beverly duncan

Provide front desk responsibilities - greet customers and visitors in a professional manner, answer telephone calls in a timely and courteous manner and transfer to appropriate staff members. Responsible for keeping the front office organized and in a presentable manner. Generate any needed Excel spreadsheets and Word documents requested for special projects. Prepare and reconcile expense reports using the Certify System. Responsible for processing invoices using Smart Client Accounting System. Make travel arrangements as needed for staff members. Manage all aspects of general office coordination including contacting vendors with respect to repairs and general service. Manage timesheet and work orders using CDK IntelliDealer system. Track attendance and process basic personnel paperwork using the UltiPro Software System. Maintain inventory and ordering of office supplies. Handle a variety of office projects. Provide Notary services as needed.

* Manage calendar and schedule appointments with clients and employees * screen all incoming calls to Vice President * coordinate extensive domestic and international travel * arrange domestic and international conference calls * prepared wide variety of correspondence and proposals of a confidential nature * prepared and reconciled expense reports * event planning for client and employee functions * coordinated off-site meetings and arrange for meeting facilities, caterers, materials, transportation and equipment * provide Notary services as necessary.

* Upon acquisition of TRIRIGA by IBM, I continued to provide a wide variety of administrative support to the 3 Executives at the Pleasanton location. I participated in training programs to learn the policies and procedures of IBM to be able to coordinate extensive domestic and international travel reservations using IBM travel tools. I managed calendar of appointments for Executives using Lotus Notes * maintained territory and org charts * prepared and reconciled expense reports * set up conference calls * scheduled and launched web conference calls using Lotus Live * and handled a variety of special projects. I was the point of contact for the Pleasanton Office during the acquisition process. I worked closely with the IBM Acquisition Team to coordinate office management duties * communicated with the building property manager to maintain the office with respect to repairs and services * maintained inventory of office supplies and office equipment * special projects as assigned relating to the closing of the Pleasanton Office.

Provide a wide variety of administrative support to the EVP of Worldwide Sales, EVP of Alliances & EVP of Technology & Production. Coordinate extensive travel arrangements and reservations, manage calendar of appointments, schedule meetings and appointments, maintain org charts, prepare and reconcile expense reports, event planning for employee functions, greet and direct visitors, schedule Webex demos, set up conference calls and a variety of special projects. Office management duties include working closely with the property manager to maintain office with respect to repairs and services, order and maintain inventory of office supplies, maintain office equipment; respond to employee requests, special assignments

* Provided administrative support to the Vice President of Field Support on a day-to-day basis including: Manage calendar and schedule appointments * screen all incoming calls, take messages, redirect calls and respond to routine inquiries * maintain organizational charts for all direct reports * process and maintain information of a highly confidential nature * provide Notary services in connection with real estate and legal transactions * prepare and reconcile expense reports * manage time reporting for all direct reports * take minutes of meetings * assist in conference room setups and work lunch setups * assist in conference and meeting registration * provide training for new administrative personnel and a variety of special projects.

As a temporary Administrative Assistant at Ross Corporate Headquarters, provided a wide variety of administrative support to the Real Estate Dept. Assisted with projects relating to the relocation of Ross Corporate headquarters from Pleasanton to Dublin, CA. Interfaced with top management team. Created and modified Excel spreadsheets and Word documents for ongoing projects. Provided Notary services for the completion of legal documentation. Managed records for employee onsite parking. Answered & screened telephone calls, took messages or transferred to the appropriate personnel. Assisted with general office coordination including mail room duties, maintain office equipment, faxing, scanning, photocopy projects. Assisted with various other projects in the Real Estate Dept.