Victoria Bouvier

• Support executive staff through scheduling meetings, coordinating travel arrangements, and preparing crucial documents.
• Optimize calendar management for executives by scheduling appointments strategically while considering priorities and minimizing conflicts.
• Organize office events such as holiday parties or team-building activities, promoting a positive company culture and boosting employee morale.
• Collaborate on special projects as assigned by leadership, contributing research findings or coordinating event logistics as needed for success.
• Facilitate collaboration within team by organizing regular meetings and tracking project progress.
• Boost team productivity by managing communication channels and ensuring timely responses to inquiries.
• Manage expense reports for executive staff members, ensuring accurate documentation of spending for budgeting purposes.
• Facilitate cross-departmental communication, organizing meetings to discuss project progress and align objectives.
• Coordinate travel arrangements for staff, ensuring cost-effective and timely accommodations and transportation.
• Manage scheduling for executive team, balancing complex calendars to ensure optimal use of time.
• Address IT issues by coordinating with tech support, minimizing downtime and maintaining operational efficiency.
• Build and maintain excellent customer relationships through timely response to inquiries and going above and beyond to accommodate unusual requests.
• Create and maintain detailed administrative processes and procedures to drive efficiency and accuracy.
• Continually seek methods for improving daily operations, communications with clients, recordkeeping, and data entry for increased efficiency.
• Volunteer to help with special projects of varying degrees of complexity.
• Promote a positive work environment through effective communication skills and fostering professional relationships among colleagues.
• Improve document organization with thorough file maintenance, archiving outdated records as necessary for efficient retrieval when needed.

• Supported software engineers and management staff in multiple areas
• Coordinated, prepared and tracked expense reports
• Coordinated customer meetings and interviews (VR, set up space, etc).
• General support of miscellaneous tasks (spreadsheets, deliveries, office supply restock)
• Ensured smooth transition for new hires, to include IT/telephone requirements, access to shared drives
• Coordinated domestic travel arrangements and completed/submitted expense reports
• Purchases snacks/drinks, as well as ordering weekly lunches for staff and customers as required.
• Maintained asset management to include coordination of shipping/receiving of property, tagging/submitting information into the UPS (property) system
• Coordinated the EHS requirements (performed fire drills, updated staff on EHS concerns)
• Created morale events for the site, as well as end of year events
• Ensured site was clean by coordinating with cleaning staff and other vendors for repairs, etc.

• Maintained a well-organized filing system to ensure easy access to important records and documents.
• Monitored overall project deliverable status including, but not limited to, schedules and milestones.
• Collected data to ensure committed project plans were maintained and accurate.
• Entered data into project tracking tool when required; identified roadblocks to project success.
• Performed administrative activities of project management such as website upkeep, tracking logs, processing change requests.
• Completed on tasks as assigned.
• Possess excellent written, verbal communication skills.
• Possess excellent organization skills.
• Ability to manage high volumes of data from multiple sources.
• Proficient with Microsoft Office suite.
• Proficient knowledge with Microsoft Visio and SharePoint administration.
• Experience in collecting, parsing and analyzing information from various sources.
• Experience creating meaningful reports for all levels of management, utilizing common business software collaboration tools.
• Ability to acquire basic knowledge of project technologies.
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• Provided excellent support to VP of Quality and Program Management and staff.
• Facilitated smooth day-to-day operations by anticipating needs, proactively addressing potential issues, and efficiently resolving problems as they arose.
• Managed calendars, scheduled appointments, and coordinated travel arrangements for senior staff members.
• Provided exceptional administrative support to executive staff members through meticulous organization skills and attention to detail.
• Greeted visitors with professionalism and enthusiasm to provide support and direct guests to appropriate department.
• Managed inventory of office supplies, ensuring essential items were always in stock.
• Conducted research for special projects, providing valuable insights that informed decision-making.
• Optimized travel arrangements for executives, resulting in cost savings and itinerary efficiencies.
• Increased staff morale, planning team-building activities that fostered positive work environment.

Promoted to Project Coordinator in 2014

• Provided backup support to the Executive Administrative Assistant for the Chief Marketing Officer, as well as administrative support in other locations.
• Provided excellent administrative support to the entire Marketing department.
• Maintained Marketing management calendars, arranged meeting facilities, arranged travel and prepared staff for travel.
• Submitted expense reports for Marketing management staff, entered purchase requisitions for department, entered employee authorizations in SAP.
• Received and directed visitors.
• Expert organizational skills performed.
• Ordering of office supplies for department.
• Performed event planning, creating/updating presentation software files, tracked budgets and expenses.

Promoted to PMO/Quality Administrative Coordinator in 2010.

• Streamlined billing processes for improved efficiency and reduced errors.
• Mitigated risk by conducting thorough credit checks on new customers.
• Improved accuracy of financial reporting by reconciling accounts receivable ledgers regularly.
• Evaluated the effectiveness of current credit control measures, recommending changes where needed to minimize risk exposure.
• Managed payment plans for clients experiencing financial difficulties, maintaining good customer relations while minimizing losses.
• Achieved a high level of customer satisfaction through proactive issue resolution, preventing late payments due to disputes.
• Collaborated with sales and finance teams for accurate invoicing and dispute resolution.
• Maintained strong client relationships through clear communication and timely resolution of disputes.
• Assisted with month-end close procedures, enabling timely financial reporting.
• Communicated with customers to identify and resolve outstanding payments.
• Reduced outstanding receivables by diligently following up on overdue payments.
• Ensured timely collection of payments with consistent follow-up on outstanding invoices.
• Prepared and mailed invoices to customers, processed payments, and documented account updates.
• Followed up overdue payments and payment plans from clients to establish good cash flow.
• Monitored accounts to verify compliance with payment terms and schedules.
• Utilized Microsoft Excel to manage invoices and payments.
• Managed and responded to correspondence and inquiries from customers and vendors.
• Supported management by processing invoices and documents with consistent on-time delivery.
• Generated invoices upon receipt of billing information and tracked collection progress.
• Entered figures using 10-key calculator to compute data quickly.
• Worked closely with Sales and Accounts Payable departments to keep customer accounts in order.

Promoted to Marketing Administrative Assistant in 2008.