I am a top-notch, professional Executive Assistant with 16 years experience supporting world-class technology companies!

Employment History

July 2004  - July 2008      Wonderware

Executive Administrative Assistant

     My main responsibility was acting as the administrative support person for the Vice-President of Global Products & Services within the MES division of Wonderware; a software engineering firm and a division of Invensys Systems, Inc. In addition to managing the VP’s itinerary, travel arrangements, expense reports and other important tasks, I supported mid-level managers, the engineering staff, human resources, sales and operations, and acted as the main communications liaison between national and international offices.

     Because of our companies growing global status, I arranged many visas, passports and travel accommodations for our foreign based employees and customers. I was also responsible for domestic and international shipments via UPS, FEDEX or LTL shippers, and I tracked these shipments using internet based shipping and tracking software from my online accounts. I am familiar with import/export documentation requirements and laws as many of our shipments were to Brazil, Germany, China, India and France. I understand certain materials are not allowed to be shipped to certain countries and commercial invoices, SEDs, and certificates of origin are often necessary to clear customs. I managed vendor and facility contracts based on our company’s statement of work guidelines and was in charge of facility maintenance for things such as the HVAC system, seasonal cleanings, décor, plants, snacks, office supplies, painting, lights, appliances, etc. I also planned and hosted up to seven corporate functions each year with much style and finesse. To stay within our facility budget I tracked all expenditures, purchase orders and invoices. When visitors came to our office, it was my responsibility to sign them in, provide them security fobs and escort certain visitors, as necessary, around the facility to help them settle in or to keep our proprietary data secure. Some of our customers were government entities and security was part of contractual obligations.

*I was unemployed from Feb 2004 to July 2004 – Morrison Assoc. (medical consulting company) lost two major contracts and I was let go.

Nov 2003  - Jan 2004     Olsten Staffing

Executive Administrative Assistant (Morrison Assoc.)

     I supported the President and CEO of Morrison Associates. I was let go due to lost contracts and the resultant cash flow problems.

      My main duties were arranging travel, preparing agendas, itineraries, presentations, and other documentation as needed. I assisted with marketing by finding sources, cold-calling sources, preparing direct mailings and locating industry specific events for networking purposes. I was responsible purchasing, managing vendors and for the facility’s maintenance and appearance. I planned and hosted company functions and assisted the project managers and the company financial officer with filing, invoicing, account reconciliations, budget tracking, copywriting and technical writing.   

June 2003  - Oct 2003     Global Hudson Resources

Project Assistant (Hershey Foods IT Department)

     I assisted the Project Manager with a global rollout of a brand new computer desktop system for all of Hershey Foods domestic and international locations. I tracked project milestones via MS Project and Excel, scheduled meetings and lunch events, and worked with technical leads to determine project status. I updated various status reports for design review meetings and assisted with the acquisition and formation of an external warehouse staging area for the project’s long-term expedition. I tracked the project budget, and drafted and prepared weekly reports to track contract employee’s time and expenses. I assisted with sourcing, procuring and shipping, domestically and internationally, each locations computer systems and supplies and assisted with technical documentation and user-friendly copy to ensure a smooth cut--over to the new operating systems and software packages. 

Feb 2003 – June 2003     JFC Staffing

Medical Claims Examiner (Capital Blue Cross)

     I processed medical claims for payment to doctors and other medical facilities across a tri-state area. I also looked for discrepancies or problems based on the medical insurance standards as set forth by Capital Blue Cross and their subsidiaries. I left this contracted position for a better paying opportunity.

Dec 2000 – Jan 2003      ARINC Engineering

Analyst II

       I supported the department manager and all of the engineering staff for this Department of Defense Contractor. Our projects consisted of upgrades or revisions to existing avionics navigation systems and other electrical or mechanical system upgrades or revisions. Our contracts originated from Tinker AFB in Oklahoma City, which is a military facility that maintains the best aviation systems in the world.

     My duties were based on ISO 9000 standards and military contract requirements and standards. My various tasks consisted of tracking and reporting project budgets, technical writing and editing of status and financial reports that were part of the deliverables to our government customers. I updated, drafted and edited technical manuals for field work, and maintained or purged engineering files and consistently updated the acronym manuals. I assisted Project Leads with tracking resources, parts lists and shipments that had due dates. I also assisted with sourcing, procuring and shipping government MIL-SPEC and commercial parts. I developed a staging and kitting area for these parts and would bag and tag part kits for delivery in the field. I sourced parts from vendors listed on engineering drawings, government and commercial database programs in our facility library or from internet searches and internet based brokers and databases. There were local vendors I sourced parts from as well and would often pickup parts from these vendors. To buy parts from various sources for drop shipping, I used a company credit card for expediting purposes. For other parts that had to be fabricated I used a requisition form that was submitted to our purchasing department. Once approved they would send me an electronic notification with a purchase order number that I used to track the status on each outstanding order. All purchasing was done within ISO 9000 guidelines.

Oct 1998 – Nov 2000      Inacom Information   

Sales Revenue Specialist

     Inacom sold computer hardware purchased from OEM’s and they also provided their customers with system integration services. My job at Inacom was to support the facility operations management staff and this entailed creating monthly newsletters, drafting company-wide announcements, and order office supplies. My main responsibility was to track computer hardware price changes every day as they were reported by OEMs. I also prepared hardware returns, processed credit invoices and expedited and tracked shipments via the AS400 database system. I updated various Excel spreadsheets with pricing changes and prepared and delivered the resultant commission reports to the sales teams and brokers on a daily or weekly basis. I also prepared commission reports for the third-party sales people so the payroll department could pay them. When customers returned parts I created RMA orders which assisted in the process of creating a credit invoice for the customer and a return packing slip for the shipping department to send back to the OEM.  

September 1996 – Oct 1998     Norstan Communications

Branch Administrator

     I worked in Norstan’s small telecommunications satellite office in Oklahoma City. Because this office was a small field office for sales, integration and technical support, I often worked with little or no supervision from the Branch Manager to whom I reported. In addition to supporting the Branch Manager I supported the sales engineers, local and regional system designers, and field technicians. My duties were to arrange meetings and company events, take minutes, arrange travel, process payroll and invoices, reconcile accounts and track hours. I also shipped parts to customer sites, tracked shipping and updated open part orders for particular projects. I used specialized software to dispatch technicians to customer sites for emergencies and I provided customer support and service as needed when others were not available in the office. I used a specialized database system to open service tickets and report field technicians hours for payroll. I assisted the sales team in preparing commercial and government bids, and would contact local contractors to solicit their bids for cable work when needed. I would travel in the field with sales people to help with on-site sales presentations for public and private sector proposals and I would train local government and commercial customers on their new phone and voicemail system. I also helped on large projects to upgrade or install new phone and voicemail systems. I received special training on Siemens older PBX systems to increase my technical knowledge.

April 1992 – Sept 1996              Commercial Aviation

Executive Administrative Assistant

     I supported the President and Vice-President of sales for this global aviation sales company. We were a foreign owned company based in the United States and sold aircraft parts to customers in the US, South America, Kuwait, and many other countries. Our in-house parts inventory of L100/C130 aircraft parts was worth in excess of $4 mil, and this we leased from a South African company. We also leased company owned aircraft to US based and foreign based customers. I assisted with the sale of our three aircraft during the company’s dissolution. Selling our aircraft entailed acting as the US-based communications liaison, faxing or mailing the aircraft specs and photos, and documenting all information and communications between interested parties.

     My main responsibilities at Commercial Aviation were taking meeting minutes, filing, arranging travel, planning company events and outings, updating the pricing database system, expediting quote requests via an MS-DOS based system called Quick Quote. I was authorized to quote up to $10k without the sales personnel assisting. I also processed purchase orders by sending faxed in orders to the warehouse to, either pull from the shelf, or to source and purchase from other brokers. I assisted the Controller with accounts payables, receivables, reconciliations, credit collections and monthly financial reports. 

      Often, I helped the warehouse to take inventory, prepare daily shipments which were packaged, documented, and released to shipping vendors for both domestic and international shipping (no shipments to embargoed countries). I would input tracking numbers, vendor, purchase numbers, part numbers and quantities into the tracking system. I would ensure the certificate of conformance was sent with orders requiring manufacturer’s certification. When I received shipments I would send the parts to QA to check the condition of aircraft parts. Damaged parts were sent for reconditioning and others in good condition (as ordered) were properly documented and put into our inventory system and on the shelf. I communicated daily with shipping companies to track and trouble shoot orders and organized and ordered any shipping and packing supplies necessary for operations.

Education

University of Phoenix - Online Degree Program

Bachelors Business Administration

*  expected graduation in 2010

Other Skills

·        MSOffice Suite (PowerPoint, Excel, Project, Publisher, Access, Outlook, Visio).  

·        Windows 95/98/XP/Vista

·        AS/400, FoxPro, Cost Point, Oracle, and SAP, Clearcase, Crystal Reports, PeopleSoft

·        Ten-key user

·        Type 60 wpm accurately