Executive Assistant Administrative
Resume:
Rochelle Frederick
*** ********** ****, *********, ** 30188
***********@*******.***
Professional Summary
Executive Administrative Assistant with over 15 years of experience supporting C-level executives and their teams with emphasis on travel itineraries (domestic, international including passport and visa application process), heavy calendar management, meeting /event planning and coordination, invoice tracking/coding, new hire onboarding. Exercises sound judgment and maintains discretion in confidential matters. Maintains a high degree of professionalism and integrity. Able to plan, prioritize and manages multiple tasks, in fast paced environments. Works independently or as part of a team. Strong written and oral communications skills. Composes correspondence; manages, creates and edits both internal and external documents, presentations, and spreadsheets. Assists with budget planning and tracking (P&L), light bookkeeping, office management/coordinator.
Skills/Qualifications
Proficient in MS Office 365 products, including One Drive, SharePoint, and Visio. Other applications include: Adobe Acrobat DC, Concur expense reporting, CTAN, Egencia Travel, Oracle (PeopleSoft). Manages Corporate T&E card and Corporate Purchase card, A/P coding and tracking. Other skills include: organizational, office management, marketing coordinator, event management (venues and catering) and customer service.
EMPLOYMENT HISTORY
Wolters Kluwer Tax & Accounting North America US Small Firm - Kennesaw, GA March 2017 – July 2018
Executive Administrative Assistant to the EVP/GM, US Small Firm and the CFO of Tax & Accounting North America
Managed complex calendars across multiple time zones, and kept both executives informed of upcoming meetings, projects and events
Prepared detailed domestic and international travel itineraries, and applied for related travel documents
Reviewed internal and external emails and correspondence for information requests and follow up on behalf of the EVP
Tracked, reconciled and prepared expense reports in Concur for corporate travel card and purchase card expenditures
Entered/monitored time reporting for the leadership team, and approved in Torrance payroll on behalf of the EVP
Coordinated logistics for weekly, monthly, quarterly and offsite meetings for the CFO, EVP and their teams
Prepared meeting agendas and distributed materials prior to each meeting
Took meeting notes and edited for distribution and follow up on action items
Created and maintained multiple employee email distribution lists for internal communications
Coordinated quarterly employee town hall meetings; managed logistics for videotaping and posting and maintained the SharePoint site for all videos and presentations
Facilitated onboarding and provisioning of new hires with office placement, equipment, security badges, etc.
Planned internal and external employee events including the 2017 company- wide flu-vaccine clinic for the Kennesaw office and the 2018 post tax season employee event; lead the employee planning committee
Managed the quarterly employee recognition program for the business segments, including internal announcements; complied list of nominees, prepared award certificates, procured gift cards, prepared payroll reporting documents and distributed awards
Wolters Kluwer Legal & Regulatory - New York, NY June 2005 – March 2017
Executive Assistant to the CFO, VP of Marketing & Digital Strategy (CMO) and Administrative Services Manager
Managed all administrative tasks for the CMO and the marketing team, including heavy calendar management, extensive travel, scheduling internal/external meetings, events and conferences
Monitored and tracked monthly spending for the Marketing budget (P&L)
Initiated a tracking system to monitor division telecommunications status each month and ensure mobile devices for inactive or terminated employees are deactivated and their accounts closed, resulting in cost savings
Created and managed the annual calendar for financial reviews and budget meetings for the CFO
Initiated a new guideline to the division’s corporate travel policy eliminating monthly invoiced corporate account and expanded the use of corporate travel cards for car service reservations, which resulted in reduced spending
Tracked monthly costs and realized savings for Operational Excellence, including monitoring employee telecommunications accounts for inactive phones, negotiating corporate car service rates for discounts, and tracking corporate air travel credit to ensure cost recovery
Point of contact for summer interns and assists with on-boarding and off-boarding those assigned to Legal & Regulatory through the Corporate program
Assisted the Administrative Services Manager on ad hoc special projects and internal/external employee events
Executive Assistant to the CEO
Planned logistics for quarterly town-hall meetings on behalf of the CEO including audioconferences and travel to various locations throughout the US
Planned and executed corporate events for the division, including executive team offsite meetings in locations throughout the US. Coordinated all group hotel, transportation and team-building activities
Organized and summarized information for monthly project status reports; assisted with PowerPoint slides
Distributed quarterly financial reviews, annual operating plans and budgets for the CFO
Created and managed a document library on SharePoint to track annual budget reviews, business development plans, and new business case files for the executive team
Created and maintained tracking in CTAN for all license agreements, NDAs and contractor agreements
Trained and assisted in-house staff on various equipment and software programs
CohnReznick (formerly J.H. Cohn LLP Accountants & Consultants) New York, NY February 2000 – August 2004
Executive Assistant to Partner/ Marketing and Partner/COO
Performed administrative tasks in support of the Partner/COO and the Partner/ Marketing Director for the New York office, including calendar management, business contacts management, and screening of telephone calls
Assisted in the preparation of PowerPoint presentations and proposals for meetings with prospective clients.
Organized firm-sponsored accounting workshops for New York area banking and business professionals for continuing education credit
Created and maintained mail databases for large-scale mailing distribution of correspondence for firm initiatives
Infosis Corporation New York/Quincy, MA March 1996 – July 1999
Executive Assistant / Office Manager
Provide executive support to the President/CEO of an internet start up.
Organized quarterly board meetings; recorded, edited and distributed meeting minutes.
Issued, recorded and maintained stock certificates for stakeholders
Planned and coordinated logistics for quarterly stakeholder meetings
Drafted and issued quarterly newsletters for distribution to board and stakeholders
Managed the provisioning of the New York office, building relationships with vendors, building management, procurement of furniture and equipment and office maintenance.
Managed administrative tasks include bookkeeping, payroll and benefits for staff
Provided personal assistance to the CEO, organized personal residence in the US; managed personal banking; arranged international & domestic travel and prepared immigration applications for filing
Assisted with the closing of the New York Office and subsequent relocation to Quincy, MA
EDUCATION
Attended Borough of Manhattan Community College - New York - General Studies/Biology
Attended University of Tennessee – Knoxville, TN - Business Administration
West High School – Knoxville, TN
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