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Administrative Specialist

Records Management ~ Executive Support ~ Team Training & Leadership

         Possess substantial administrative experience with particular strengths in records management, executive support, calendar management, training, business correspondence, and purchasing.

         Strong capabilities in structuring travel details, facilitating positive customer relations, and designing informative, high-impact, and well-organized presentations.

         Excellent computer skills; proficiently maintain spreadsheets, charts, forms, and databases to track vital business information.

         Methodical and proactive with a solid reputation for integrity and commitment to confidentiality.

         Dependable problem solver with demonstrated expertise in driving client satisfaction, expense tracking/reporting, and vendor management.

         Adept at streamlining workflow processes, motivating personnel, and maintaining a high volume of files.

         Able to establish effective and cohesive working relationships with all levels of an organization.

         Extensive talents in leading cohesive teams in achieving project goals according to demanding schedules.

Ernst & Young LLP, Chicago, IL, 2014 to Present

Records Management Coordinator

         Spearhead tracking and safeguarding of records by efficiently coordinating transfers to offsite storage and to and from other offices.

         Perform complex database queries to locate records according to precise customers needs.

         Steer full compliance with records management policies and procedures and secure disposition guidelines.

         Coordinate annual retention compliance review and conduct periodic audits of records management procedures and systems to achieve operational excellence.

         Diligently enforce stringent adherence to ethical, regulatory, quality, and confidentiality policies.

         Entered 1,600+ files into EY Records within the last 12 months and assembled almost 1,000 boxes to be sent to offsite storage.

         Provide influential virtual support to Milwaukee Records Center and verified data integrity each month for Milwaukee site.

         Trained, mentored, and guided personnel in Records Center processes and functions including using associated software.

         Presented with Recognition Award for contributions in remediation of 36 boxes of files which were affected by water damage during winter storm, Goliath.

         Championed successful completion of 50% of unindexed files at Milwaukee location in support of major project which was stalled for three years.

         Consistently recognized for error-free job performance despite extremely large volume of work.

         Entered 2,540 files and relocated 1,300 boxes of files to an offsite location in 2015.

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Ernst & Young LLP, Chicago, IL, 2004 to 2014

Executive Assistant II

         Provided executive support to partners, senior managers and managers in the Transaction Advisory Services (TAS) practice, requiring extensive phone contact with clients.

         Prepared correspondence, meticulously transcribed dictation, scheduled appointments between executives and clients, and maintained calendar for Americas Transaction Integration practice leader.

         Arranged domestic and international travel plans including flights, accommodations, and ground transportation/car rentals.

         Effectively supported TAS Travel Hotline by collaboratively resolving travel-related service issues.

         Coordinated onsite and offsite group meetings including venue, catering, technology, transportation, and materials.

         Generated spreadsheets, tables, presentations and graphics for executives, and provided administrative support for TAS Town Hall Meeting.

         Performed research and data analysis and served as a vital resource regarding firm policies, procedures, and contacts.

Accenture / Andersen Consulting, LLP, Chicago, IL, 1997 to 2002

Designated Support Executive Assistant / Analyst

         Delivered comprehensive executive support for partners and senior managers in Strategy and Business Architecture division.

         Organized and categorized incoming mail, communicated extensively with clients via phone, prepared correspondence, and transcribed dictation from tapes, voicemails, and handwritten notes.

         Oversaw extensive calendar for managing partner of the Business Launch Center.

         Orchestrated full-scope travel arrangements including flights and hotel reservations on a global scale.

         Scheduled appointments and handled all meeting preparations spanning catering, technology, transportation, agenda, and materials.

         Prepared graphics and documents such as spreadsheets, tables, and PowerPoint presentations.

         Concurrently functioned as Executive Assistant At-Desk Trainer, tasked with instructing new EAs in all aspects of supporting a large global firm.

         Delivered shared executive support among 65 managers with an emphasis in phone and mail support, calendar management, appointment scheduling, travel arrangements, documentation, meeting coordination, and data analysis.

         Leveraged team leadership expertise to coach, mentor, and support EA team members, while ensuring equal distribution of workflow to maximize productivity and minimize overtime.

Apotex USA, Inc., Buffalo Grove, IL, 1995 to 1997

Administrative Assistant to Vice President

         Performed a vast range of administrative functions encompassing business correspondence, travel logistics, ordering supplies, sorting mail, filing, and answering, screening and routing incoming calls.

         Supported Human Resources department by maintaining up-to-date personnel files, organizing insurance information, and tracking absences.

         Oversaw all purchasing operations from preparing purchase orders to communicating with vendors.

Microsoft Office (Word, Excel, PowerPoint, Access), WordPerfect, Lotus Notes, Lotus 123