Executive Administrative Assistant

••••• J. •••••


OBJECTIVE

To provide efficient and effective administrative support to a growing and dynamic organization.


SUMMARY OF QUALIFICATIONS

A highly organized and detailed oriented Administrative Assistant with over ••••• years experience providing thorough and skillful administrative support to senior executives.
Dedicated and focused; able to prioritize and complete multiple tasks and follow-through to achieve project goals.
An independent and self-motivated professional with excellent research and writing skills; able to grow positive relationships with clients and colleagues at all organizational levels.
An experienced event planner, having organized, negotiated and overseeing all activities for regional, world-wide meetings, workshops and special events.

TECHNICAL SKILLS

Microsoft Office Suites (Word, Excel, PowerPoint, Access, Publisher, Outlook), Adobe Acrobat, ACT, eSales Force
Various digital and photo programs
Accounts Payable / Accounts Receivable, Ten-key by touch
Extensive use of E-mail and Internet / Intranet searches / research

PROFESSIONAL EXPERIENCE

Yavapai Big Brothers Big Sisters
2/••••• 4/•••••
Executive Administrative Assistant•••••
Prescott, AZ

Provided high-level administrative support to Community Relations and Development Department; Vice President, Fund Development Director, Event Coordinator and Capacity Building Campaign Manager. Established procedures for this new position and department. Supported Quad-Cities Community Board Members, attending all meetings, taking minutes, keeping detailed information/reports on Board Members. Successfully coordinated and supervised Annual Summer Party for Donors and Board Members, with ••••• attending event in Donors home. Handled all invitations, RSVP list, name tags, table seating tags for this Annual event and the May Ask Event, Golf Tournament and year-end Gala and supervised volunteers. Gathered information, took pictures, edited material and designed Newsletter and Annual Report. Established procedures for Child of the Week articles of children on the Waiting List. Learned new Non-Profit software: Donor-Perfect and Auction Pay. Designed new software pages for Building Campaign Manager in Donor-Perfect to incorporate donations for this project. Maintained accurate contact/donor database, files, including all confidential fundraising records. Worked with Fund Development Director on ideas for upcoming events, potential new donors and fundraising promotions.

Self-Employed•••••
9/••••• 6/•••••
Administrative Support for Two Companies•••••
From Home

One company, MaddoxSmye LLC, (9/••••• 8/•••••) I supported busy Author/Speaker designing her PowerPoint presentations, special handouts for workshops, handled her travel arrangements for business as well as personal. Handled the rentals/upkeep of her five properties in Naples, FL, two homes in Canada and property in NJ and CT. Worked with MaddoxSmye Coaches designing enormous workbooks, and instructional manuals for other coaches.

Second company, Medtronic, Inc.,(2/••••• 6/•••••) I supported busy manager designing brochures, physician forms, rehab specialist forms. Worked with clinics to design materials and arrange meetings with possible ITB patients. Compiles complicated Excel spreadsheets of information gathered from physician meetings/workshops. Designed brochures, forms, booklets, compiled spreadsheets reports on special projects.


Kincaid Financial Services•••••
•••••/••••• 5/•••••
Administrative Assistant•••••
Sedona, AZ

Setup new office, organized all confidential client accounts, arranging file documentation according to SEC regulations. Provided phone and e-mail support to new and existing clients. Composed and edited routine correspondence. Monitored and tracked new account paperwork. Setup database with all confidential client information. Worked with little supervision; owner lived in Phoenix and was in the Sedona office two days a week.

Medtronic Inc.•••••
•••••/••••• •••••/•••••
Sr. Field Secretary promoted to Administrative Assistant I and II•••••
Boulder, CO / Sedona, AZ

Created and implemented sales reports adopted by other sales offices across the U.S. Designed brochures, invitations, posters and PowerPoint presentations for physician workshops, dinners and conferences. Researched various marketing tactics which included radio and TV for each territory, support groups and clinics for Reps to contact. Also implemented press releases, and announcements of special events. Worked directly with physicians on designing brochures and invitations for local events. Direct contact with patients, physicians and medical staff sending out videos and letters of introduction from ••••• phone calls after ads appeared in Arizona newspapers. Negotiated, scheduled and coordinated regional meetings consisting of ••••• people, physician (Neurologists and Neurosurgeons) workshops and training meetings, organizing hotel rooms, meeting space, meals, activities, transportation, audio/visual equipment, meeting materials, supplies and shipping as well as being on-call ••••• hours for support during meetings. Handled customer service questions analyzing the problems or issues finding solutions or the correct person to handle the issue. Trained co-workers on various computer and e-mail programs, company policy and procedures. Researched and established various data bases. Managed complex appointment calendar and active travel schedules, working with sensitive and confidential information, correspondence, personnel files and telephone calls.

Duties from other Positions:

Supported Board of Directors and volunteers hosting the annual Scottsdale Culinary Festival. Worked closely with various restaurants, chefs and the Mayors of Arizona gathering information for the Festival booklet, special events and menus for each function. Helped design festival program as well as working at various special events. Handled ticket sales, answered questions, sending out information to potential clients and attendees.

Administrative support for Sr. Director, 7 Managers and ••••• Sales Representatives with a national territory. The Sr. Director lived in Houston, TX coming to the Scottsdale office three to four days a month, otherwise communication was by e-mail and telephone. Handled all personnel records for manager and reps, vacation and sick reports, as well as hiring process which included sorting through hundreds of resumes, setting up interview schedules, travel arrangements, drug screening and background checks. Worked with sensitive and highly confidential information. Compiled weekly report for the Sr. Director from information send to me from the Managers and their Reps.

Provided administrative support for Executive Director, Board of Directors, volunteers, season ticket holders and potential concert and artists sponsors and customers. Worked on fundraising events designing invitations, silent and live auction booklets, as wells as supervise the volunteers at many of the events. Handled ticket sales at four monthly concerts which included one monthly black-tie event at a private country club in Rancho Santa Fe. Worked closely with League Guild volunteers (••••• members) helping them with their monthly meetings, fundraising events raising over $•••••,••••• every year for the orchestra. Designed database of Clients, Donors, ticket holders as well as potential clients.