Powell - Executive Administrative Assistant - Plainfield, IL, USA

Kimberly Powell

Plainfield, IL, USA


Executive Administrative Assistant

Work History

Office Manager


July 2011 - June 2013

• Supported the President, Director of Safety, Director of Maintenance and Controller
• Heavy calendaring and travel arrangements
• Put together bid books for potential new business and/or for re-bids for contract expirations
• Arranged monthly operation meetings for President with all branch managers
• Kept IPASS account current for 1200+ buses
• New employee orientation - ordering supplies, computers, training when necessary
• Accounts Payable processing for all branches - approximately 2,000 bills per week
• Negotiated contracts with various vendors for office equipment
• Coordinated all computer/printer repairs for all branches through a third party vendor
• Confidential Correspondence
• PowerPoint Presentations
• Planned all office functions/parties
• Worked with minimal supervision
• Meeting Minutes

Executive Assistant


August 2007 - July 2011

• Supported the Vice President of Research & Development, Engineering Staff and Chief Marketing Officer, Government Affairs and the Director of Procurement
• Very heavy calendaring for VP & Staff; extensive travel arrangements; meeting minutes
• Handled all scheduling of board meetings including travel arrangements/accommodations for all board members and putting together materials in binders/packets ready for presentation; taking minutes for some of these meetings
• Scheduled appointments for CMO with Senators, Congressmen and/or legislative assistants
• PowerPoint Presentations; respond to questions coming into our website; inventory and ordering of all office supplies; internet research; creation and modification of all SOP's (safety operating procedures)
• Accounts payable; reconciled all corporate card charges on a monthly basis for all employees
• Entered invoices in QuickBooks and paid bills
• Worked most of the time independently as VP and CMO often traveled
• Handled all purchasing for corporate headquarters and test plant

Executive/Personal Assistant - Office Manager


August 2005 - August 2007

• Work directly for the two Owners of the Company and also provide administrative support to two other Executive Vice Presidents
• Running the office on a day-to-day basis; typing of all correspondence and PowerPoint presentations; answering phones and screening owners' calls; ordering and inventorying all office supplies Personal business and errands for both owners.
• Work most of the time independently due to very heavy travel schedules
• Negotiated contracts with vendors for printers, copiers and cell phones
• Set up a corporate travel program for $2M plus business for both domestic and international travel including negotiating contracts with hotels and car rental companies - savings to the company over $25,000 annually
• Handle security system access for all employees
• New hire orientation; handling all paperwork and I9 verifications, employee personnel files
• Maintaining all office files and all accounts payable
• Handle very complex calendar management

Executive Assistant


August 2004 - August 2005

• Worked directly for the Group Vice President of Finance
• Responsibilities included: Handling very heavy travel arrangements both Domestic and International; extremely heavy calendar management
• Made sure deadlines for weekly reports are met; forecast reports monthly; PowerPoint presentations
• Planned internal meetings



New Office

Responsible for new build out of corporate office - 25,000 square feet. Dealt with all contractors, decorators, phone company, cable - everything from beginning to end.

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