Administrative Assistant to the CEO02/2005 to 10/2005 CONTINENTAL BROADBAND, INCVirginia
Responsible for all administrative duties to support the President/CEO of a fast growing Internet communications company.
Provided administrative support to four plus senior executives: prepared routine and advanced correspondence, reconciled and processed expense reports, developed and edited reports, spreadsheets and presentations.
Heavy travel arranged for all senior executives by developing itineraries and agendas, scheduling flights, booking all necessary transportation and lodging handling any conflicts that arose.
Coordinated meetings, scheduled and set-up conference calls.
Conducted and compiled extensive Internet research on competitors and potential acquisitions which resulted in the obtainment of two internet communications companies.
Developed, formatted and maintained databases of potential acquisitions.
Maintained office supplies and equipment and established relationships with office vendors.
Entered payroll hours into Excel spreadsheet and assisted Human Resources with compiling materials for new employee orientation.
Handled security data and instituted a mapping of new office keys.
Directed services, such as maintenance, repair, supplies, mail and files.
Selected, evaluated and trained replacement.
Executive Assistant03/2002 to 11/2003 PACIFIC MEDICAL BUILDINGSSan Diego, California
the Chairman A multi-faceted position where primary role was the Executive Assistant to the Chairman of a large commercial real estate developer.
This position also warranted management of Chairman's business interests outside of Pacific Medical Buildings.
Served as primary contact and liaison to a complex, high net-worth executive with vast holdings in numerous companies and real estate.
Established a universally understood office setup (or culture?) making information and resources readily available.
Developed criteria for managing information, tasks, resources, communication and data flow, and documentation for staff, fiscal, and legal related to all of the Chairman's business and personal assets.
Functioned in management role for one of Chairman's personal ventures by monitoring staff, tracking sales and inventory, and performing general accounting functions.
Assisted top level executives with special projects by overseeing timelines from beginning to end, setting reminders and monitoring flow of all necessary documents related as needed.
Developed a manual for the company HR policies and procedures in accordance to California state law (is this needed?).
Oversaw calendars, including personal and professional events, performed business and personal errands.
Maintained confidential files and other records.
Executed, recorded and reconciled personal and business financial transactions.
Maintained client database for mailing and communication purposes; investor relations.
Coordinated conference calls, management meetings and travel arrangements.
Assisted Office Manager with duties and responsibilities; tenant relations.
Selected, evaluated and trained replacement.
Assistant to the Director of Interior Design Coordinated meetings, ordered material samples for mood boards,.
Executive Assistant to CEO06/2001 to 01/2002 J. THOMAS MARKHAM, INCSan Diego, California
Director of Business Handled multiple priorities in a fast-paced, deadline driven environment, provided administrative assistance to CEO and oversaw day-to-day operations Oversaw day-to-day office operations for a national print media service for the air and ground transportation industry.
Opened communication and re-established relationships with vendors and clients.
Resolved client problems and concerns while offering print media services for future reference.
Enabled company to sustain itself through industry downtimes Maximized resources by negotiating settlements with vendors ranging from $300 - $90K avoiding litigation.
Implemented new administrative processes and re-established organized filing systems for client production run files, accounting and legal documents.
Supported CEO by managing household, business and social calendars and contacts, scheduling appointments and meetings, screening phone calls, email and mail.
Performed general personal duties including, car maintenance, bill paying, dry cleaning, and light grocery shopping.
Maintained fiscal responsibility- AP's, AR's, compiled necessary documents for tax filing and reconciliation of CEO's personal expenses.
Compiled and reported payroll information, processed checks and timesheets (include in above bullet?).
Key team member assisting sales and production staff: researched prospective clients, provided ideas for product design and innovation, and assisted with correspondence.
Office Manager06/1997 to 08/1999 SPORTSMAN'S FINE WINES & SPIRITS, INCPhoenix, Arizona
Managed in-store operations, internal bookkeeping, and provided administrative assistance to CEO and President for largest wine retailer in the state of Arizona.
Responsible for balancing daily sales, bank deposits, AR's, AP's, and payroll.
Generated monthly financial data reports: weekly cash flow budget, direct/indirect costs, and assisted with creating fiscal budgets.
Assisted CEO in meeting fiscal deadlines and prepared quarterly state sales tax statements.
Streamline/Restructured filing system across two departments creating easy data flow.
Worked closely with President and CEO on product campaigns.
Maintained multi-line phone system, data entry, shipped and received wine/liquor orders.
Gained knowledge of computer hardware and software to troubleshoot office computer and retail POS system as needed.
Prepared and maintained new hire packets, and trained new employees.
Assisted management, retail staff, and customers as needed.
Bachelor's of Science: Business Marketing2004UNIVERSITY OF PHOENIX
Coursework in Management, Economics, Accounting, and Technology