Assistant Office

Catherine Nelson - 914-***-**** - *********@*********.***

Top-notch Bilingual French Executive and Personal Assistant with years of

experience, providing frontline administrative support across the full

scope of office management in a fast paced environment to CFO, President,

VP's, and Senior Executives.

02/2009 - 01/2011: Executive/Personal Assistant to President - HCL Int'l

"Chrysler Building", NY

HCL International, Inc. is a global Market leading health & social care

staffing company #1 in Europe (London Headquarters)

. Set-up and organized the New York office professionally from the ground

up (start-up company), and managed day to day

operations& workflow, providing fundamental support

to company President and Senior Executives.

. Sole employee in North America to have unrestricted access to company's

bank accounts & business credit cards following a

comprehensive background check.

. Oversaw administrative budget, bank reconciliation, petty cash, credit

card accounts and credit applications. Monitored,

recorded and implemented company's expenses and generated

T&E reports. Reviewed monthly invoices and managed all

A/P & A/R (wrote & signed checks). Set-up automated payment

schedule, and processed manual and electronic payments.

. Created & prepared financial & Quarterly Budget reports in Excel for

review by the Board. Created PowerPoint

presentations and composed correspondence in English and

French (Canadian clients).

. Prepared Quarterly State and Federal reports, unemployment taxes, and

Annual Withholding Reconciliations.

. Reduced company travel expenses by $50,000 within first three months

of tenure by identifying cost-effective travel services

providers & negotiating contracts. Decreased office

expenditures15% by implementing ordering procedures.

. Served as primary point of contact for vendors, property management

and clients. Ordered supplies & maintained stock inventory.

Organized the office operations & layout by ensuring the workplace was

in compliance with policies, procedures and fire & health regulations

(OSHA).

. Organized complex domestic & international travel arrangements

(including visas & vaccinations), and provided the

President and employees with complete details of

multifaceted itineraries.

. Managed heavy calendars. Scheduled conference calls, organized

meetings and set-up Board rooms. Handled incoming &

outgoing e-mails and calls for the President, and responded

to internal and external inquiries on behalf of the President.

. Ran a number of personal errands on behalf of the President.

Responsible for tracking expenses, paying monthly rent & household

bills. Liaised with property Mgt. Successfully supervised an entire

move from NY to London (wrapped, packed & labeled all personal

belongings & household items, along with tidying up the apartment over

the week-end).

. HR responsibilities: Set-up office policies & procedures and initiated

the implementation of electronic reporting procedures. Created &

managed a digital filing system with critical documentation scanned

into a central and secure server. Kept paper & electronic personnel

and vendors records up to date. Processed all new enrollments

(including work visas), changes & terminations of employment & e-

mailed forms to HR in London. Placed ads & set up interviews of job

applicants, and followed-up with job offer or rejection letters.

Assisted HR/Payroll by calling in new information to an outsource

Payroll Services (Compupay). Handled highly confidential information

with the utmost discretion, and managed data/voice, Internet, cell

phone accounts, employee files and health benefits.

. Special event planning: Successfully coordinated conventions,

exhibitions and trade shows for attending staff & Senior management

(travel arrangements, booking of conference room, booth, furniture,

accessories, etc.). Created invitations, put together promotional

material, and organized the shipment of presentation display,

equipment & giveaways. Planned the company's Christmas party & the

Annual Achievement Award aboard a Dinner Cruise (including travel

arrangements).

. Planned office relocation from 100 Park Ave. to the Chrysler Bldg.:

Researched and hired realtor. Selected site and worked closely with

Tishman & Speyer (building management), architect, contractors,

interior and furniture designers. Personally packed the office

equipment, supplies & business files. Successfully oversaw the move

and installation of hardware, new furniture, telecommunications

equipment & IT system with no disruption of business.

12/1989 - 02/2009: Bilingual French Executive/Personal Assistant to CFO -

Rail Europe, Inc. White Plains, NY

REG, Inc. a privately held company with a net profit of $250 million in

the States alone, and over $1 billion worldwide, is the leading authority

of European rail travel (Eurostar, Premier high-speed trains) in the

United States, representing more than 35 European railroads (Paris

Headquarters)

. Professionally assisted CFO and VP's in budget preparation and

analysis, as well as the completion of a Network growth, expenses

trends and implementation of electronic reporting procedures.

. Analyzed long distance carriers monthly invoices (AT&T, MCI and

Sprint), and developed a management spreadsheet based on the

corporation's voice and data to reduce communications costs.

. Maintained and managed all financial activities including departmental

budgetary, expense tracking, end of month reports, Cost of Sales,

monthly invoices, petty cash request, A/P & A/R, Account

Reconciliation, Corporate reimbursement, T&E reports and P.R submitted

to CFO.

. Personal Bookkeeper to CFO: Paid bills, managed household budget, A/P

& A/R, in addition to Payroll processing using QuickBooks for a multi-

staffed private country estate, as well as collaborating with personal

Banker & Accountant.

. Ran personal errands for CFO and Sr. Executives: Christmas and special

events shopping, dry-cleaning, dinner reservations, scheduled personal

appointments & planned social events, and offered French tutoring to

children of Executives.

. Responsible for managing household staff & 5 residences for

expatriates: House leasing (inspection of premises, negotiation of

leases) purchasing of home furnishings & household supplies, and

hiring & managing cleaning and maintenance crew.

. Scheduled high-level videoconferences and conference calls. Organized

Board Meetings and coordinated preparation & timely distribution of

materials and presentations to the Board of Trustees. Maintained

substantial and confidential communication with European Partners and

Senior Executives.

. Served as the primary liaison and authoritative information on CFO's

activities.

. Created highly effective organizational and filing systems, including

quick and thorough indexing (a complete index of North, Central &

South America, Australia, Asia, India and Middle East contracts,

filing and setup), resulting in easy access to critical information,

and streamlined office functioning.

. Organized sophisticated travel arrangements for CFO and Sr.

Executives. Set-up training room and provided all necessary training

materials, and travel arrangements for US and International clients

scheduled for on-site training.

. Managed a second assistant who oversaw daily workflow, and maintained

master calendar of events and daily log of activities. Created,

composed & amended correspondence, documents, presentations & reports

in English and French.

. Organized Corporate luncheons, coordinated office Holiday parties

(Christmas and 4thof July) and special events (picnic, birthday and

retirement parties).

. HR responsibilities: Posted ads and contacted employment agencies &

set up interviews of job applicants. Hired, trained & managed

administrative professionals. Organized the office, and maintained

accurate record keeping. Sorted & distributed mail. Prepared,

processed and submitted medical insurance and benefits forms (401K) to

HR and payroll information to an outsource Payroll Services (ADP).

. Coordinated installation and set-up of workstations, office equipment,

hardware, software, ACD system, voice mail and e-mail accounts

directly with the IT department, and designed & developed work

schedule for the IT staff in order to meet project deadlines report.

. Played key role in design of interoffice Intranet (Front Page),

collaborating with Web designer to identify and define essential

components of site functionality. Worked closely with Executives

involved in researches pertaining to the "Internet Deployment

Project".

& Education:

. ICS, USA

Internet/WEB Page Designing Certification

. Purdue University, USA

IAHCSMM - CRCST Certification (Healthcare/Hospital Management &

Microbiology)

. USTV (Universit du Sud Toulon Var), France

BA in Business Administration & Finance

: Computer Skills: MS Word, MS Excel, MS PowerPoint, MS Outlook, Mail

Merger, PageMaker, QuickBooks, Internet, Intranet

Languages: Fluent in FRENCH

Contact this candidate