LaVeda Jones
North Chicago,IL
Summary
Executive Assistant skilled at offering high-level administrative support to senior-level staff. Expert in travel management, expense tracking and schedule coordination. Expertly assists executive team using exceptional communication and organizational skills.
Overview
16
16
years of professional experience
Work History
Sr. Executive Assistant
Baxter Healthcare
Deerfield, IL
01.2022 - Current
- Streamline executive schedules by managing appointments, meetings, and travel arrangements to ensure smooth daily operations.
- Enhance communication between executives and staff by acting as a liaison and promptly addressing issues or concerns.
- Facilitate successful events by coordinating logistics, vendor relations, and guest accommodations for high-level corporate functions.
- Boost productivity levels through the development of streamlined administrative procedures and protocols.
- Increase team collaboration by organizing regular departmental meetings, distributing agendas, and recording minutes for future reference.
- Maintain professionalism while handling sensitive information by adhering to strict confidentiality protocols at all times.
- Oversee special projects from inception to completion under tight deadlines while ensuring the delivery of high-quality results.
- Optimize time management practices with the creation of comprehensive itineraries for executive travel plans both domestically and internationally.
- Coordinate resources effectively to support multiple concurrent initiatives led by senior management teams.
- Provide exceptional customer service when representing company interests during interactions with external partners and stakeholders.
- Develop strong relationships with internal departments to facilitate cross-functional collaboration on key initiatives driven by senior leaders.
- Expedite resolutions on pressing matters through effective prioritization of tasks according to the urgency level required by executives.
- Contribute to organizational growth by identifying and implementing process improvements in various administrative capacities.
- Manage schedules, events, and travel plans for conferences, meetings, and seminars, as well as domestic and international trips for three executives.
- Allocate executive tasks and manage complex calendars and administrative functions.
- Distribute company-wide announcements, book conference rooms, and coordinate catering for team meetings.
SENIOR ADMINISTRATIVE ANALYST
Federal Reserve Bank of Chicago
10.2019 - 01.2022
- Enhanced department efficiency by streamlining administrative processes and implementing time-saving strategies.
- Assisted in strategic planning activities, providing valuable input on potential opportunities for growth or expansion.
- Negotiated favorable terms with vendors, securing quality services at competitive prices for the organization''s benefit.
- Oversaw inventory management functions, ensuring adequate supplies were available to meet operational needs without excess waste or expense.
- Championed continuous improvement efforts by analyzing existing systems and recommending enhancements where applicable.
- Supported departmental communication and training program development and implementation.
- Demonstrated operational knowledge of Microsoft Office programs such as Excel, PowerPoint and Outlook.
- Performed numerous administrative and technical support functions that enhanced finance team effectiveness.
- Reduced operational costs with thorough budget analysis and identification of cost-saving measures.
- Collaborated with cross-functional teams for successful project execution and improved communication.
- Coordinated logistics for high-level meetings, ensuring seamless collaboration among stakeholders.
- Optimized resource allocation by conducting in-depth workload assessments and identifying areas for improvement.
- Managed complex scheduling tasks, balancing priorities to ensure timely completion of projects and assignments.
- Provided exceptional support to executive leadership, handling confidential information with discretion and professionalism.
INSIDE SALES EXECUTIVE ASSISTANT
W.W. Grainger, Inc
01.2018 - 01.2019
- Completed a broad variety of administrative tasks for the RSVP of Inside Sales
- Managed an extremely active calendar of appointments.
- Completed and submitted expense reports.
- Arranged complex and detailed travel plans, itineraries, and agendas.
- Assisted in the creation of important documents and communications by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics.
- Managed three district admins with coaching, mentoring, training, and support.
- Communicated directly, and on behalf of the RSVP and their teams internally and externally on matters related to a variety of projects and initiatives.
- Researched, prioritized, and followed up on incoming issues and concerns addressed to the RSVP, including those of a sensitive or confidential nature.
- Determined appropriate course of action, referral, or response.
- Tracked sales activities in the company CRM tool (Salesforce.com).
- Produced sales and lead reports for performance tracking.
- Planned and executed special events for the team and department.
- Negotiated contracts and managed budgets.
- Participated in sales calls and schedule/setup follow-up appointments.
- Operated as a backup on occasion for other assistants in Inside Sales.
- Designed survey method to evaluate inside sales team.
- Built strong relationships with clients through regular follow-ups, resulting in repeat business and referrals.
- Provided vital support during trade shows and other promotional events to generate brand awareness among potential customers.
- Participated in weekly team meetings to review performance metrics against targets set by management, identifying areas for improvement where necessary.
- Attended monthly sales meetings and quarterly sales trainings.
MARKETING EXECUTIVE ASSISTANT
Hilco Global
04.2017 - 01.2018
- Provided high-level administrative support to company Chief Marketing Officer in an extremely fast-paced office environment.
- Organized and conserved CMO's time, by proactively anticipating CMO's needs, assisting in the daily planning process and promoting the corporate image by representing the CMO both internally and externally.
- Communicated, collaborated, and cooperated with staff, clients, consultants, and vendors in all business interactions.
- Developed and implemented marketing strategies and initiatives.
- Composed and prepared routine correspondence for approval, signature, and distribution.
- Handled confidential materials with the utmost discretion, integrity, and diplomacy.
- Assisted in corporate travel logistics by developing itineraries and agendas; booked air and ground transportation arranged lodging accommodations, meeting/event registrations, and meal function reservations.
- Provided marketing coordination that included but is not limited to conducting industry research, website administration, writing and distributing company newsletters, maintaining promotional materials inventory, administration of client and vendor contact lists, developing client event binders, and utilizing them as a premier marketing tool.
- Managed video and photography library.
- Participated in creative and “brainstorming” sessions with staff.
- Proactively communicated observations that will improve the efficiencies and success of the company.
- Negotiated favorable contracts with vendors, ensuring high-quality services at lower costs.
- Coordinated trade shows and events to showcase company offerings, generating leads and increasing brand visibility in target markets.
- Engaged, informed, and supported staff on media and marketing outcomes.
INTERNAL AUDIT EXECUTIVE ASSISTANT
W.W. Grainger, Inc
03.2008 - 07.2016
- Provided direct support to the VP, Internal Audit, and Management Staff.
- .Completed detailed expense and out of pocket reports including tracking receipts and charge codes and vendors.
- Arranged global travel for VP and Directors, including flights, visas, cars, hotels, and other reservations.
- Completed detailed expense and out-of-pocket reports including tracking receipts and charge codes.
- Established and maintained day-to-day office functions, including organizing filing systems and records archiving.
- Tracked and processed consulting invoices including assigning cost codes and receiving approval from a manager.
- Distributed IA reports and arranged delivery of confidential documents and correspondence with senior management and external board members.
- Coordinated quarterly, bi-annual, and yearly events.
- Negotiated contracts, visited venues, and designed the flow of the events.
- Created and/or proof memos and letters.
- Prepared presentations and supporting documents for meetings and speaking engagements.
- Liaise with IT, Facilities, Office Services, and Event Planning on meeting/event setup and various individual necessities.
- Meet and greet guests, and registered guests in the visitor's system.
- Fulfilled occasional personal requests as needed.
- Helped set and review department standards and procedures and helped ensure all documents conformed to formats, styles, and standards.
- Enhanced team communication through effective scheduling, meeting coordination, and correspondence management.
- Streamlined office operations for enhanced productivity with organized filing systems and task prioritization.
- Safeguarded sensitive information through proper documentation handling, data entry, and record maintenance procedures.
Education
Bachelor of Fine Arts - Visual Communications
International Academy of Design and Technology
Chicago, IL01.1999
Associate of Arts - Advertising and Design
The Art Institute of Fort Lauderdale Inc
Fort Lauderdale, FL01.1995
Skills
- Time management and ability to meet deadlines
- Verbal and written communication skills
- Strong organization skills and ability to multitask
- Problem-solving and decision making
- Proactive and self-direction
- Interpersonal Skills
- Strong creative design skills
- Microsoft Suites, WorkDay, TEAMS, WebEx, COUPA, Concur
- Excellent interpersonal abilities
- Effective problem solving
- High-level confidentiality
- Event Planning Expertise
- Proactive Decision Making
Timeline
Sr. Executive Assistant
Baxter Healthcare
01.2022 - Current
SENIOR ADMINISTRATIVE ANALYST
Federal Reserve Bank of Chicago
10.2019 - 01.2022
INSIDE SALES EXECUTIVE ASSISTANT
W.W. Grainger, Inc
01.2018 - 01.2019
MARKETING EXECUTIVE ASSISTANT
Hilco Global
04.2017 - 01.2018
INTERNAL AUDIT EXECUTIVE ASSISTANT
W.W. Grainger, Inc
03.2008 - 07.2016
Bachelor of Fine Arts - Visual Communications
International Academy of Design and Technology
Associate of Arts - Advertising and Design
The Art Institute of Fort Lauderdale Inc