VIOLET RUBINO

1739 Buchanan Street, Aliquippa, PA 15001

H (724) 378-3464
vr5ba98e@westpost.net
SUMMARY OF EXPERIENCE
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An enthusiastic, conscientious professional with extensive experience in executi
ve administration and meeting planning, including, establishment of event object
ive, budgeting, negotiations, site selection, legalities and permits, accommodat
ions, scheduling, documentation, national and international cultural awareness,
and computer systems and databases. Coordinates and communicates to associated
teams the full gamut of services for all types of corporate events, including me
etings, conferences, seminars, trade shows, and training workshops.
A Certified Meeting Planner (CMP), clarifies organizational goals for full spect
rum of events, ensures optimal preparations are implemented as designed, and ver
ifies key critical objectives are achieved. Exceptionally resourceful, utilizes
exceptional problem-solving, negotiating, and organizational skills to resolve i
ssues in a timely manner. Efficient and cost-conscious, assures all events are e
xecuted within or under budget. Passionate and extremely dedicated, engages key
contributors to focus on the end goals and quickly adjust throughout the process
to needed changes, while sustaining the integrity and credibility of the enterp
rises' purpose.
PROFESSIONAL WORK EXPERIENCE
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LANXESS Corporation, Pittsburgh, Pennsylvania (LANXESS is a spin off of Bayer C
orporation)
Meeting Planner, 2004-2008
Served in two capacities simultaneously, supporting CIO and Information Technolo
gy Department, as meeting planner and executive administrative assistant. Planne
d meetings for various marketing, sales and senior management groups as well as
IT. Assessed and recommended event location by analyzing costs of hotel/resort,
event location, air, and ground transportation. Developed original concepts for
meetings/events and related communications. Worked with graphic arts suppliers
to develop designs for invitations, logos, stationery, name tags, etc. to be use
d in conjunction with the theme of the event.
Negotiated all hotel, ground, air costs, and contractual terms associated with m
eetings/events to achieve maximum quality and savings for company. Organized gue
st rooms and function space required to meet meeting/event objectives as well as
all other meeting/event requirements, including meeting room set-ups, audio-vis
ual, food and beverage, activities including entertainment. Arranged and develop
ed team building exercises for Information Technology group of 60 employees.
* Successfully negotiated revised hotel contract by adding a legal clause releas
ing corporation of financial liability in event of cancellation due to weather c
onditions, resulting in a significant reduction in company liability and savings
of at least $50,000.
* Planned and coordinated a unique meeting to sell $15,000,000 Bayer Hydrazine C
hemical Business to Chinese corporation and government. Researched and incorpora
ted key aspects of Chinese business culture into all components of meeting progr
am. Three day meeting transpired successfully, within budgeted $11,000, and as a
result business was sold. Received Corporation Recognition Award for performan
ce excellence.
* Planned booths and all associated activities for participation by Bayer and it
s global partners at Pan American Leather Fair Trade Shows, annually from 1998-2
002, held at Miami Convention Center, and attended by corporate representatives
from seven countries. Booth and events attracted up to 50,000 participants annua
lly. Proactively prevented any mistakes by conducting a thorough walk-through in
spection prior to each show. Staying within typical budget of $185,000, corpora
tion realized total increase in sales of $200,000, and an additional 200 qualifi
ed leads. Persuaded Bayer's seven partners to share overall costs, saving averag
e of $185,000 annually.
* Negotiated a corporate rate with Enterprise Rental Car in conjunction with an
agreement with all local hotels for reduced rates for corporate employees and c
ustomers, saving 30% over standard rates.
* Designed and implemented a plan for all meetings to communicate key, critical
information simultaneously and congruently to all attendees staying at hotel vi
a group voice mail. Using room block, dialed one number which sent pertinent inf
ormation upon arrival and during meeting, pertaining to updates on events, chang
es in schedule times and other urgent information. All attendees attended functi
ons on time and were current and fully prepared to achieve goals and objectives
set for meetings. Plan, notably recognized by meeting planner industry professi
onals, was published in Akron Ohio Meeting Planners Newsletter as a great tip fo
r all meeting planners.
* Responsibly increased productivity among 60 IT employees through customized t
eam-building exercises, through which individuals identified and demonstrated un
ique skill sets and attributes. As a result, employees, recognizing their overal
l collaborative talents, worked together more cohesively, on technical and socia
l levels, with increased productivity and performance excellence.
Executive Administrative Assistant
Provided administrative, technical, and secretarial support to the CIO/Head of I
T. Compose, format and composed internal correspondence, spreadsheets, presentat
ions and confidential documents. Managed the CIO/Head of IT's calendar with accu
racy. Handled all domestic and international travel arrangements, hotel accommod
ations, and rental car reservations. Planned and prepared agenda and action ite
m updates for the monthly meetings. Maintained documentation of the action items
progression, ensuring that all status updates were made and published prior to
each meeting.
Performed a broad range of complex tasks involving confidential and technical in
formation such as compiling and analyzing statistical reports, researching and p
resenting findings, arranging meetings, preparing agendas, and responding to rou
tine correspondence. Reviewed detailed monthly cost center report for accuracy a
nd took appropriate action to correct discrepancies. Prepared excel spreadsheet
to reconcile the information for CIO/Head of IT review. Audit all expense report
s submitted for approval.
Alerted supervisor to incorrect reporting and notify employees to make correctio
ns before reports are approved and processed for payment. Performed a broad rang
e of complex tasks involving confidential and technical information; such as com
piling and analyzing statistical reports, researching and presenting findings, a
rranging meetings, preparing agendas, and responding to routine correspondence.
Executed, scheduled and conducted web-conferencing which included visual portion
of slides and audio portion of teleconferencing from all on-site and off-site l
ocations.
* Incorporated a high degree of organizational knowledge, leadership, confidence
, and professional competence while representing executive's office to subordina
tes and peers in his absence. All issues, including those urgent and time sensit
ive, were handled according to stringent standards and within discreet parameter
s of confidentiality.
* Consistently exercised independent judgment and discretion in completing assig
nments and maintaining Office of Executive Vice President for U.S. Operations.
* Provided assistance and alternate plans when travel crises arose on a 24/7 bas
is for IT staff. When CIO's passport was stolen, expeditiously provided critical
documentation to US Embassy in Germany to produce a temporary passport in recor
d time. Contacted IT department which immediately replaced his stolen computer w
ith accurately reloaded critical data and documentation. Business was seamlessly
conducted as preordained.
* Regularly achieved/surpassed all performance/production standards for critica
l performance factors/results.
* Created monthly headcount reports, utilizing a system that directly affected
overall budget of $2,000,000/year.
BAYER CORPORATION, Pittsburgh, Pennsylvania
Senior Administrative Assistant/ Meeting and Event Planner, 1992-2004
Prepared Bayer Chemicals Corporation Plan and coordinated logistical and content
components of domestic and international meetings and events, involving custome
rs and employees. Worked in conjunction with management to achieve overall meet
ing objectives. Negotiated associated costs to achieve maximum savings for compa
ny without compromising meeting quality.
Planned and executed Bayer Chemicals Town Hall meetings. Secured all necessary
Audio/Visual Equipment. Assessed and recommended meeting/event location by anal
yzing costs of hotel/resort/event location, hotel, air, and ground transportatio
n. Served as administrative liaison with internal and external sources. Manage
d day-to-day administrative activities and calendar for four managers. Assembled
and analyzed complex information and data to accurately monitor and maintain sa
les department statistics.
* Worked closely with CIO in preparation of upcoming budgets. Precisely maintain
ed and tracked budgeted expenditures of $2,500,000 million for department.
* Developed trustworthy business relationships with suppliers and venues in meet
ing/planning industry, i.e., hotels, resorts, transportation, suppliers and cons
istently met strict trade show requirements. Saved approximately $50,000/year wi
th suppliers, by establishing negotiated rates based on volume.
* Saved over $15,000 in a planned customer attended ski resort event scheduled f
or a Monday with an upscale hotel. Proactively incorporated a clause in contrac
t which prevented any monetary liability if conditions of any kind prohibited at
tendance. When snow storm developed over week-end, immediately contacted hotel
and cancelled meeting as agreed.
ADDITIONAL EXPERIENCE
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KELLY SERVICES, Pittsburgh, Pennsylvania, Administrative/Secretarial, 1990-1992.
Administrative/Secretarial Full-scale Administrative/Secretarial assignments i
n the Personnel, Legal and Plastics Departments of Bayer Corporation.
HOME LIFE INSURANCE COMPANY, Pittsburgh, Pennsylvania, Administrative Assistant,
1988-1990. New Business Officer Initially employed as a Policy Service Represen
tative. Processed all policy service requests regarding beneficiary change, deat
h claims and payment terms. Promoted to a New Business Officer and processed app
lications for insurance, equities and pensions utilizing computer system. Promo
ted to New Business Officer
ALIQUIPPA & SOUTHERN RAILROAD COMPANY, Aliquippa, Pennsylvania, Secretary to Tre
asurer, 1984-1988. Performed secretarial duties and calculated bonus for daily p
roduction. Provided back-up secretarial requirements to the General Superintende
nt and Personnel Supervisor. Recorded minutes at claim hearings between company
personnel and employees.
JAMES E. ROWLEY, SUPERIOR COURT JUDGE, Beaver, Pennsylvania, Legal Secretary for
 James E. Rowley, Superior Court Judge, 1982 1984. Performed all legal processin
g administrative requirements for the Appellate Court. Performed transcription
of legal documents, correspondence, contracts, and briefs. Investigated facts fo
r projects from existing files and drafted summations.
FAB-TECH INDUSTRIES, Neville Island, Pennsylvania, Executive Secretary to the CE
O, 1980-1982. Organized and implemented record/filing system for new company. P
rocessed all correspondence and transcribed shorthand.
EDUCATION/CERTIFICATION
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COMMUNITY COLLEGE OF BEAVER COUNTY, Monaca, Pennsylvania
Associates in Business Management, 1987
CERTIFICATION
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CONVENTION AND CONVENTION INDUSTRY COUNCIL, Washington, D.C.
Certified Meeting Planner
Received CMP Certification in 2001 and re-certified in 2006.
PROFESSIONAL DEVELOPMENT
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Diversity, ToastMasters, Public Speaking, Time Management
AFFILIATIONS
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Meeting Professionals International
Professional Convention Management Association
Toastmasters International
PUBLICATION
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"Pointers for Meeting Planners", Akron MPI Chapter Publication, 2006
COMPUTER SKILLS
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Full Suite of Microsoft Office Products. Specialized databases including SPOT.