Administrative Assistant Executive

ALICE A. VAUGHT

630-***-**** ac1u2x@r.postjobfree.com

PROFESSIONAL EXPERIENCE

BCV FLOORING LLC – Naperville, Illinois

**/** – Present

BCV Flooring specializes in refurbishing historic wood floors, traditional hardwood floor refinishing/repair and new construction installation and finishing.

Executive Assistant to the President, Office Manager and Refinisher – Temporary Assignment

Maintain schedule with customers, stores and builders to meet established deadlines.

Manage customer inquiries and complete bid proposals. Including on-site floor measurement, damage assessment, supplies needed to complete the job, photographs of the floor and development of a bid proposal.

Established an accounting system to efficiently manage payroll, accounts receivable and accounts payable. Worked with the company accountant to finalize quarterly and final filings for tax year 2013, 2014 and 2015.

Implemented an inventory system for maintaining inventory allowing for better cash management. Reorganized the work vans and purchased totes for storage of materials.

Handle all aspects of the traditional Executive Assistant and Office Manager roles.

Functioned as a floor refinisher on large or complicated jobs.

CHICAGO ZOOLOGICAL SOCIETY / BROOKFIELD ZOO – Brookfield, Illinois

(TEMPORARY ASSIGNMENT THROUGH JOB GIRAFFE; HIRED EFFECTIVE 5/15)

5/15 – 04/16

11/14 – 5/15

The mission of the Chicago Zoological Society is to inspire conservation leadership by connecting people with wildlife and nature. Since the opening of Brookfield Zoo in 1934, the Society has had an international reputation for taking a cutting-edge role in animal care and conservation of the natural world.

Executive Assistant to the Chief Advancement Officer

Handled all areas of responsibility in a traditional Executive Assistant role to a C-Level Executive. The Chief Advancement Officer is responsible for $7.7 million dollars in philanthropic efforts annually, as well as an additional $50 million dollars towards a three-year campaign.

Maintained current and historical records for the Advancement Unit and CAO through utilization of Raiser’s Edge Software.

Monitored invitee lists, worked with various venues, internal and external vendors and oversaw aspects of cultivation and various fundraising events throughout the year.

Created event timelines facilitating in the orchestration and implementation of various types of events from donor tours of the zoo grounds, behind-the-scene animal encounters, board meetings, committee meetings and donor presentations.

Managed documentation for budget expenditures, reviewed all invoices for accuracy, and worked with accounting on funds allocation, as well as the distribution of various reports.

Cultivated strong relationships with members of the Board of Trustees and Women’s Board, as well as the donors.

Created an Excel spreadsheet which captured, by month, all required functions and a communication timeline. This spreadsheet captured annual tasks such as performance reviews and budget forecasting, as well as monthly reports and various internal meetings. The purpose of the communication timeline was to review how often we had touch points with our membership base, sponsors, donors and various Boards and committees. Examples consist of the Annual Report, newsletters, quarterly publication, donor events, speaker presentation, etc. From that starting point, I created a checklist for major tasks noting key individuals, logistics, budget detail, deadlines, etc.

BCV FLOORING LLC – Naperville, Illinois

02/14 – 11/14

BCV Flooring specializes in refurbishing historic wood floors, traditional hardwood floor refinishing/repair and new construction installation and finishing.

Executive Assistant to the President, Office Manager and Refinisher – Temporary Assignment

Same as outlined above during my employment with BCV Flooring 4/16 - Present

ARYZTA, LLC (FORMERLY OTIS SPUNKMEYER) – Chicago, Illinois

04/11 – 02/14

ARYZTA is one of the largest frozen bakery companies in the world. The group has a leadership position in the specialty bakery sector and is a global supplier of baked goods to the foodservice, retail and QSR sectors.

Procurement Contract Specialist

Utilized SAP to maintain over $10,000,000 in vendor contracts for raw ingredients and packaging materials.

Created a Supplier Guide which outlined legal requirements, vendor approval process, invoicing, logistics and food safety and quality assurance practices. The document was distributed to over 800 suppliers and received excellent feedback from the supplier community.

Executive Marketing Assistant

Coordinated various events such as trade shows, sales meetings and internal meetings, while supporting the VP of Marketing and four Directors.

Coordinated a private customer appreciation event at the William Sonoma located at 900 North Michigan Avenue during the National Restaurant Association. Over 100 customers had the opportunity to sample new products, as well as experiment with creative flavor combinations.

Managed National Sales Meeting in Las Vegas for the foodservice team. Coordinated product training sessions for new brokers and sales representatives based off a matrix of break out sessions.

Sourced venues for the introduction of a new sales training tool implemented by Bellwether Foods while monitoring compliance with the various modules.

Functioned as the HR Assistant for the Itasca office handling new hire enrollments, benefit issues and terminations.

PAIGE PERSONNEL – Downers Grove, Illinois

08/10 – 01/11

Specializes in permanent and temporary staffing assignments. Long-term assignment at Aurora Pump in North Aurora, Illinois.

PHONAK LLC – Warrenville, Illinois

02/08 – 06/10

The Phonak Group specializes in the design, development, production and worldwide distribution of technologically advanced wireless hearing systems.

Event Coordinator

Coordinate customer training events including field seminars, factory tours, on-line trainings and customer visits, as well as town hall meetings, new product launch parties, quarterly sales meetings and annual incentive trip. Execute every facet and detail of an event flawlessly.

Created an enjoyable experience for all attendees while ensuring a successful outcome based on the event objectives.

Coordinated over 350 regional training seminars across the United States for doctors of audiology. Sourced venues, handled negotiations, contracts and billing all within the budget parameters. Registered and tracked attendees, managed shipping of training materials and equipment to the various locations, in addition to creating a feedback survey database.

Managed PhonakU 2008 and 2009 for 300 audiologist students which consisted of a four-day event program. Modified existing event format resulting in a savings of $100,000. Handled all aspects of the event from travel, ground transportation, entertainment, registration, class schedules and faculty needs.

Created event specifications, oversaw preparation, on-site execution and event wrap-up.

Processed Continuing Education paperwork for 35+ courses with multiple offerings totaling over 250 classes.

LAIDLAW EDUCATION SERVICES – Naperville, Illinois

06/02 – 01/08

The largest provider of school bus transportation in North America with a fleet of more than 40,000 school buses and a daily passenger load of 2.3 million school children.

Executive Administrative Assistant – Vice President, Corporate Risk Management & Safety

Under independent direction, coordinate and complete complex confidential projects requiring a high level of judgment and initiative.

Data collection and preparation of presentations to the Board of Directors and various Executive Committees.

In the Vice President’s absence, ensured that requests were addressed in a timely manner, implemented an action plan and determined the need to involve additional departments/staff.

Assisted with design and layout of safety program materials, coordination and distribution to the field and inventory maintenance.

Executive Administrative Assistant – Vice President, Human Resources

Assisted the Vice President with various union contracts, consulting agreements, employee complaints and various legal issues. Maintained a high degree of confidentiality and was able to meet time sensitive deadlines.

Functioned as the Office Manager overseeing three buildings with approximately 300 employees.

Communicated new hire and termination activity to appropriate departments. Conducted New Hire Orientation. Monitored compliance with various government documents – EE01 reporting and I9 eligibility.

Attended the Children’s Miracle Network Celebration as an Advisory Board Member. As a fund raising partner, I was chosen to represent Laidlaw in our sponsorship endorsement commercial with Steve Young.

Coordinated annual holiday party, monthly birthday celebration, employee appreciation events, ice cream social, fundraising and the American Heart Association walk-a-thon event.

Handled all open position postings, interview scheduling, background checks and new hire enrollment.

Assisted the benefits team during the open enrollment process for employees.

MCCAIN FOODS USA – Oak Brook, Illinois

05/97 – 03/02

A $16 billion manufacturer of french fries and appetizers with more than 20 production facilities over four continents. Brands consisting of Ore-Ida and McCain french fries, Anchor, Moore’s and Brew City appetizers.

Marketing Services Specialist

Facilitated the corporate trade show program for North America. Oversaw all promotional contests, coupons and rebates. Maintained brand specific and corporate premiums and point of sale material.

Responsible for all aspects of 13 trade shows – registration, travel, budget, product, materials, construction, models, chefs, attire, etc. Worked with brand managers to create pre and post show mailings.

Coordinated annual National Restaurant Association Show. Worked with advertising agency to determine venue, entertainment, theme, invitations and ticketing process. Hosted Dennis Miller at Dave & Buster’s for 2001 party.

Transitioned business to a new vendor reducing annual cost by more than $1,000,000. Trained fulfillment vendor on our expectations for customer service and call center practices, set-up redemption regulations and conducted audits on a quarterly basis.

Created a Marketing Services Plan for Fiscal ’02 that would enhance our services and focus while reducing cost an additional $500,000.

Executive Administrative Assistant – Supporting four Vice Presidents

Supported the Sr. Vice President of Potato Group, Vice President McDonald’s Business Unit, Vice President of Field Sales and Vice President of National Accounts.

Redesigned the McDonald’s Business Unit Quarterly Report. Enhancements saved both time and money.

Handled the National Sales Meeting which consisted of 75+ attendees. Sourced meeting locations, room set-up, AV, food and beverage, guest speaker, product sampling, premium items and dinner cruise.

Secretary to the President’s Potato Council; this group consisted of 24 presidents and vice presidents of McDonald’s french fry suppliers. Selection of meeting location, communication to attendees, preparation of agenda and handouts. Attended all meetings, prepared minutes and follow-up items.

Interim assistant to the Chairman and CEO during his relocation from France. Assisted in housing, utility set-up, vehicle selection, country club applications, shipment of container with personal belongings and follow-up.

EDUCATION

North Central College, Organizational Communication

Insurance School of Chicago, INS 21, 22 and 23

College of DuPage, Courses in Business & Math

DeVry Institute of Technology, Computer Programming

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