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Administrative Assistant

Chicago, IL


Work Experience

Administrative Assistant

Chicago, IL

June 2002 to May 2009

• Supported Midwest Market Leader, Managing Directors, Directors, Senior Associates and Client Executives of the 
Media Department 
• Set up extensive travel arrangements, meetings in and out of town 
• Prepared expense reports, timesheets, client billing, purchase orders 
• Maintained calendars using MS Outlook (previously using Lotus Notes) 
• Organized catered meetings, luncheons, and conference calls 
• Prepared PowerPoint presentations, Excel documents, press releases, press kits and media kits 
• Maintained heavy client contact via phone and email 
• Coordinated events such as client meetings, brainstorm activities for new client public service announcements 
surrounding media issues, national traveling exhibits and travel arrangements involving guest speakers 
• Prepared, distributed and researched facts, documents, publications, and photographs 
• Responsible for dubbing videos, burning DVD's, CD's, scanning, internet research (biographies, trademarks, 
celebrities, organizations) 
• Served as back-up receptionist as needed 
• Also worked with other departments on various projects

Human Resources Assistant

Chicago, IL

June 1995 to May 2002

• Conducted interviews, processed new hires and terminations 
• Posted job vacancy notifications, set up interviews, obtained references and administered job related tests 
• Processed payroll and served as backup to payroll for ADP processing 
• Audited payroll and direct deposits, tracks leave balance accruals (i.e., vacation, sick, personal, and comp time), 
overtime and temporary help expenses for each department 
• Prepared benefit payments, annuity contributions for employees 
• Maintained personnel records; coordinated the distribution and collection of staff evaluations and review forms 
• Handled temporary agencies for NPTA use and ensured timely and accurate bill payments 
• Solved employee insurance problems through NPTA insurance carrier 
• Updated and maintained job descriptions and postings. Maintained policy manuals 
• Served as back-up receptionist as needed 

Office Manager

Chicago, IL

February 1993 to June 1995

• Handled and provided oversight for numerous aspects of a multi-business 
• Quoted prices for Compaq & Everex computers to the Board of Education and other clients, putting orders online with Compaq Computer, shipping/handling/receiving & tracking of equipment 
• Prepared reports for the Chicago Board of Education contract 
• Prepared company packages for new business, handled vendors, scheduled services calls, attended workshops and seminars to generate new business 
• Handled secretarial services end of business, including typing and handling of walk-in clients, heavy telephone 
interfacing, ordering of company supplies, creation and maintenance of databases and mailing lists 
• Provided supervision for 5 employees including training and timesheets 
• Functioned as personal secretary to owner of business

Administrative Assistant

Chicago, IL

January 1989 to January 1993

• Typed department correspondence, and created various forms and books 
• Input attendance, maintained reports, and assisted with budget reports 
• Planned meetings and special events 
• Routed group communications 
• Created & maintained mailing lists and filing systems 
• Maintained all department office equipment 
• Prepared quarterly and annual budget reports 
• Ordered all department supplies 
• Performed accounts payable functions 
• Ran departmental computer systems 
• Served as liaison to various other departments. 
• Taught Word Perfect classes to department employees

Executive Secretary

Capital Markets Department

June 1990 to June 1990

June 1990) 
• Functioned as Secretary to three Senior Directors in Capital Markets Department 
• Gathered, typed and prepared financial information packages for interested investors 
• Planned client bank meetings, internal meetings and travel arrangements 
• After 6 months, became Executive Secretary to the newly formed Trading Team 
• Coordinated and prepared trading packages for investors