Andrea Tobias
Chicago,Illinois
Summary
- Organized and dedicated Senior Administrative Assistant with proven track record of providing exceptional customer service in fast-paced environments. Offering keen attention to detail and strong decision making skills to manage multiple, concurrent tasks. Self-motivated work ethic to perform effectively in independent or team environments.
Overview
23
23
years of professional experience
Work History
SENIOR ADMINISTRATIVE ASSISTANT
Blue Cross Blue Shield of Illinois
Chicago, IL
12.2017 - Current
- Provide executive assistance to the Associate Vice President and Director of Enterprise Medicaid Operations along with a team of managers and supervisors
- Coordinate weekly meetings for internal and external groups, including teleconferences and videoconferences interacting with all levels of management
- Manage org charts, office space, desks and workspaces, including space needs, moves and office supplies and equipment procurement
- Coordinate travel and update calendars with travel itinerary; reconcile and process monthly travel and expense reimbursement reports
- Process purchase orders and track vendor payment resolutions using Oracle procurement system
- Provide assistance with on-boarding new employees, secure IT equipment, initiate proper access, order business cards and special hardware
- Prepare minutes for biweekly, monthly and quarterly meetings for distribution
- Created and maintained a complex filing system for the project
- Trained two administrative assistants during company expansion
ADMINISTRATIVE ASSISTANT
Family Focus, Inc
Chicago, IL
01.2010 - 02.2017
- Provided executive assistance to the Senior Vice President along with a team of directors and managers in the HR/Finance department
- Worked directly with managers on weekly correspondence, spreadsheets, PowerPoint presentations, training materials in reference to composition, editing, and final copy for distribution
- Coordinated meetings, including finalizing meeting space, catering, audiovisual, and parking arrangements
- Responsible for the update and maintenance of various distribution lists internally and externally
- Organized the details of special events, travel arrangements, meeting agendas and itineraries
- Prepared and assembled board books for quarterly board meetings; record and transcribed board minutes
- Prepared and submitted vouchers to Accounts Payable department for processing and reconciled any discrepancies
- Processed monthly expense reports, reflecting supporting documents and budget code indexes
- Assisted with the Human Resources Department with background checks submission and updated personnel files; coordinated employee orientation sessions, open enrollment and health and wellness programs; provided customer service to employees regarding the Paychex payroll system and resolved payroll issues
ADMINISTRATIVE ASSISTANT
Midland Business Systems, Inc
07.2008 - 12.2009
- Provided general administrative support for Senior Managing Director of Operations and a team of managers
- Processed monthly expense reports reflecting supporting documents and budget code indexes
- Conducted research, compiled data and prepared papers for meetings
ADMINISTRATIVE ASSISTANT
American Hospital Association
Chicago, IL
11.2006 - 04.2008
- Provided executive support to the President and CEO and 2 Vice Presidents of the Corporate Development department
- Scheduled complex meetings and conference calls; finalized training materials, attendee lists, meeting room setups, catering and audiovisual requirements for board meetings, staff meetings, conferences, workshops and webinars
ADMINISTRATIVE ASSISTANT
General Growth Properties, Inc
Chicago, IL
11.2005 - 10.2006
- Provided executive assistance to the Vice President of Corporate Accounting and a staff of 7
- Assisted with the preparation and submission of the organization’s 10K annual report
- Printed financial reports, maintained files and processed quarterly dividend payments
ADMINISTRATIVE ASSISTANT
PCMA
08.2004 - 10.2005
- Provided executive assistance to the Vice President of Strategic Planning and a staff of 5
- Planned and executed assign meetings and events ranging from 20 to 2,000 attendees
- Managed meeting vendors for delivery of services to include food and beverage, production, entertainment, transportation, housing, and security; monitored and tracked budget, registration, and housing for all corporate meetings and events
ADMINISTRATIVE ASSISTANT
American Library Association
Chicago, IL
01.2000 - 07.2004
- Provided executive assistance to the Executive Director of Corporate Development and a staff of 5
- Researched sites and vendors for future meetings and events; coordinated housing and travel requests
- Scheduled and coordinated the logistics for over 200 + meetings for the Midwinter and Annual conferences
- Organized contracts, promotional materials, and meeting files
ADMINISTRATIVE ASSISTANT
Chicago Department of
01.1998 - 01.2000
- Provided executive assistance to the Deputy Commissioner and a staff of 5
- Prepared documents, spreadsheets and PowerPoint presentations for weekly business meetings
- Processed monthly expense reports reflecting supporting documents and budget code indexes
Education
Bachelor’s degree - Biology
Eastern Illinois University
Skills
- Supply Inventory Control
- Report Preparation
- Schedule Management
- Multitasking and Time Management
- Appointment Coordination
- Task Prioritization
- Confidentiality and Data Protection
- Verbal and Written Communication
Work Availability
monday
tuesday
wednesday
thursday
friday
saturday
sunday
morning
afternoon
evening
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Timeline
SENIOR ADMINISTRATIVE ASSISTANT
Blue Cross Blue Shield of Illinois
12.2017 - Current
ADMINISTRATIVE ASSISTANT
Family Focus, Inc
01.2010 - 02.2017
ADMINISTRATIVE ASSISTANT
Midland Business Systems, Inc
07.2008 - 12.2009
ADMINISTRATIVE ASSISTANT
American Hospital Association
11.2006 - 04.2008
ADMINISTRATIVE ASSISTANT
General Growth Properties, Inc
11.2005 - 10.2006
ADMINISTRATIVE ASSISTANT
PCMA
08.2004 - 10.2005
ADMINISTRATIVE ASSISTANT
American Library Association
01.2000 - 07.2004
ADMINISTRATIVE ASSISTANT
Chicago Department of
01.1998 - 01.2000
Bachelor’s degree - Biology
Eastern Illinois University
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