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Executive Administrative Assistant

Problem-Solving……Analytical…….Detail-Oriented…….Confidential…….Organized
• Analytical and detail-oriented Executive Administrative professional with a proven track record for producing quality service and support within strict timelines. Demonstrate excellent communication, organizational, time management, and problem-solving skills. Efficiently manage a diversity of administrative functions in a fast-paced deadline-driven corporate environment.
• Excel at managing all assigned Projects, and demonstrate a customer-centric sustainability focus. Skilled problem resolution expert, able to pinpoint root cause of difficulties and resolve within a timely manner. Exercise independent judgment, decision-making abilities, and a high level of confidentially. Proficient in PC/Windows, MS Office Suite, BiTech, List Lightning as well as mainframe applications with working experience in Adobe CS5.

CORE STRENGTHS

 Organizational Management
 Accounting/Procurement
 Contract Negotiations
 Budgets/Forecasting
 Regulatory Compliance
 Financial Planning
 General Ledger
 Event Management
 Staff Training/Development
 Global Travel Itineraries
 Cost Containment Strategies
 Global Project Support

PROFESSIONAL EXPERIENCE
2010 to Present: Administrator – National Earth Science Teachers Association, Boulder, CO
CFO – Windows to the University
 Oversee and direct daily planning, implementation, management and integrity of all financial issues within the organization by developing cost containment procurement, accurate maintenance of accounting systems with strong emphasis on maintaining internal controls and financial procedures developed for government funded nonprofit organizations.
 Serve as Sponsored Projects Office (SPO), Authorized Organization Representative (AOR) and Financial Administrator with National Science Foundation, efficiently submitting quarterly Federal Financial Report (FFR), Cash Requests and Electronic Funds Transfers (EFT) within Fastlane.
 Submitted and approved proposals in the role of Sponsored Agreements to the National Science Foundation and become well versed in Sales Tax withholding submissions to the State of Colorado.
 Strong project management that ensure timeliness, accuracy, and effective financial and management reporting to Board of Directors by preparing and communicating monthly, quarterly and annual financial statements.
 Strategically negotiate contracts and provide recommendations to the Executive Director, and Executive Board to ensure successful budgeting, forecasting and financial planning at year end and tax preparation.
 Perform review of all month-end closing activities including general ledger, balance sheet reconciliations while that ensure legal and regulatory compliance regarding all financial functions.
 In Fiscal Year 2010, 2% of the overall budget was saved through effective recommendations for creative and strategic procurement practices.
 Event Management for corporate exhibit booth showcased at multiple venues, representing the organization and provides NESTA program information and available opportunities.
2002 to 2010: Administrative Assistant I, II, III, Executive Assistant
University Corporation for Atmospheric Research, Boulder, CO
 Provided detailed analyses and monitoring of project accounts and projection spreadsheets that included processing of yearend account transactions and training of new administrative staff on processes and procedures. Tracked budget expenditures to verify accuracy, processed salary transfers and journal entries and collaborated with vendors and consultants to reconcile purchasing issues.
 Developed effective techniques to advance division/program mission goals by creating budget workbook for all EO to track staff hours being charged on assigned accounts, and allowed Administrative staff to effectively respond and provide recommendations for budget analyses and projections to budgetary requests for account requirements.

 Provided proposal process input that included submission of Advanced Notices, budget development, support documents preparation, and tracking all proposals submitted utilizing Web-based systems like Fastlane, Grants.gov, ISPIRES, and hardcopy submittal procedures.
 Lead support on planning and organizing all logistics regarding 2-week Geosciences Educational Workshop for teachers from the U.S. and Mexico.
 Organized and arranged special events and field trips associated with the workshop, keeping with budget constraints.
2000 to 2002: Account Executive, DoubleClick, Broomfield, CO
 Attended all national Direct Marketing conventions and assisted in the division’s growth.
 Key consultant to Company brokers and sales force providing recommendations for effective client service.
 Assisted Internet companies spearhead targeted audience for product or service line by developing comprehensive recommendations that produced compelling e-mail campaigns.
 Prospected for new business opportunities in e-Mail service while staying current of the latest technology, and maintaining awareness of what was successful in social media content.
1992 to 2000: List Order Fulfillment Coordinator, EDS (Centrobe/Neodata), Louisville, CO
 Utilized database structure to assemble macros associated with assigned account, and analyzed client’s needs, using statistical reports and knowledge of the list rental and report macros using IBM mainframe and Window based production software.
 Processed merge/purge projects, interpreted and produced list orders per client requests.
 Provided Account Management for Conde Nast Publications and was direct liaison for their Direct Marketing Group, understanding and interpreting client needs for yearly marketing campaigns.
 Attended meetings before and after the campaign to discuss and respond to client needs and concerns and provide results and expectations for upcoming campaigns.

Early Career:
Official Airline Guide, Group Leader, Neodata Corp, Louisville, CO – 1989 to 1992
Customer Service Representative, Neodata Corp, Louisville, CO – 1987 to 1989

PROFESSIONAL TRAINING / AWARDS

 IRS Workshop for 501(c)(3) organizations, 2011
 American College of Health Sciences, 2010
 Enhanced Technical Writing Workshop, 2007
 Interviewing Skills and H.I.R.E Training, 2007
 BiTech Seminar, 2006
 Leadership Conference for Women, 2004
 Time Management & Organization Skills, 2004
 Microsoft Project, 2004
 Crystal Reports, 2004
 Effective Business Writing, 2004
 Listening Skills/Effective Communication, 2004
 Microsoft Access, 2003
 Microsoft PowerPoint, 2003
 Microsoft Excel, 2002
 Microsoft FileMaker Pro 5.0, 2002
 Microsoft Word, 2000 and 2001
 Customer Service Seminars, 1999
 Pathways to Leadership, 1992

Awards:
Award for Excellence – 2000
Respect for the Individual Award – 1997
Pinch Hitter Award – 1996
Customer Service Award – 1995
Award for Excellent Communication Skills – 1990

Nominations:
University Corporation for Atmospheric Research Outstanding Achievement Award for Education & Outreach, 2004

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