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Office Administrative Assistant Resume Example

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OFFICE ADMINISTRATIVE ASSISTANT
Professional Summary
Ambitious Financial Manager determined to continually exceed expectations. Willing to take on added responsibilities to achieve desired results. Innovative accounting professional proficient in extracting financial data from various reporting systems and suggesting key operational changes. Certified Public Accountant with 15+ years of experience helping Fortune 500 companies with financial analysis, reporting, auditing and strategic planning. Hard-working, multi-tasking Executive Assistant with outstanding telephone, scheduling and documentation skills. Administrative professional offering excellent communication and computer skills. Meets deadlines and works with a high level of multicultural awareness and adaptability. Highly organized and detail-oriented [Job Title] with more than [Number] years experience supplying thorough, organized administrative support to [Number] senior executives. Talented administrative professional with background in accounting and finance. Extensive knowledge of AR/AP, Microsoft Excel and QuickBooks software.
Skills
  • Financial reporting and analysis
  • Advanced financial analysis
  • MS Excel expert
  • QuickBooks
  • Acquisition due diligence
  • Financial modeling
  • SEC and call reporting
  • General accounting and GAAP compliance
  • Complex problem solving
  • Highly detail-oriented
  • Advanced computer proficiency (PC and Mac)
  • Critical thinking
  • Project planning
  • Meeting minutes
  • Executive presentation development
  • Team building
  • Business correspondence
  • Excellent communication skills
  • Customer service-oriented
  • Flexible
  • Works well under pressure
  • Employee training and development
  • Cash flow analysis
  • Budget development
  • Financial reporting
  • US GAAP principles
  • PeopleSoft and Essbase
  • Certified Public Accountant (CPA)
  • Accounting operations professional
  • Oracle proficiency
  • Strong communication skills
  • Superior attention to detail
  • Expert in GAAP and statutory reporting
  • Account reconciliation specialist
  • Self-motivated professional
  • Budget analysis
  • MS Office Suite
  • Superior research aptitude
  • Creative thinker
  • Experience with SEC filings
  • Microsoft Office Suite proficiency
  • Internal and external auditing
  • Strong interpersonal skills
  • Exceptional communicator
  • Finance and accounting
  • Multi-tasking
  • Deadline-oriented
  • Staff training/development
  • Consistently meet goals
  • Efficient multi-tasker
  • Conflict resolution
  • Customer service-oriented
  • Deadline-oriented
  • Budget development
  • Staff training/development
  • Effective leader
  • Exceptional interpersonal communication
  • Budgeting and finance
  • Team liaison
  • Self-motivated
  • Strong verbal communication
  • Team leadership
  • Process implementation
  • Risk management processes and analysis
  • Team leadership
  • Staff development
  • Budgeting and finance
  • Self-motivated
  • Procedure development
  • Team building
  • Mergers and acquisitions knowledge
  • Analytical
  • Finance and accounting
  • Advanced problem solving
  • Contract review and recommendations
  • Flexible
  • Dedicated team player
Work History
Office Administrative Assistant09/2014 to Current
Company Name – City, State
  • Establish, document, and maintain administrative and finance policies and procedures.
  • Manage Executive Director's schedule, mail, and phone system.
  • Prepare Board of Directors reports and presentations, correspondence, and prepare meeting minutes.
  • Manage construction project files, grant files, donation files, vendor files.
  • Act as liaison with third party stakeholders, including state and local governments.
  • Oversee annual financial audit, coordinate with external accountants and manage finance function.
  • Analyzed budgets, financial reports and projections for accurate reporting of financial standing.
  • Assumed ownership of accounting, forecasting and strategic supply planning.
  • Planned and coordinated logistics and materials for board meetings, committee meetings and staff events.
  • Answered and managed incoming and outgoing calls while recording accurate messages.
  • Opened and properly distributed incoming mail.
  • Greeted numerous visitors, including VIPs, vendors and interview candidates.
  • Organized all new hire, security and temporary paperwork.
  • Obtained signatures for financial documents and internal and external invoices.
  • Coordinated, scheduled and arranged meeting and travel calendars, including business and social events.
  • Coordinated board and committee meetings, including schedules and information preparation and distribution.
  • Served as corporate liaison between the finance, IT and marketing departments.
  • Oversaw daily office operations for staff of [Number] employees.
  • Composed and drafted all outgoing correspondence and reports for managers.
  • Supported CFO through personal document management, calendar organization and collateral preparation for meetings.
  • Managed executive calendar and coordinated weekly project team meetings.
  • Prepared meeting minutes and edited subcontractor proposals, project punchlist, transmittals and memorandums for organizational support.
  • Audited new customer files to verify medical necessity and satisfaction of coverage criteria.
  • Facilitated organized record retrieval and access by maintaining filing system for both in-house and discharged residents.
  • Prepared program operating budgets, budget reports and other financial performance reports.
  • Analyzed contract performance for bids, budgets and forecasts.
  • Collaborated with [Department name] and [Department name] to achieve [Goal].
  • Obtained building and specialty permits from local jurisdictional agencies.
  • Created expense reports, budgets and filing systems.
  • Created expense reports, budgets and filing systems.
  • Created expense reports, budgets and filing systems.
  • Managed external contacts for CEO and kept track of periodic communication needed for priority contacts.
  • Conducted research to prepare, gather and proof briefing materials, agendas and decks for all executive-level meetings.
  • Assisted with team building initiatives and overall support for maintenance of organizational culture and employee morale.
  • Frequently used word processing, spreadsheet, database and presentation software.
  • Developed and maintained an internal client filing system.
  • Budgeted active and proposed projects by accurately determining pricing, margins and risk factors.
  • Monitored and analyzed financial, statistical and operational data trends.
  • Consolidated financial data and materials for key leadership meetings.
  • Created quarterly earning presentations and monthly investor presentations.
  • Developed, produced and analyzed financial statements by region.
  • Identified risks associated with projects, contract approvals and other client accounting issues.
  • Developed spreadsheet models for diverse projects and analysis.
  • Presented "what if" scenarios for budget assumptions and forecasting strategies.
INDEPENDENT CONTRACTOR03/2011 to 10/2011
Company Name – City, State
  • Independent contractor for publically traded companies, focusing on the revenue area and compliance with Security and Exchange Commission financial reporting regulations.
  • Projects included
  • Managed high volumes of financial activity in a fast-paced, risk-based corporate environment.
  • Compiled financial reports pertaining to cash receipts, expenditures and profit and loss.
  • Performed complex general accounting functions, including preparation of journal entries, account analysis and balance sheet reconciliations.
  • Prepared financial pages for presentation to senior management.
  • Analyzed monthly balance sheet accounts for corporate reporting.
  • Generated financial statements and facilitated account closing procedures each month.
  • Analyzed and researched reporting issues to improve accounting operations procedures.
  • Supervised and coordinated projects for external auditors and examiner evaluations.
  • Reported internal control issues to management and supplied comprehensive recommendations to mitigate the associated risks.
  • Identified risks associated with projects, contract approvals and other client accounting issues.
  • Developed spreadsheet models for diverse projects and analysis.
  • Monitored and analyzed financial, statistical and operational data trends.
  • Consolidated financial data and materials for key leadership meetings.
  • Created quarterly earning presentations and monthly investor presentations.
Senior Revenue Manager10/2008 to 03/2011
Company Name – City, State
  • Manage the end-to-end revenue accounting, business and system processes required to analyze, forecast, account for and report revenue fair value analysis.
  • Manage monthly and quarterly executive management reporting related to revenue for $3+ billion public company.
  • Manage new system implementation and efforts/requirements of external consultants, external auditors, and internal stakeholders.
  • Provide analytical insight, decision support, and cross-functional influence in the Company's ability to balance the need to meet GAAP compliance requirements while aligning with pricing strategies and the Company's growth model.
  • Supported management through risk identification, control testing and process improvement procedures.
  • Supervised and coordinated projects for external auditors and examiner evaluations.
  • Reported internal control issues to management and supplied comprehensive recommendations to mitigate the associated risks.
  • Communicated audit results to upper management through written reports and oral presentations.
  • Directed multiple client accounting system conversions into web-enabled Oracle financial platform.
  • Performed complex general accounting functions, including preparation of journal entries, account analysis and balance sheet reconciliations.
  • Proposed and published metrics and KPIs to be incorporated into the monthly financials and scorecards.
  • Provided timely actuals, forecast and budget data for IT and corporate management.
  • Worked with management at the project level to ensure expense plans are achieved.
  • Created presentation formats for monthly/quarterly reviews of expense charge-outs.
  • Modified a comprehensive financial reporting package to reflect growing organizational complexity.
  • Analyzed monthly balance sheet accounts for corporate reporting.
  • Generated financial statements and facilitated account closing procedures each month.
  • Analyzed and researched reporting issues to improve accounting operations procedures.
  • Trained [number] new employees on accounting principles and company procedures.
  • Monitored and analyzed financial, statistical and operational data trends.
  • Consolidated financial data and materials for key leadership meetings.
  • Created quarterly earning presentations and monthly investor presentations.
  • Managed, tracked and monitored financial updates, watch lists and insurance files.
  • Reviewed and analyzed project spending throughout project life cycle.
  • Identified risks associated with projects, contract approvals and other client accounting issues.
  • Ran and analyzed monthly revenue risk reports for the executive team.
  • Developed spreadsheet models for diverse projects and analysis.
  • Presented "what if" scenarios for budget assumptions and forecasting strategies.
  • Developed spreadsheet models for diverse projects and analysis.
  • Presented "what if" scenarios for budget assumptions and forecasting strategies.
  • Presented oral and written reports on general economic trends, individual corporations and entire industries.
Senior Revenue Manager09/2006 to 10/2008
Company Name – City, State
  • Develop/manage/maintain accounting policies and procedures related to revenue and ensure compliance with Company policy and GAAP/SEC rules and accurate accounting of revenue.
  • Collaborate with Sales, FP&A and Legal on deal structuring and revenue recognition policies.
  • Maintain and strengthen internal controls over revenue processes and ensure compliance with Sarbanes-Oxley.
  • Develop and conduct the Company's revenue training across multiple geographies.
  • Conduct and manage quarterly audit reviews respective of revenue and deferred revenue.
  • Manage monthly analysis related to the Company's sales incentive programs for a two-tier distribution model.
  • Monthly close review for revenue, revenue reporting, reconciliations and analytical analysis.
  • Generated financial statements and facilitated account closing procedures each month.
  • Analyzed and researched reporting issues to improve accounting operations procedures.
  • Trained [number] new employees on accounting principles and company procedures.
  • Directed multiple client accounting system conversions into web-enabled Oracle financial platform.
  • Performed complex general accounting functions, including preparation of journal entries, account analysis and balance sheet reconciliations.
  • Performed complex general accounting functions, including preparation of journal entries, account analysis and balance sheet reconciliations.
  • Created presentation formats for monthly/quarterly reviews of expense charge-outs.
  • Performed periodic budgeting/modeling to project monthly cash requirements.
  • Prepared financial pages for presentation to senior management.
  • Developed spreadsheet models for diverse projects and analysis.
  • Presented "what if" scenarios for budget assumptions and forecasting strategies.
CONSULTANT01/2006 to 08/2006
Company Name – City, State
  • Developed spreadsheet models for diverse projects and analysis.
  • Analyzed monthly balance sheet accounts for corporate reporting.
  • Generated financial statements and facilitated account closing procedures each month.
  • Analyzed and researched reporting issues to improve accounting operations procedures.
  • Proactively researched technical tax issues related to consulting projects.
  • Created periodic reports comparing budgeted costs to actual costs.
Finance Manager09/2003 to 12/2005
Company Name – City, State
  • Managed the project accounting and business unit budget for the Retail Development team (group that designs and builds Apple Retail stores).
  • Managed an annual capital budget of $100 million+.
  • Developed financial analysis, metrics and the monthly financial reporting for construction and design projects projections, job cost, trend analysis).
  • Responsible for authorization and control of expenditures and integrity of financial transactions and information in accordance with GAAP and Apple policy.
  • Assisted in the negotiation of construction and materials contracts with vendors.
  • Collaborated with cross-functional groups on projects, including Retail Finance, Real Estate, Facilities, Internal Audit and Austin Shared Services.
  • Responsible for creating the internal control Sarbanes Oxley process and related implementation and compliance.
  • Modified a comprehensive financial reporting package to reflect growing organizational complexity.
  • Maintained integrity of general ledger, including the chart of accounts.
  • Analyzed monthly balance sheet accounts for corporate reporting.
  • Cooperated with engineering, manufacturing and corporate accounting to verify that quality standards were met.
  • Generated financial statements and facilitated account closing procedures each month.
  • Analyzed and researched reporting issues to improve accounting operations procedures.
  • Created periodic reports comparing budgeted costs to actual costs.
  • Assisted the operations group with warranty service repairs.
  • Conducted weekly production and operations contractor meetings, which facilitated stronger communication and the ability to resolve critical issues.
  • Reported to the vice president of production on conformance with the contract schedule.
  • Conducted all critical pre-installation conferences with general contractors, subcontractors, consultants and manufacturer's representatives.
  • Assisted the vice president of production in the review, approval and archiving of all closeout documents.
  • Prepared regular interval progress reports.
  • Scheduled all contractors and materials deliveries.
  • Partnered successfully with [departments, clients] to produce [positive outcome].
  • Spearheaded cross-functional initiative to achieve [objective].
  • Strengthened company's business by leading implementation of [project].
  • Trained, coached and mentored staff to ensure smooth adoption of new program.
  • Worked directly with [departments, clients, management] to achieve [result].
  • Developed and rolled out new policies.
  • Developed and rolled out new policies.
  • Hired and trained [number] of staff.
  • Partnered successfully with [departments, clients] to produce [positive outcome].
  • Spearheaded cross-functional initiative to achieve [objective].
Financial Reporting Manager08/2002 to 09/2003
Company Name – City, State
  • Financial Reporting & Special Projects.
  • Responsible for preparing SEC filings, reporting packages for executives, monthly account analysis, and M&A support for a $1 billion+ software company.
  • Provided M&A due diligence and finance integration support for acquisitions.
  • Identified and investigated variances to financial plans and forecasts by interpreting financial results.
  • Managed a $[Amount] annual budget that grew [Number]% in [Number] years.
  • Analyzed budgets, financial reports and projections for accurate reporting of financial standing.
  • Assumed ownership of accounting, forecasting and strategic supply planning.
  • Developed annual budgets in collaboration with the financial director.
  • Forecasted operating costs for scheduled projects by strategizing with other departments.
  • Synthesized financial and budgetary information to solve problems and develop alternative solutions.
  • Managed high volumes of financial activity in a fast-paced, risk-based corporate environment.
  • Developed forecasting tools and dashboards to analyze revenue variance, business pipeline and industry trends.
  • Budgeted active and proposed projects by accurately determining pricing, margins and risk factors.
  • Led monthly meetings with directors to analyze spending and provide financial recommendations.
  • Monitored and analyzed financial, statistical and operational data trends.
  • Analyzed projects for capital deployment and helped structure multi-million dollar deals.
  • Analyzed projects for capital deployment and helped structure multi-million dollar deals.
  • Created and maintained precise and accurate models, charts and reports.
  • Consolidated financial data and materials for key leadership meetings.
  • Created quarterly earning presentations and monthly investor presentations.
  • Developed, produced and analyzed financial statements by region.
  • Reviewed and analyzed project spending throughout project life cycle.
  • Identified risks associated with projects, contract approvals and other client accounting issues.
  • Ran and analyzed monthly revenue risk reports for the executive team.
  • Built and maintained databases for forecasting future financial performance.
  • Built and maintained databases for forecasting future financial performance.
  • Developed spreadsheet models for diverse projects and analysis.
  • Presented oral and written reports on general economic trends, individual corporations and entire industries.
  • Monitored organization's performance against competitors.
  • Monitored organization's performance against competitors.
  • Mapped current processes and offered recommendations for improvement.
  • Assessed the impact of current business processes on users and stakeholders.
  • Documented business processes and analyzed procedures to see that they would meet changing business needs.
  • Researched and resolved issues regarding the integrity of data flow into databases.
  • Drafted [Number] financial reports per [Time period].
  • Conducted interviews with key business users to collect information on business processes and user requirements.
  • Recommended operational improvements based on tracking and analysis.
  • Identified process inefficiencies through gap analysis.
  • Assigned tasks to associates, staffed projects, tracked progress and updated managers, partners and clients as necessary.
  • Managed annual external audit.
  • Reviewed files, records and other documents to obtain information and respond to requests.
  • Reconciled company bank, credit card and line of credit accounts.
  • Communicated with customers to identify and resolve outstanding payments.
  • Developed monthly, quarterly and annual profit and loss statements and balance sheets.
  • Entered financial information and payments to guarantee that employees and vendors were paid accurately and on time.
  • Established a QuickBooks accounting system to reflect accurate financial records.
  • Managed and responded to all correspondence and inquiries from customers and vendors.
  • Introduced new and efficient accounting, financial and operational systems.
  • Tracked financial progress by creating quarterly and yearly balance sheets.
  • Entered financial data into the company accounting database to be verified and reconciled.
  • Streamlined bookkeeping procedures to increase efficiency and productivity.
Business Development Manager09/2000 to 01/2002
Company Name – City, State
  • M&A Financial Analysis & Special Projects Reviewed potential acquisitions, strategic investments, partnerships and new business opportunities to assess alignments with Universal Access's corporate objectives and strategies.
  • Prepared integration schedules and timelines to coordinate acquisition activities throughout the company (i.e.
  • legal, finance, operations, human resources) as well as with external Universal Access advisors Created a number of financial models, including valuations, forecasts, and the five-year plan for the Company's European subsidiary.
  • Performed consulting services for key clients to assist them in streamlining their networks and to reduce S,G&A expenditures related to network operations.
  • Formulated custom business plans for incoming account managers.
  • Negotiated prices, terms of sales and service agreements.
  • Spearheaded expansion and development initiatives in [Location].
  • Led sales forecasting, market trend evaluation and segment strategies.
  • Developed comparison tables of products and services by researching product pricing, ratings and performance.
  • Led cross-functional teams to create impactful messaging, demand-generation programs and sales tools.
  • Negotiated prices, terms of sales and service agreements.
  • Evaluated current service needs and product satisfaction levels with established customers.
  • Quoted prices, credit terms and other bid specifications.
  • Uncovered and qualified prospects and sales opportunities in targeted markets using external resources.
  • Developed new business opportunities by effectively communicating product lines to leading international corporations.
  • Fostered and facilitated relationships with product distribution channels to increase product sales.
  • Strategized with sales team to prospect and qualify potential customers within assigned geographic territories.
  • Developed and implemented value-added strategies for [Product type] to increase profitability.
  • Researched clients' business issues and goals to offer appropriate solutions.
  • Created alternative business plans to improve customer relationships.
Finance Manager03/2000 to 09/2000
Company Name – City, State
  • Created presentation formats for monthly/quarterly reviews of expense charge-outs.
  • Performed periodic budgeting/modeling to project monthly cash requirements.
  • Prepared financial pages for presentation to senior management.
  • Compiled financial reports pertaining to cash receipts, expenditures and profit and loss.
  • Performed complex general accounting functions, including preparation of journal entries, account analysis and balance sheet reconciliations.
  • Prepared accurate financial statements at end of the quarter.
  • Provided timely actuals, forecast and budget data for IT and corporate management.
  • Worked with management at the project level to ensure expense plans are achieved.
  • Collected and reported monthly expense variances and explanations.
  • Analyzed monthly balance sheet accounts for corporate reporting.
  • Maintained integrity of general ledger, including the chart of accounts.
  • Modified a comprehensive financial reporting package to reflect growing organizational complexity.
Manager07/1997 to 02/2000
Company Name – City, State
  • Performed due diligence for corporations, financial investors, and lenders focusing on potential financial and strategic risks and rewards; work included analysis of the quality of earnings, review of key documents, and assistance in the deal negotiation process.
  • Planned and directed pre-acquisition due diligence investigations for clients in a variety of industries, including technology, broadcasting, manufacturing and consumer products.
  • Supported management through risk identification, control testing and process improvement procedures.
  • Supervised and coordinated projects for external auditors and examiner evaluations.
  • Reported internal control issues to management and supplied comprehensive recommendations to mitigate the associated risks.
  • Communicated audit results to upper management through written reports and oral presentations.
  • Gathered data for internal audits through interviews, financial research and downloads.
  • Articulated audit findings, risks and detailed recommendations to upper management.
  • Met with clients to identify and assess business controls, risks, process gaps and work flow inefficiencies.
Manager07/1995 to 06/1997
Company Name – City, State
Senior12/1991 to 06/1995
Company Name – City, State
Education
Bachelor of Science: Business w/Accounting Emphasis1991San Jose State University - City, State
Business
Certified Public Accountant (1995-2014): -
Skills
accounting, acquisitions, administrative, Apple, balance, Billings, broadcasting, budget, consulting, contracts, Certified Public Accountant, clients, decision support, due diligence, Edge, Equity, executive management, Finance, financial, Financial Analysis, Financial Reporting, functional, Great Plains, human resources, investments, invoicing, Legal, Director, materials, Access, Exchange, mail, Microsoft Office, negotiation, network, networks, Oracle, phone system, policies, presentations, pricing, processes, quality, Quick Books, Real Estate, reporting, Retail, Sales, SAP, Sarbanes Oxley, Sarbanes-Oxley, strategic, trend
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Resume Overview

School Attended

  • San Jose State University

Job Titles Held:

  • Office Administrative Assistant
  • INDEPENDENT CONTRACTOR
  • Senior Revenue Manager
  • CONSULTANT
  • Finance Manager
  • Financial Reporting Manager
  • Business Development Manager
  • Manager
  • Senior

Degrees

  • Bachelor of Science : Business w/Accounting Emphasis 1991
    Certified Public Accountant (1995-2014) :

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