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Executive Assistant

Alpharetta, Georgia, United States
October 14, 2018

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* * * * * J a n n i n e G a m a c h e R e s u m e


Alpharetta, Georgia 30022

Mobile: 407-***-**** ●


Polished, articulate, and technically skilled business professional with the ability to manage competing priorities in a fast-paced environment. Versatile administrative, presentation, and technical support skills. Ability to interact and communicate effectively with top executives, while maintaining the utmost level of confidentiality. Team supervision skill set developed through experience as Executive Assistant Office Manager. Good communication skills, and excellent interpersonal relations.

Excels in resolving challenges with innovative solutions, systems and process improvements. Able to work independently, with minimal supervision, while always striving for accuracy and timeliness. Strong computer skills in MS Office suite, as well as the experience and capability to quickly learn new technology. Looking for a long-term career as an Executive Assistant Office Manager providing exceptional support to an Executive Team in a collaborative work environment. Interested in a position that allows my skills, loyalty, and enthusiasm to be valued by my employer.

Key Skills

Executive Assistant Office Management Customer Service Document & Presentation Creation Team Development & Training Report Creation & Maintenance Fully Bilingual (English Spanish) Technology Skills

MS Office Suite: Excel, Visio, Word, Outlook, Power Point, Publisher, Access, Adobe Acrobat, Microsoft Photo Editor, Chempax, Computer Ease, HireRight, and other specialized programs. Keyboard Typing – 75/85 wpm. Excellent telephone etiquette using Polycom, Cisco, Avaya, Mitel, Meridian, and AltiGen telecom systems. Office equipment operation and maintenance of copiers, printers, fax, and postage machines. 10 key calculators by touch.

Professional Experience

11/2016 – Present Mayzo, Inc. – Suwanee, Georgia.

Executive Assistant Accounting Associate International Customer Service Representative Purchasing Associate

• Provide assistance to the President, CFO/CIO, and Accounting Manager.

• Prepare weekly Accounts Payable Report, and submit for review and approval

• Voucher all accounts payable invoices, and generate all weekly AP payments

• Send accounts receivable invoices on a daily basis

• Prepare weekly Accounts Receivable aging report, and follow up with past due clients as needed

• Prepare year-end 1099 tax paperwork

• Create new customer records in the system, send out for credit references, and run the Business Credit Reports.

• Collect all data and present to the Accounting Manager or the CFO for review and approval of credit limits

• Process all incoming orders going to locations other than the USA. This includes data entry, confirmations, Proforma Invoicing, logistics coordination, all documentation, and invoicing.

• Provide international freight quotes to the RBM’s as required.

• Respond to customer inquiries for NAFTA and Certificate of Origin Requests, as well as Material Safety Data Sheets

2 P a g e J a n n i n e G a m a c h e R e s u m e

• Prepare monthly VAT status reporting for orders moving within our warehouse in Belgium and other European destinations

• Provide backup to the (domestic) Customer Service Manager.

• Process all purchase requisitions, including data entry, logistics, brokerage contacts, order follow up.

• This also includes receiving of all documents, maintaining the database, and receiving in the material. 2/2016 – 10/2016 World Fiber Technologies, LLC – Alpharetta, Georgia Fleet Compliance Administrator

• Provide administrative support to the CEO, COO, and CFO, as well as the Fleet Manager, and Field Operations Managers, and the Office Staff.

• Create, maintain, and update in-house forms in Excel, Word, and Adobe Acrobat.

• Process new vehicle, trailer & on-road equipment titling and registration.

• Gather and maintain IFTA vehicle logs, and file quarterly fuel tax returns.

• File annual federal 2290 Heavy Vehicle Highway Tax Return.

• File Unified Carrier Registration (UCR) annually.

• Obtain Florida, Georgia, and IRP vehicle, trailer and on-road equipment annual registration renewals.

• Manage the vehicle fleet and equipment database and spreadsheet. Maintain all location changes, sales.

• Enter Purchase Orders.

• Handle damage claims where other party manages WFT facilities to recoup repair costs.

• Handle small liability property and auto claims directly when WFT is as fault.

• File general & auto liability claims with WFT insurance carrier and oversee claim handling.

• Audit commercial driver files and ensure that all proper documentation is received to achieve full compliance.

• Monitor driver document expirations. Inform job supervisors of upcoming expirations and ensure documents are updated to remain within DOT compliance.

• Monitor all vehicle, trailer, and pull-behind equipment DOT annual inspection expiration dates.

• Process Daily Driver Inspection reports, inform job supervisor and fleet manager of any fleet repair needs.

• Audit driver time sheets for Hours-of-Service violation. Notify drivers and job supervisors to ensure future compliance.

• Maintain records as required by FMCSA regulations.

• Coordinate equipment and vehicle sales – process Bill of Sale, obtain Title and any pertinent documentation.

• Coordinate annual document destruction.

8/2006 – 11/2015 Graebel Relocation Services Worldwide – Alpharetta, Georgia Executive Assistant Office Manager

• Provide general administrative, and clerical support to the Vice President of Operations, as well as the Management Team, and Sales Team.

• Regularly involved in highly confidential communications and processes, and have always maintained the utmost confidentiality, work ethic and protocols.

• Meeting organization and preparation for in-house meetings, including calendar invitations, and catering as needed. Collection and preparation of material from internal and external participants.

• Attend, take notes, and draft minutes for attended meetings. Provide to Executive management for approval and distribute upon approval.

• Establish and train the receptionist on all front office protocols. Provide ongoing backup for the front desk.

• Track/manage projects and department activities due dates/deliverables. Draft email communications as needed.

• Receive and distribute all mail. Post all incoming checks and forward for deposit.

• Request and provide system setup for new hires, which includes desk, phone, and computer equipment setup.

• Work with the executive management team to create and implement internal and client facing reporting, policy systems setup, establish process protocols.

• Responsible for compiling, auditing, and maintaining weekly and monthly statistical reporting. Provide concise, accurate reports to the members of the Executive Management Team on a timely basis.

• Create and provide ad-hoc reporting.

3 P a g e J a n n i n e G a m a c h e R e s u m e

• Schedule office systems training, and systems overview training, as well as statuses and reporting and file closing training.

• File audit for process compliance, maintenance, and storage preparation. Provide any process breaks and findings to the Executive management team.

• Participate in various committees as needed for process updates and improvements.

• Maintain an office supply & break room inventory, place orders as needed.

• Project manager for the annual file and process audit. Facilitate and project manage annual client security reviews.

• Creation and proofing of reports and presentations, drafting and editing correspondence, using spreadsheet, and/or database applications.

• Develop & implement a comprehensive training & procedures manual for the current Operating System.

• Regular maintenance of process manuals, training guides, and other file documents.

• Develop efficiency protocols to increase team member productivity.

• Create and maintain a confidential Employee Business Continuity Plan. Provide guidance and manage weather emergency protocols.

08/1999 – 6/2006 Realty Executives Orlando – Longwood Lake Mary, Florida Office Manager Marketing Executive Assistant

• Developed marketing materials & processed mailed for 70+ real estate agents.

• Billing/invoicing of all marketing jobs and monthly statements.

• New listing input and modifications.

• Front desk reception & phones backup. Training of front desk call coordinators.

• Special activities planning and coordination.

• New agent orientation.

• Upkeep of office procedures manuals, recruiting folders, and general office forms; monthly agendas & minutes. Executive Business Administrator

• Bookkeeping duties including A/P, A/R, and Payroll (utilizing QuickBooks Pro).

• Responsible for all aspects of Real Estate data input - new property listings and sales.

• Processing and disbursement of all associates commissions.

• Escrow account reconciliation and monthly reporting.

• Monthly financial and status reports for all partners and associates.

• Office management duties included supplies and coordinating administrative staff schedules, new hire on- boarding and training.


Bachelor of Science, Saint Joseph's College, Rensselaer, Indiana.

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