Administrative Assistant

• Jul 2022 - Present

Executive Assistant

• Feb 2016 - May 2022

• Assisted the Division President and Corporate lawyer coordinating their calendars as well as their travel and expense cards • Compiled lab information and procedures after multiple acquisitions into a useable format to cut that part of accreditation inspection from half a day to one hour • Decreased the overhead budget by $70k by cutting out unnecessary services after analyzing overhead expenses and company needs • Generated a standard office/break supply inventory list to minimize the waste of unused supplies • Oversaw annual managers meeting for 70+ employees off-site, including conference rooms, hotel rooms, meals and team building dinner • In charge of town hall meetings in-person and on zoom for entire division • Create and receive purchase orders in company specific software • Format/reformat legal documents in Word Show less

Administrative Assistant

• Jan 2010 - Nov 2015

• Maintained executive’s complex calendars including meetings scheduled across 4 different time zones world-wide • Booking domestic and international travel for four+ executives & co-workers to maximize the coordination between other divisions. Travel consisted of planes, trains, cars/drivers and shuttles between the airport and hotel • Developed a OneNote notebook for all the Administrative Assistance that increased efficiency by 25% by consolidating the most used data in one place • Planned internal and external meetings for anywhere from 10-300 people both on-site and off-site locations with the assistance with our events team • Chaired our “Fun Committee” that planned all the activities and luncheons for our building of 600-700 people. Vetted non-profit organizations to see which ones aligned with our company’s mission in order to support their volunteer opportunities Show less

Administrative Assistant

• Mar 2005 - Aug 2009

• Established standard operating procedures to standardize the way departments ran and increased efficiency • Supported the day-to-day activities in the warehouse to allow the management team to prepare for the next day • Continuous contact with all our logistic vendors and held them accountable to their scorecards 100% of the time • Streamlined the claims process to reduce the time customer service time spent on each call by them transferring calls to me to finish the process by validating the claim and filing claims with the shipping companies Show less

Administrative Assistant

• Feb 2003 - Jan 2004

As the Administrative Assistant for this Construction Project, I implemented and maintained a central filing system both electronically and physically. I tracked all documents such as RFI’s, Change Orders, etc. The main part of my job was keeping in contact with all the contractors, safety department, vendors and visitors. I created various documents such as spreadsheets, word processing, and databases. On a daily basis I supported Document Control and handled all mail, faxes and I ordered break supplies. . Show less

Administrative Assistant

• Apr 1999 - Dec 2002

As the only Administrative Assistant for this Civil Engineering company in our building, I handled our office management and worked as an on-site field office assistant. I tracked all correspondence including client and sub-consultant contracts. I assisted in formatting marketing proposals and presentations. I acted as the liaison for Human Resources and IT department for corporate. I processed all invoices incoming and outgoing. I worked the front desk answering phones and welcomed all incoming visitors. Show less

Office Manager

• Dec 1993 - Apr 1999

During my time with JFC I acquired many office skills such as answering phones, verifying expense reports and time cards. I maintained logs on all incoming/outgoing documents. I managed filing records and archives dating back 40 years. I distributed plan and bid documents. Updated plans and specifications with all addendum's that were issued. I processed all accounts receivable and payable, and reconciled bank statements. I prepared all quarterly taxes and gathered financial information for our tax accountant. Show less