Executive Administrator
Experienced executive administrator with 20+ years supporting senior leaders and managing cross-functional operations. Skilled in coordinating meetings, international travel, and corporate events, with expertise in handling confidential documents. Recognized for being detail-oriented, deadline-driven, and fostering positive relationships.
WORK EXPERIENCE
Leading Global Manufacturer, Lansdale, PA (2000-2024)
Operations & Project Coordination
- Streamlined day-to-day operations by supporting the Chairman, Chief of Operations, Project Management Manager, and Quality Manager, ensuring timely completion of corporate objectives.
- Managed purchase requests, accurately entering and processing details into X-Flow on a monthly basis.
- Negotiated vendor contracts and acted as a liaison with Building Management, contractors, and vendors.
- Oversaw office inventory, ensuring well-stocked supplies, coordinating catering, and fulfilling meeting requirements.
Calendar & Schedule Management
- Managed complex scheduling for four senior managers, balancing multiple priorities efficiently.
- Planned and executed high-profile meetings (in-person, webinars, and audio conferences) via Webex, Teams, and Zoom.
Document & Expense Management
- Facilitated legal compliance by coordinating document signatures (wet ink & DocuSign) and overseeing notarization of legal documents & patents.
- Processed expense reports with SAP Concur, ensuring accuracy and compliance.
- Maintained critical business systems, including SharePoint shared drives & Community Webpages, for seamless team collaboration.
Travel & Event Coordination
- Organized domestic & international travel through Concur, crafting detailed itineraries to ensure smooth logistics.
- Led event planning & execution as part of a 6-person events team, managing budgeting, scheduling, and execution of corporate events.
Security & Access Management
- Administered the Genetec security system, including employee badge management (registration, printing, access control) and security supply ordering.
- Maintained compliance with Cyber Security protocols, participating in monthly security training sessions.
Executive Administrator for Shareholders, Chairman, President and Senior Leadership Team (2006 – 2020)
Executive Administrative Support & Operations
- Provided high-level administrative support to Chairman, President, Shareholders, and Vice President of Real Estate, managing complex calendars, screening calls, and coordinating meetings with precision.
- Handled confidential personal business.
- Processed and approved detailed expense reports in SAP Concur with accuracy and compliance.
- Generated and distributed performance-tracking reports using Qlik, SAP, and Excel, ensuring alignment with corporate goals.
- Scheduled interviews and onboarding activities at the request of executives and HR, ensuring seamless hiring processes.
Meeting & Event Coordination
- Planned and managed high-profile meetings & events, including:
- Offsite corporate events
- Onsite leadership meetings (weekly, bi-annual, quarterly, conferences)
- Team-building activities
- Processed, notarized, and managed legal documents, including Non-Disclosure Agreements (NDAs), contracts, and compliance documentation in Lotus Notes, SAP, and Legal’s electronic files.
Administrative Assistant (2000 – 2006)
Administrative & Executive Support
- Provided high-level administrative support to Marketing Director, VP & GM of Technology and Business Incubator, Global Sales Manager, and Corporate Director of Applications Engineering, allowing them to focus on core responsibilities.
- Managed inbound communication, answering and routing calls efficiently to ensure prompt responses.
- Handled all correspondence, screening, distributing, and sending mail to maintain timely and organized communication.
- Coordinated signatures and tracked legal documentation, including contracts, bank reports, shareholder records, and NDAs, ensuring compliance and maintaining both paper and electronic records.
- Provided on-demand executive support to the Executive Assistant and leadership team as needed.
Reporting & Documentation
- Generated daily sales reports in SAP, ensuring accurate tracking of business performance.
- Prepared business reports, emails, and correspondence, while maintaining organized file systems for easy record retrieval.
Meeting Coordination & Minutes Management
- Scheduled and coordinated executive meetings, managing logistics, calendars, and appointments.
- Attended Steering Committee meetings, ensuring detailed and accurate minutes were recorded to facilitate decision-making and event coordination.
Office Management & Operations
- Managed office supplies, ensuring seamless daily operations and uninterrupted productivity.
- Liaised with the Union for building-related issues, resolving facility concerns efficiently.
- Planned and coordinated vendor and customer holiday calendars, streamlining seasonal operations and client engagement.
EDUCATION
B.S. Elementary Education, University, PA
PROFESSIONAL DEVELOPMENT AND CERTIFICATION
Pennsylvania Notary Republic (2024-2028)
Computer Applications Specialist Certificate, Lansdale School of Business, Lansdale, PA (2010)
AFFILIATIONS
Pennsylvania Association of Notaries (PAN) 2024
SKILLS AND PROFICIENCIES
Executive Support | Calendar Management | Stakeholder Engagement | Meeting Coordination | Event Planning | Domestic and International Travel Arrangements | Detailed Itineraries | Expense Reporting | Document Management | Notarization | Report Generation | Database Management and Record Keeping | Communication and Stakeholder Engagement | Shared Systems and File Management | Security System Administration | Reception Support | Purchase Requests | Vendor Management | Microsoft Office Suite | SAP | SAP Concur | Qlik | X-Flow | SharePoint | Webex| Teams | Zoom | Lotus Notes| Workday | DocuSign | Genetec Security System | Written Communication | Data Entry | Negotiations | Onboarding |