Executive Assistant Resume

SOFTWARE:

Microsoft Office Professional Suite 2003 - 2007 - 2010 , Microsoft Outlook 2003 - 2007 - 2010 , Microsoft Project, Microsoft Publisher, Microsoft Access, Microsoft SharePoint 2007, Concur Expense & Travel, QuickBooks, Salesforce, Oracle, Kronos, BigTime (time and expense that interfaces with QuickBooks), ADP Payroll, Google Apps, VPN, TeamViewer, iContact, Constant Contact, Symantec Backup Exec, Trend Antivirus, WebRoot, LogMeIn123, Remote Desktop, Acronis Imaging, Lotus Notes, Windows XP - 7 - 8 - 10

PROFESSIONAL EXPERIENCE:

Confidential, Denver, CO

Executive Assistant

Responsibilities:

Marketing communication

Confidential, Denver, CO

Executive Assistant/Office Manager

Responsibilities:

Wrote an Operations Manual for position.
Heavy calendar management.
Oracle expense reports.
Office Manager tasks.

Confidential, Denver, CO

Executive Assistant

Responsibilities:

Build relationships with other departments.
Heavy calendar management.
Schedule travel for speaking events and client meetings: flight, hotel, and limo.
Concur expense reports.
Coordinate with IT group to set up special video and audio conference calls.

Confidential, Denver, CO

Executive Assistant/Office Manager

Responsibilities:

Plan Board of Director’s meetings requiring coordinating of flight, meals, limo, and hotel reservations. Hostess of Board of Director dinners.
Liaison between Hong Kong Exchange and Behre Dolbear associates, ensuring security and confidentiality.
Event planning/coordination for marketing events.
Produce business visas for associate travel to foreign countries.
Redesigned company website with CEO direction.
Designed weekly sales pipeline report that included proposals, projects, billed and collected fees.
Designed weekly report that compared current to previous years: number of jobs, number of proposals versus job size for each region.
Redesigned job setup form for accounting.
Updated job information input process that populated marketing database in Excel. Database tracked top clients, project locations, job income, etc. Data produced PowerPoint charts.
Assist CFO with audit research.
Supervise administrative staff - set priorities, train, coach, evaluate performance, and performed administrative back-up.
Perform contract administration tasks - improve process for better accuracy and invoice timing.
Research office equipment options, prepare RFP, evaluate buy versus lease option, negotiate with vendor, make recommendation, procure equipment, set up, and train.
Moved office from downtown to tech center. Worked with construction contractor to build out space in 2 months. Coordinated telephony and network moves. Acquired new IP telephone system.
Research and recommend IT technology shifts. Process includes RFP development, vendor selection, project management, testing, quality control, training and ongoing support.
Administer Google mail, Exchange, Active Directory, IP phones, security system, website, Google and Facebook. Setup computers and phones.
Manage vendors: printers, building management, telephone, IT, internet, and office supplies.

Confidential, Denver, CO

Office Manager

Responsibilities:

Establish bookkeeping and record keeping functions, develop sales commission worksheet, design marketing materials, and calculate material requirements for jobs, and order materials.
AP, AR and collection functions.
Generate invoices and follow up with insurance companies for reimbursement.
Develop job costing procedure.
Go to county building departments to procure building permits and set close out appointment with county department.

Confidential, Denver, CO

Technical Operations Manager

Responsibilities:

Architect database to archive graphics, introduced intranet/extranet on company website, and introduce SharePoint 2007 for collaboration. Performed project management tasks through the whole life cycle before formal rollout.
Successfully opened or moved 10 offices to larger office space, requiring equipment procurement, wiring, and data/telephony coordination.
Negotiated operational contracts that included office supplies and communication needs. The first year reduced office supply overhead by 68% and telephony and data by 50%.
Saved hardware and office costs of $5 million over a 10 year period through new technologies.
Take notes for weekly sales meeting then distribute. Transcribe notes for architect notes using digital recorder.

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