effective in prioritizing and completing multiple tasks and follow through to achieve project goals.
• Excellent communication skills and ability to grow positive relationships with customers and colleagues at all organizational levels.

Core Competencies

• Calendar Management
• Meeting/Event Planning
• Travel Coordination
• Professional Presentations
• Report Preparation
• Database Management
• Customer Satisfaction
• Project Management
• Accounting/Bookkeeping
• New Hire On-Boarding
• Teambuilding & Staff Supervision
• Facilities Troubleshooting

Microsoft Excel, Word, PowerPoint, Outlook and Visio; Lotus Notes; SAP, Concur, QuickBooks Pro, and Advantage billing system; SharePoint, MAS90, CRM, company proprietary systems for T&E/finance tracking; keyboarding 65 wpm

Professional Experience

Confidential,
Administrative Assistant II report to Director of API Sourcing
Provide administrative support to API Sourcing department which includes:

• Maintain database of API availability and pricing and communications with suppliers.
• Receive APIs, COAs, and technical packages; ensured necessary documents are logged and placed on share drive and/or distributed to formulators.
• Prepare necessary forms to add suppliers and manufacturers into SAP for purchase order preparation.
• Maintain supplier and API correspondence files.

Confidential, Mar 2011 to May 2011
Executive Administrative Assistant reported to VP of Sales and VP of Marketing

• Responsible for all executive administrative support duties which included schedule management, providing assistance in managing priorities and providing focus to hectic schedules and multiple demands, routing calls, supply procurement, meeting coordination and preparation, and report and communication preparation that include PowerPoint presentations for Marketing and Sales teams.
• Coordinated travel arrangements and itineraries.
• Maintained expense records and ensured departmental invoices were processed.

Confidential, Mar 2008 to Jan 2011
Customer Information and Contract Administrator reported to VP of Operations

• Based on customer\'s maintenance contract and renewal date, initiated renewal notification and prepare service pricing and budgetary information for customers.
• Worked with customers and subcontractors on service contract renewals, including annual service renewal information, coverage additions and deletions.
• Processed monthly service contracts billing per contracted billing terms in a timely and accurate manor.
• Provided Customer Support department with customer contract information.
• Assisted the AR department with collections when required.
• Generated service quotes and follow-up with the customer to ensure necessary documents are received for billing.
• Compiled financial information relating to services contracts for quarterly/yearly reports.
• Maintained Service Contract database which housed new customer information, installation dates, purchasing history, and service pricing.

Confidential,) Aug 2007 to Nov 2007
Senior Administrative Assistant reported to Manager, Marketing and Communications

• Assisted the Marketing and Communications Manager with administrative duties, including generating, editing and proofreading internal and external investment marketing materials.

Confidential May 2005 to Jul 2007
Senior Administrative Assistant / Sr. Billing Coordinator reported to Line of Business Controller

• Answered, screen and direct Controller’s incoming calls handling as appropriately by determining the sensitivity and nature of the request, including responding to inquiries and redirecting calls to appropriate resources.
• Managed Controller’s calendar; responded to meeting invites or communications regarding availability.
• Coordinated meetings and conference calls, including preparation of agendas, attendee lists and circulation of call-in numbers.
• Maintained centralized records including HR records, department calendars, policies and procedures manuals, organizational charts, record retention records, various staffing lists, etc.
• Composed letters, memos and other miscellaneous correspondence.
• Coordinated departmental events, process food service orders for group.
• Accounting – Client billing, projections, forecasting, journal entries, variances and imports into accounting system.

Confidential, June 1998 to May 2005
Director of Administrative Services – 2003 – 2005 reported to Partner

• Implemented procedures and systems to improve efficiency and smooth operation of the firm.
• Screened communications to the Partners including telephone calls and e-mail messages and provided assistance using independent judgment in addressing requests and resolving issues.
• Assisted in preparing proposals in response to RFPs for Audit and Accounting services.
• Supervised 3 administrative assistants, bookkeeper and IT consultant..
• Acted as a liaison between senior management and clients/colleagues to facilitate work and accomplish objectives in a collaborative effort.
• Viewed the firm’s accounts payable and issued authorization for payment.
• Maintained attendance records and pprepared payroll for submission to an outside vendor for processing.
• Coordinated meetings and made arrangements for conferences, meetings and events.
• Scheduled appointments, confirmed changes or delays and made necessary changes, with guidance as necessary.
• Coordinated and planned travel arrangements and recommended the most cost-effective itineraries.

Education

Confidential,College, Norcross, GA
Business Administration – Accounting (In Progress)

Confidential,School, Montclair, NJ
Corporate Assistant Program