Executive Assistant Resume Summary

Victoria L. Bobst
4024 Washington Road #107, Kenosha, WI 53144 Cell: (262) 909-0615 Email: vbobst@gmail.com
1
Summary
Highly organized and detail orientated Executive AdministrativeAssistant/Personal Assistant/ProjectEvent and
Meeting Specialistwith extensive experience in domestic and international organizations.Possess excellent
communication skillswith all levels of the organization.Coordinateworldwidemeetings, includingvideo and
telephone conferencing. Have public speakingskills,includingtrainingothers on software and conferencing
equipment. Handleconfidential information includingsensitiveemployee information.Extensive calendar
management experience. Exceptional time management skills.Analytical problemsolver.
Specialties: Event and Meeting Planning,Power Point, Excel,MicrosoftWord, Lotus Notes, Outlook, CTE- Concur
Expense Report and Travel (Domestic & International),Exceptional PeopleSkills
Experience
Office Coordinator/Administrative Assistant
April 2014 – 04 September2015 (Contract)
AECOM (FormerlyURS Energy & Construction, INC.),Milwaukee,WI53233
 Supporting ProjectDirector, Construction/ProjectManager,Business Manager, Field Engineering, Project
Controls,Cost Analyst,Superintendents, QA/QC Manager & Inspector, Paymaster,Accounts Payable,
Fields MaterialsManager/PurchasingAgent, Senior Subcontracts Administrator and Safety Manager
(Environmental Safety & Health).
 Valley Power PlantGas Conversion Projectfor We Energies.
 Coordinated/Managed officecalendars and Meetings operating MS Outlook.
 HandlingConfidential Information and Documentation
 Order Food (deliveries/catering) and ContactWe Energies Security Gate about the deliveries/catering.
 Customer Service with Client,Subcontractors and Guest
 Responsiblefor sending Mail and FedEx (domestic and international).
 AssistPaymaster with attendance for staff/visitor in CMTrailer on Daily ForceReport.
 Support in assortment of projects for site
 Developed/Keep URS VAPP ProjectDay and Night Contact Listup to date
 Accepts and Records Vacation/Time Log Forms and Track in Excel Sheet
 Updated CM Trailer Conference Room Calendar which has all meetings on it. Printout the Month and
Weekly Calendars thatare hung by the conference room which are updated every time a changeis made.
Gave people whom utilizeCM Conference Room rights to View Access and asked them to add myself to
invites sincethis conference room is booked off my outlook calendar.
 AssistAccountantwith PurchaseOrder Analysis/InvoiceVariances by calculatingcaptured information for
the Net Difference and Net Varianceon Excel.
 AssistProjectControls department in completing and scanningof both CN – Contingency Notices and PDN
– Potential Deration Notices.
 AssistSenior Subcontracts Administrator by updatingfinal subcontractsinformation,storingdocuments
on sharedriveand makingseveral binders for the final contracts.
 Change Visitor Log to new sheet the next morning. Have visitorssign in/outand directthem on where
they need to go
 Type various daily meeting notes, report and PowerPoints on templates and locateon local sharedrive.
 Keep track of IN/OUT Board.Especially when people go off site or out on leave.

Victoria L. Bobst
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 Greet and receive visitors,sometimes escort them back out
 URS Field Requisition Log under my responsibility from Construction Manager. Keep track of assignment
dates, numbers, requestor names and order descriptions.
 XEROX (3 Copiers) – Managing paper, toner, and meter counts, orderingsupplies and trackingsupplies.
 Ordered office supplies for the department as needed with OfficeMax/Sam’s Club/Mena rds.
 OfficeMax – Managing inventory, monitor usage,ordering, deliveries,missing items,partial deliveriesand
back orders.
 Vista Print- Ordered Business Cards for 11 people on the Project, track business cards ordered for the
project, saved URS $2420 by orderingwith Vista Print,costing$330 total in business cards.
 AssistWeEnergies Project Manager and Project Site Manager when needed on various projects
 Created Food OrderingFile(Paper and Internet)for easy access to everyone
 Saved URS over $300 in printing and designing Name Plates for Offices by doingthis myself.
 Saved URS over $3600 for Dry EraseBoards by going to Sam’s Club rather than another competitor, which
would have costthem $6000.
Administrative AssistantII
January 2014 - February 2014 (Contract)
GE Healthcare,Wauwatosa, WI 53226
 Supported 4 General Managers,1 CTO (Central Technology Officer),1Director, 1 HR Manager and 19
Support Staff.
 Coordinated/Managed officecalendars and meetings operatingMS Outlook.
 Order Lunch Passes fromCafé when needed as well as ordered cateri ngin-housewith GE Healthcare
Catertrax system.
 Responsiblefor sendingand sortingdepartment mail and FedEx (domestic and international).
 Responsiblefor T/L Concur for Expense Reporting and GETRes for domestic or international travel.
 Utilized CIBT for VISA requests and Passports for both new/renewals.
 Managed details of Cisco WebEx Conferencing and Cisco TelePresence Meetings.
 Ordered office supplies for the department as needed.
 Approved for SSP (Self Service Purchasing) and Oracleto create purchaseorders.
Administrative Assistant
January 2012 – May 2013 (Contracts)
Abbott/AbbVie,Waukegan,IL 60064
 Supported several different departments on various contracts.Usually supported a team of 10-16 people
including Directors,AssociateDirectors,Doctors,Product Managers, Marketing Managers and Support
Staff.
 Managed startto finish all off sitemeeting/conferences.
 Coordinateand manage office calendars and meeting planning.
 Meeting and Event Planning
 Maintained and developed customer/clientrelations services.
 Responsiblefor sendingand sortingdepartment mail and FedEx (Domestic and International).
 CTE (Concur) for Travel or Expense Reporting (Domestic or International).
 Managed details of in house meetings & WebEx.
 Answered phones and provided customer serviceas needed.
 Used MS OfficeSuite to schedulemeetings, edit documents and create reports.

Victoria L. Bobst
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 Ordered supplies for department usingStaples accountand keep track of all spending.
 Uploadingnew employees throughout department into the computer database(new to AbbVie and
internal transfers).
 Coordinated on-boardingand office set ups for new team members.
 Utilized ShopIt when needed (Abbott/AbbVie supply tool).
 Utilized “AbbVie Business Cards and Stationery”Site.
 Filingand organization of Abbott Ads, Competitor Ads, Samples and Patient Advocacy items .
 Uploaded all newemployees throughout department (new to Abbott and internal transfers) -
Coordinated office set-ups and onboarding.
 Utilized ePASS for invoicetracking.
 Worked with Abbot ArchiveSystems.
 Continuous communication with PPD START to make sure invoices,contracts and SOW’s get to proper
destination and get paid ( ACR’s and PO’s).
 Developed “OK to Pay” Stamps to be used by Department for Invoices to be paid.
 Created a new way to present Interviewee files to managers for review.
 Worked with FedEx Kinko’s and Copy Center to order and create documents.
 Utilized Officeof Ethic’s and ComplianceSoftware, Sentinel, for regulatory documents .
 Trained new employees as AdministrativeAssistants.
Administrative Assistant
July 2003- February 2011 (Direct Hire)
Abbott Laboratories, Waukegan,IL 60064
 Supported 1 Senior Executive Director, 1 Director,3 Managers and 3 staff.
 Established four new department websites on Abbott intranet; maintained several departments and
divisional websites.
 Managed schedulingand coordination of all meetings and conferences.
 Created trainingmaterialsusingcontentdocuments and design documents.
 Implemented a process for ordering,recordingand storage of Software and License for 4 departments.
 Maintained and developed customer/clientrelations services.
 Negotiated and saved the department $7600.00 in new office furniture and cabinet costs for 2007.
 Coordinated travel arrangements (Domestic and International).
 Drafted letters, reports and other communication.
 Maintained consistent,current and easily accessibleelectronic files.
 Established,prepared and maintained department reports.
 Prepared and submitted expense reports (Domestic and International).
 Analyzed and researched problems for staff as needed.
 Implemented and managed officeunique projects as needed.
 Prioritized and Handled department’s purchasingand managed payingbillsin a timely manner.
 Welcomed guests, answered and routed phone calls.
 Developed a new employee checklistto utilizefor each new employee startingin the department.
 Created and Learned the RCE (Request for Capital Expenditures) process.
Administrative Coordinator
April 2003- July 2003 (DirectHire)
RE/MAX Kenosha,Inc. (Stanich Realty, Inc.),Kenosha,WI 53142
 Shaped new design & new layoutfor the ads in the Kenosha News. Assisted/Managed in the development
of the new format Kenosha News Advertisingprogram advertising,this linked directly to RE/MAX to
submitdaily real estate ads.

Victoria L. Bobst
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 Produced and created Marketing & Advertisingfor Stanich Reality RE/MAX.
 Produced and maintained Event Planning
 Customer Service with Client,Customers and Guests
 Implemented new procedures and trackingin agent billingdepartment, which reduced errors in overages
and shortages by 90%.
 Performed accounts payables and receivables transactionsand reconciliation of accounts.
 Managed agent billing,commissions and earnestmoney deposit transactions
 Completed Wisconsin Real Estatecourse.
 Wrote real estate offers, Addendums and Disclosures.
 Developed Customer and Agent Relations,Maintained Telephone support and Showing Appointments.
 Organized New Agent start-up procedures.
 Administered Real Estate LicensingCourses (Salesperson and Broker Courses).
 Key Holder.
Executive Mortgage Administrator/Marketing& Graphic Designer
July 2002- April 2003 (DirectHire)
First Financial Mortgage Consultants,Inc., Kenosha,WI 53142
 Developed and managed marketing/advertising.
 Developed ads,brochures,flyers and other media.
 Event Planning
 Create and maintained Public Relations with new and existingclients.
 Personal Assistantto the Branch Manager.
 Maintained and developed customer/clientrelations.
 Created and maintained: opening mortgage loan files;order title, appraisals,and flood certificates;take
applications,process loan files,variousverifications,problemsolving,preliminary closings,data entry,
mortgage rate quotes.
 Key Holder.
Education
A.S. Marketing Degree withemphasiscoursesin GraphicsDesign&Webpage Design, May2001
Gateway Technical College,Kenosha,Wisconsin
Gateway Café Store: Completed& AccomplishedClassProject:DevelopedandOpened(Store still in
operationtoday)
GatewayTechnical College,Kenosha,Wisconsin
 Developed Store Plan & Lay Out
 Ordered Product and Determined ProductLine, Stocked, Priced, Displayed & Merchandised.
 Marketing & Promotions
 Store Manager, Hired Employees, Developed Schedules, Managed Store and Staff.
Computer Skills, Knowledge &Certificates
*Typing Speed: 40wpm plus (w/MicrosoftErgo Keyboard) and 10 Key (Experience & Training),Data Entry *PC
knowledge and demonstrated ability of MS Office: Word,Excel, PowerPoint and Publisher *E-mail systems:
Lotus Notes & Outlook Express *Instant Messaging: Lotus Notes – Sametime, MicrosoftOffice–

Victoria L. Bobst
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Communicator 2007 and Lync 2010 *Domestic and International Travel Arrangements *MultipleCalendar
Planning *Event and Meeting Planning *Personal Assistant*Professional Personal Shopper *Organizational
Skills,EstablishingPriorities and TimeManagement *Excellent oral and written communication skills
*Management, Human Resources, Employee Relations * HandlingConfidential Information and
Documentation *Team Player,Team Work and Team Building*CreativeThinking, Problem Solving, Strategic
Planning,Continuous Improvement and Expense Reductions *Time Reporting: Kronos, Compass and Deltek
*ManagingMulti-linePhones *Onboardingand Employee Training*MaintainingProfessional Relationships,
Customer Service, Sales and Marketing *Front Page, Page Maker 6.5, Visio,Adobe Dreamweaver, Adobe Photo
Shop, OutstartTrainer *Retrieving documents in Aconex *Expense Reporting: AVPN, TQS, Zephyr, and
XMS/Concur Express CTE), Mercury system and OracleusingExcel *Accounts Receivables,Payables(Mercury
System), Variances and Invoicing*ISOtrain TrainingCourses *ERoom and SharePoint *SOP (Standard
OperatingProcedures) and GCP (Good Clinical Practices)/GLP (Good Laboratory Practices)/GMP (Good
ManufacturingPractices *Trainingclasses with certificates and workingknowledge of FDA regulations *Chex’s
Systems, Tran Union Credit Reports, Experian Credit Reports and Equifax Credit Reports.

Executive Assistant Resume Summary

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