Executive Assistant and Office Manager

Carolyn Higgins

Agoura Hills, CA *****

Email: ****************@*****.***, Phone: 310-***-****

Professional Summary

Office Manager and administrative professional with over 20 years of experience in the real estate, financial management, consumer products and research industries.

Expense reporting

Budgeting

Accounts payable management

Human resource management

Travel coordination

Contract negotiation

Collections

IT troubleshooting

Client/vendor relations

Staff training

Client relations

Process improvement

Office Management/Administrative Experience

Managed the administrative needs for the regional director of a global real estate advisory firm with $47 billion in assets under management.

Supervised the administrative staff and temporary employees.

Coordinated national and international employee travel arrangements for all executive levels.

Managed the expense reporting process.

Created the office budget and maintained quarterly variance reports.

Participated in decisions regarding corporate and regional purchasing and cost controls.

Ordered supplies and monitored inventories.

Managed the western regional accounts payable process, including coding, auditing and authorizing check requests.

Negotiated office equipment leases and maintenance contracts and coordinated repairs.

Served as liaison to building management, security staff, parking management, service-related vendors, property managers, attorneys and leasing agents.

Worked with the Information Technology department to troubleshoot telephone and computer software issues and facilitated server updates.

Notarized real estate transaction documents and worked with our legal team and property management staff to process outside legal counsel invoices.

Worked with our property managers to update billing information and manager contact databases.

Facilitated gift donations and ticket sales for charity raffles.

Coordinated regional director functions and holiday parties, as well as office social events.

Managed the office telecommunications system.

Assisted in the preparation of client presentations and publications.

Managed file management and offsite storage units.

Marketing/Client Service Experience

Prepared preliminary sales quotes to new and existing clients of a national sales division.

Tracked new business activity, from product presentation to purchase commitment.

Designed new marketing/sales tools.

Performed market analysis on potential new business.

Served as a liaison between regional sales persons and corporate headquarters.

Assisted in the preparation of actualized sales quotas, budgets and marketing action plans.

Compiled investment proposals, marketing brochures, and client reviews.

Assisted in the daily servicing and liaison responsibilities between clients and operations/trading departments.

Solicited new business.

Resolved with portfolio managers trading concerns and disputes.

Interacted daily with securities firms and banking institutions related to account base.

Performed accounts receivable collections.

Initiated and coordinated graphics department requests.

Maintained client database.

Human Resources Experience

Provided administrative support to the director of human resources.

Answered employee benefits and other questions through the HR support mailbox.

Maintained onsite active and terminated employee files and offsite file retention system.

Maintained compliance documentation and internal job postings.

Coordinated interviews and proctored applicant assessments.

Managed the onboarding process and orientation of new employees.

Compiled data to generate weekly job requisitions, new hire and terminated employee reporting.

Assisted in administering the ADP Workforce Now employee portal.

Designed new HR function tools.

Made travel arrangements for applicants.

Facilitated the service awards and employee discount programs.

Education

SAN JOSE STATE UNIVERSITY

Bachelor of Science, Business Administration (Management), Minor in Humanities.

Employment

JD POWER Westlake Village, CA

HR Administrator (Contractor) 11/15 - 4/17

CORNERSTONE REAL ESTATE ADVISERS LLC Santa Monica, CA

Office Manager 11/95 – 9/15

ROBERT CHARLES LESSER & CO. Los Angeles, CA

Office Manager and Executive Assistant to the CEO 6/94 - 10/95

Additional Information

Proficient in MS Office, Powerpoint, Outlook, Concur, and ADP Workforce Now.

Type 75 wpm.

Former associations/licenses - Meeting Planners International; NASD Series 63, 1989.

Current associations - Notary Public - 1995 to present.

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