Executive Administrative Assistant/Coordinator

Posted on: 2009-07-20

EXECUTIVE ASSISTANT/COORDINATOR Highly motivated and seasoned professional with over 15 years Executive Assistant/Coordinator experience reporting directly to top-level management in the U.S. and France, and 5 years specialized experience in meeting planning services. Strengths include: excellent interpersonal, oral and written communication skills; decisive with strong coordination and problem-resolution ability; flexible with an ability to deal with high volume workloads under pressure; organized, accurate and thorough; advanced computer skills.  Demonstrated capacity to provide comprehensive support for executive-level management in the U.S. and France; excel at all aspects of meeting and event coordination, travel arrangements, and managing essential preparation and follow up.  Proven track record of accurately completing research, reports, information management and presentations within demanding time frames.  Adept at developing and maintaining administrative processes that reduce redundancy, improve accuracy and efficiency, and achieve organizational objectives.  Highly focused and results-oriented in supporting complex, deadline-driven projects; able to identify goals and priorities and strategically resolve issues.  Advanced computer skills; highly skilled in document editing, word-processing, graphics, layout design, and desktop publishing. COMPUTER SKILLS: Windows XP Pro: MS Word, Excel, Outlook, PowerPoint, Pagemaker Internet research, database management, Quickbooks Pro 2007 OTHER SKILLS: Fluent in spoken and written French. 12 years experience working in a European cross-cultural environment with top-level management in roles ranging from teaching language and business communication skills, to translation and administrative positions. CAREER PROGRESSION Sales & Account Management - Training Market America/Nutrametrix Division ~ San Diego, CA JAN 2008 – CURRENT Certified Independent Nutrametrix Consultant AFLAC, Insurance Agent ~ San Diego, CA FEB 2006 – MAR 2008 AFLAC Independent Agent AFORP Private Language School ~ Paris and Senlis, France OCT 1997 – DEC 2005 Certified English Language/Business Communications Teacher (Certified ESL/TESOL) Executive Assistant/Coordinator Adecco Travail Temporaire (Temporary Staffing Agency) ~ Senlis, France OCT 1999 – DEC 2005 Bi-Lingual Executive Assistant  Provided comprehensive, bi-lingual administrative support for top-level management: conference call coordination, in-house and off-site meetings, events and luncheons, PowerPoint presentations, travel planning, compiling complex reports and correspondence. Translation when necessary. Disney Consumer Products/European Regional Office ~ Paris, France NOV 1995 – SEP 1997 Bi-lingual Product Approval Coordinator (French-English)  Main point of contact in managing the product approval process for Pan-European licensees in the development of different lines of Disney branded products.  Participated in product evaluation meetings in French with Disney product artists.  Generated reports in English based on comments and modification requests to be implemented by the licensees. Maintain a complete product database.  Detailed quality control and direct interface with licensees to ensure the required modifications were executed properly throughout the various stages of product development. Faust Management Corporation ~ San Diego, CA JAN 1989 – JUN 1995 Meeting Planner and Executive Roundtable Coordinator Range of events: 8 VIP meeting retreats/year across the U.S. ~ from 20-60 guests Pre Event:  Designed, proposed and organized creative and enjoyable 2-4 day meetings/retreats based on desired location, budget, needs and preferences.  Advised on travel and entertainment options specific to geographical venues.  Cultivated a network of destination contacts across the country.  Responsible for inspection tours of new venues: hotels, restaurants, hospitality areas, party and conference venues.  Executed all aspects of planning including, venue set-up, audio-visual set-up, speaker procurement, transportation, off-site entertainment and activities, reservations, and menu selection for breakfasts, lunches, and dinners.  Diplomatically negotiated with vendors to arrive at mutually agreeable, cost-saving solutions.  Served as direct point of contact for participants and vendors concerning requirements, preferences, timelines, confirmations, cancellations, schedules, cost summaries and RFPs.  Direct liaison and coordinator for group projects and research between the 15 members of each Executive Roundtable group in preparation for each meeting.  Prepared, printed and organized all materials required for each event. Event (on-site):  From start to finish of event, effectively oversaw smooth running of event and logistics for guests, food/beverage, audio-visual, activities, transportation, on and off-site meals and entertainment.  Trouble shooting and management of event staff (event management/logistics coordinators, hostess staff). Post:  Evaluation – feedback forms, appraisals, debrief strengths and weaknesses of the event.  Budget reconciliation and payment of all invoices.  Prepared and distributed event follow-up materials to all participants including event summary/minutes, recording, special reports and publications. Executive/Administrative Assistant  Executive assistant to President and Senior Consultants of a management consulting firm. o Coordinated speech engagements, meetings, special activities and workshops. o Organized travel arrangements, calendars, itineraries, agenda and preparation of expense reports. o Prepared contract budget and management reports. o Developed client contract and project tracking, follow-up and filing system for TQM programs. o Desktop Publishing: Responsible for editing, heavy word processing, graphics, layout design, and desktop publishing for documents, promotional materials and educational manuals. o Handled the research, negotiation and purchase of equipment, services and supplies. o Coordinate the interviewing process between management and ‘new hire’ candidates. CERTIFICATIONS Certified Nutrametrix Consultant Certified ESL/TESOL Teacher (The American University ~ Paris, France) Certified Fluency in French Language (Alliance Française ~ Paris, France) CURRENT LICENSES Life Agent (CA)