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Division Executive Assistant Resume Example

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DIVISION EXECUTIVE ASSISTANT
Summary

Polished and professional multitalented Executive Assistant with over 15 years in Leadership organizational and administrative support. Skilled as gatekeeper and close support of senior executive team through research, project support and organization. Executive-level history offering office management skills, successful customer relations, meeting and exceeding business objectives. Demonstrated strong organizational and communication skills. Providing exceptional customer experiences both internally and externally.

Skills
  • Articulate and well-spoken
  • Polished Mature Professional
  • Meeting planning
  • Excel spreadsheets
  • Power Point Presentations
  • Administrative support specialist
  • Strong problem solver
  • Executive presentation development
  • Mail management
  • Travel administration
  • Proper phone etiquette
  • Legal administrative support
  • Invoice processing
  • Appointment setting
  • Understands grammar
  • Accounting
  • Database management
  • Meticulous attention to detail
  • Self-starter
  • Time management
  • Business correspondence - excellent written & verbal
  • Customer service-oriented
  • Flexible team player
Experience
07/2016 - 03/2020The Management TrustPalm Desert, CA
Division Executive Assistant
  • Scheduling: Set up meeting and event logistics for the Leadership Team and senior management, including executives, division employees and board of directors.
  • Supported office needs including taking messages, scanning documents and routing business correspondence.
  • Executive Calendar and Conference Room Scheduling and Coordination.
  • Managed building access by supplying key cards to employees and visitors.
  • Reviewed and suggested improvements for diverse range of documentation, including interoffice correspondence, reports and presentations.
  • Power Point Presentations: Responsible for preparation of daily huddles and monthly staff meeting power point presentations, including meeting minute notes and transcription, new hire HR Power Point Instructional presentation.
  • Corporate communications requiring excellent written and verbal communication skills.
  • Event Planning: Planned and coordinated all division employee, vendor, and community outreach events.
  • Operations Management; division office facilities management and maintenance, including upgrade renovations and repairs, equipment procurement and repairs. Division office supply procurement and inventory management.
  • HR Trust Buddy - mentor/liaison for all division new hires providing HR on-boarding instructional Power Point presentations and support for new hire employees.
  • Confidential gatekeeper: Liaison to President providing smooth communications between the Division staff, employees, Board of Directors, external clients, vendors, and other divisions within the company. Composed all employee Memorandums and Notifications.
  • Project Management: scheduled vendors, contract negotiations and project management.
  • Division ESOP Representative: Chaired monthly ESOP employee meetings; quarterly ESOP employee event planning/coordinating, vendor event planning/coordinating.
  • Property Management: Liaison between Community Property Managers, Homeowners, Community Board of Directors and Leadership Team.
  • Community Outreach: Co-Chair USO Palm Springs, Division ESOP representative, and member participating in various division community outreach programs and events.
  • Travel Arrangements: Arranged appropriate travel, car and accomodations for visiting staff and guests.
  • Division Designations: Division CEO (Company Employee Owner), Division ESOP Representative, Division Trust Buddy for new hire on-boarding and CCAM Certification (California Community Association Manager).
10/2013 - 12/2015LVLVPB CPAsBrea, CA
Administrative Assistant
  • Managed scheduling for staff, monitoring resource allocation to provide optimal coverage and service.
  • Scheduled client appointments with Senior Partners, greeted clients, and facilitated client's documentation.
  • Liaised between internal and external stakeholders to provide updated project status and performance reports.
  • Directed customer communication to appropriate department personnel and offered information to resolve inquiries, boosting customer satisfaction.
  • Greeted visitors or callers daily to handle inquiries or direct to appropriate persons.
  • Liaised with senior and executive administrative assistants to handle requests and queries from senior managers.
  • Increased accuracy by verifying data while processing incoming and outgoing checks and wire transfers.
  • Organized and maintained filing and document management systems by coordinating, archiving and purging files.
  • Tax Documentation: Assembled all client tax documents for State/Federal filings.
  • Special Accountings Projects: As assigned by Senior Partners
  • Marketing: Preparing of Tax Newsletter columns for clients.
  • Data Base Management: Managed and maintained all client data base upgrades.
  • Coordinated project materials by managing physical and digital files, monitoring spreadsheets and updating reports.
  • Handled management of communication to executives by taking and making telephone calls, reviewing and prioritizing mail and composing and typing correspondence.
  • Coordinated large-scale events and department activities by acquiring venues, developing guest lists and organizing catering services.
07/2012 - 02/2013YOUNG ENTERPRISESCanyon Lake, CA
Executive Assistant to CEO
  • Supported office needs including taking messages, scanning documents and routing business correspondence.
  • Checked office supplies stock and placed orders to maintain levels.
  • Set up meeting and event logistics for senior management, including executives and board of directors.
  • Revised and maintained master calendar for client appointments.
  • Delivered optimal administrative, customer service and case management support through executive administrative support by planning, coordinating, and effectively managing all corporate and foundation fund raising events.
  • Detailed and arranged logistics for conferences and seminars, including travel arrangements and venue reservations.
  • Orchestrated Board of Directors meetings and created agendas and meeting materials.
  • Conceived, prepared and launched special projects to support the Success For You Foundation program.
  • Supervised executive and management calendars while allocating tasks to administrative support team for smooth operational flow.
  • Attended conferences in person and via e-conference format to represent organization and executives.
  • Opened, sorted and responded to routine correspondence on behalf of business leaders to facilitate communication and streamline processes.
  • Facilitated accurate schedule management and event coordination for senior leadership.
  • Participated in frequent communication with other administrative team members, human resources and finance department on special projects and events.
  • Conducted required research, documentation and reports for executive team, board members and stakeholders.
  • Supported marketing and advertising efforts by creating marketing materials such as email blasts and preparation of Seminar workbook materials.
  • Planned and executed corporate meetings, lunches and special events for groups of 150+ guests and employees.
  • Tackled and addressed top-level, high-priority issues while maintaining professional administrative discretion.
  • Crafted proposals and memos using desktop publishing and word processing software.
  • Opened, read and wrote answers to routine letters and correspondence for executives.
  • Addressed and responded to incoming correspondence.
  • Liaised between CEO and clients regarding client accounts and new business.
  • Created and maintained computer- and paper-based filing and organization systems for records, reports and documents.
  • Recorded and maintained updated data for all client donations.
  • Wrote and distributed executive meeting agendas and minutes to department heads and executive team members.
  • Answered phones and emails for CEO with efficiency and appropriate responses.
  • Entered customer information and updates in database system to track leads, interactions, relationships and propel sales opportunities.
Education and Training
Fullerton, CA
Some College (No Degree) in Business AdministrationFullerton Community College
Riverside, CA
Some College (No Degree) in Business AdministrationRiverside City College
06/1965Rialto, CA
High School DiplomaEisenhower High School
06/1964Lakenheath, England, UK
GEDLakenheath High School
Certifications

CCAM Certification - California Community Association Manager

Lumleau Real Estate Course Work

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Resume Overview

Companies Worked For:

  • The Management Trust
  • LVLVPB CPAs
  • YOUNG ENTERPRISES

School Attended

  • Fullerton Community College
  • Riverside City College
  • Eisenhower High School
  • Lakenheath High School

Job Titles Held:

  • Division Executive Assistant
  • Administrative Assistant
  • Executive Assistant to CEO

Degrees

  • Some College (No Degree) in Business Administration
    Some College (No Degree) in Business Administration
    High School Diploma
    GED

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