Provided administrative support for the Vice President, two Senior Directors, two Directors, and over 100 department members. Managed challenging calendars using Outlook and Google, with complete authority for commitments of time. Arranged travel accommodations, and proactively updated organizational charts and contact databases. Scheduled all executive training. Met demanding deadlines for expense reports, tracked department budget items, and filed supporting documents. Planned and coordinated all off-site meetings. Established and maintained vendor relationships with hotels, conference sites, restaurants, transportation companies, and caterers. Negotiated vendor contracts and recorded all agreements in the procurement system. Served as the Functional Administrator of department database and created a directory for quick and easy retrieval.
3 years - Administrative Assistant
Maintained multiple calendars. Scheduled meetings and off-site events, utilizing catering services and resort locations. Arranged travel for staff, including scheduling transportation, making hotel reservations, keeping in touch with team en route, and preparing travel vouchers. Handled all passport requests and ensured document delivery before the travel date. Managed reporting for meeting scheduling, travel, project plan deadlines, headcount and budget alerts. Procured office supplies and maintained supply inventory.
1 year - Secretary (International: Germany)
Maintained and managed employee records, rating schemes, and evaluations for Regional Director. Handled classified and confidential material. Scheduled appointments, reserved meeting spaces, and wrote agendas, Arranged travel, both domestic and international, and reconciled expense reports. Acquired input slides and developed presentations for Executive briefings and weekly management huddles.