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Executive Assistant Manager

Location:
Columbus, Ohio, United States
Posted:
April 27, 2019

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Resume:

Kristen L. Bishop

**** ** ***** *****, ********, OH 43204, Cell: 614-***-****, ac88ad@r.postjobfree.com

SUMMARY:

Dedicated administrative professional with over twenty years’ experience. I have used technical and interpersonal skills to enhance organizational efficiencies and operations. Chornyak & Associates Brokerage Firm: Commonwealth Financial Network April 2018 to March 2019 Executive Assistant

• Answer multiple line NEC switchboard and retrieve voicemail

• Greet clients in lobby area, offering beverages and notifying advisor of their arrival

• Keep lobby orderly to maintain appearance for incoming guests

• Check and distribute incoming faxes & mail

• Schedule client meetings and conference calls for three financial advisors utilizing Microsoft Outlook

• Order office supplies & place service calls for office equipment

• Keep kitchenette stocked with beverages, and empty dishwasher each day

• Stock copy paper in copier and printers throughout office

• Create daily overnight envelopes and packages via UPS shipping

• Create new client accounts, such as IRA’s, Roth’s, Rollovers and Trust’s utilizing COMMunity Link software

• Maintain existing client accounts by updating CRM database, such as change of address or client suitability

• Create outside business accounts (such as IRA’s, 529 Plans etc.) for clients with other investment companies

• Create and mail account forms and letters of instructions to clients to sign, date, return

• Send client account forms electronically utilizing DocuSign software if they do not want paper forms

• Make phone calls to various investment companies to obtain forms and information regarding client’s accounts

• Assist clients by discussing questions pertaining to forms and simple updates to their existing accounts

• Scan client tax documents for Tax Department and save to electronic backup file folder

• Maintain & place orders for mutual fund annual reports and prospectuses by keeping track of fund updates to keep compliant for distribution to clients

• Place online food orders for office luncheons and parties

• Upload investment correspondence to Commonwealth Compliance each Monday for review

• Utilize electronic deposit machine to upload investment contributions to Commonwealth to be processed

• Run daily “SWP” (Systematic Withdrawal Plan) report for advisors and check liquidations to make sure there is enough cash in clients account for monthly distribution

• Set-up EFT bank account lines for clients checking & savings account to make contributions or take distributions from accounts

• Set-up new “SWP” mutual fund liquidation plans utilizing Wealth Scape software for monthly client distributions

• Create new client Household in CRM database by entering-in personal data

• Mail-out quarterly client newsletter to over 900-plus clients

• Update client data in Constant Contact database for monthly electronic newsletter

• Filing client documentation as necessary

• Assist with annual Christmas brownie & gelato gift list distribution to clients through vendors Codrea Financial Services Brokerage Firm: LPL Financial LLC May 2014 to April 2018 Executive Assistant

• Processed all new (and maintained) existing disability and term life insurance policies for clients

• Set-up medical exams for clients for life & disability insurance application process

• Processed new account forms for annuities and serviced existing annuities by updating client information

• Initiated client account transfers and rollovers

• Placed daily mutual fund trade purchases and sales for financial advisor

• Set-up mutual fund systematic purchases and sales in client accounts

• Set-up new accounts and maintained maintenance on all existing accounts or changes that were needed

• Handled all Compliance issues for notifications received on client accounts from LPL Financial

• Handled all office expenses utilizing simple Microsoft Excel spreadsheet

• Ordered office supplies & maintained office equipment by placing service calls and ordering toner

• Answered incoming phone calls and utilized voicemail if necessary

• Processed business by sending faxes electronically, and processed client check deposit contributions via US Bank mobile deposit

• Scheduled annual review meetings with clients, prospects, referrals, then sent reminder emails and placed calls to ensure attendance

• Sent account forms electronically utilizing DocuSign software if client chose paperless documents

• Client meeting prep for upcoming meetings, doing account research by pulling most recent statements and account data along with talking points for agenda

• Client Account View & Wealth Vision set-up, including maintenance for clients

• New and existing client personal data set-up utilizing Branch Net and Client Works software via LPL Financial

• Financial plan input utilizing Wealth Vision software via LPL Financial for new and existing clients

• Processed annual year-end “RMD’s” (Required Minimum Distribution) for clients age 70 1 2 or older

• Processed annual year-end “RMD’s” (Required Minimum Distribution) for Inherited IRA Beneficiary clients

• Processed annual year-end 529 Plan and IRA contributions for previous year tax incentives

• Created quarterly company electronic newsletter for clients and referral partners via Constant Contact

• Weekly social media posts and client follow-up for life changing events utilizing Hootsuite, Facebook, LinkedIn

& Twitter sites

• Completed research for brochures given to clients with information by pulling data from other mutual fund companies

• Event planning: scheduling, invitations, RSVP, details for location with food and costs, packets and folders for attendees, sign-up sheets & name tags

• Planned annual client events, such as Codrea Classic Golf Outing for over 100 golfers, Client Spring Picnic at Blendon Woods Metro Park and OSU Dental Student events at various Columbus restaurants and venues Executive Office Place November 2011 to May 2014

Receptionist/Accounting Administrator

• Greeted all customers who entered building

• Answered multiple line NEC switchboard for over 120 tenants

• Scheduled multiple attorneys (tenant) appointments and processed payments received from their clients

• Booked conference rooms for outside clients and building tenants

• Assisted center Manager in overflow work, such as creating resumes, doing internet research & typing reports

• Ordered all office supplies, including toner for copiers

• Processed all outgoing FedEx packages for tenants

• Assisted tenants with simple troubleshooting computer related issues

• Aided with food and beverages for tenant’s client meetings

• Coordinated office parties and created monthly center bulletin board

• Assisted center Manager with move-in/move-out procedures of all resident tenants

• Processed all incoming and outgoing mail, utilizing Stamps.com for outgoing mail

• Received a Certificate of Achievement in Best Customer Service at our Dublin center

• Processed accounts receivable for Airport & Worthington Business Centers utilizing customized software Rite Rug Flooring, Columbus, OH April 2010 to July 2011 Builder Customer Service

• Processed all new build and lived-in service requests for builders & field supervisors using RFMS database

• Answered incoming switchboard calls on multiple Mitel phone line

• Processed multiple schedules including new build in and lived-in service repairs through Purchasing Dept.

• POS original installation schedule

• Made phone calls to homeowners to schedule service repairs

• Ordered and reserved all flooring material for all new build and lived-in service repairs through Purchasing Dept.

• Processed and coordinated mill claims for all damaged flooring materials

• Processed material returns for all unused goods with warehouse supervisors

• Operated two-way Nextel to coordinate repairs with builders and field supervisors ProLogis, Columbus, OH September 2006 to November 2009 Administrative Assistant/Receptionist

• Maintained all office machines and equipment

• Created and maintained office sustainability and sustainability functions

• Ordered and maintained all kitchen and office supplies

• Processed all operating office invoices

• Answered all incoming calls on a multi line Avaya phone switchboard and dispatched calls accordingly

• Processed outgoing mail for all departments

• Processed all outgoing express shipping utilizing UPS shipping software

• Assisted with reorganizing office filing system

• Greeted all guests, clients and brokers

• Assisted with Broker Listing and Commission Agreements

• Updated and maintained Lease Tracking spreadsheet Assistant/Marketing Department

Assisted Senior Vice President and SVP’s Assistant with the following:

• Industrial Real Estate Proposals, Industrial Real Estate Leases

• Processed invoices and monthly tracking progress reports

• Assisted in making travel plans as needed

• Assisted in coordinating conference calls

• Ran reports from Yardi for property managers

• Assisted with site plans, building plans for proposals and leases

• Assisted with the implementation of an online property search program by working with Corporate inputting all properties currently for lease

• Input all photographs & property descriptions for current and available listings

• Worked closely with Xceligent and CoStar managers in confirming all vacancy building reports Assistant/Property Management

Provided general assistance to the Senior Property Manager, Property Manager, and Property Management Assistant with the following:

• Processed and coded all utility invoices using PeopleSoft software

• Processed all lease and building filing

• Assisted with correspondence for both Senior Property Manager and Property Manager

• Responsible for getting all building emergency calls to Property Maintenance Technicians and contacting Property Management Department

• Updated monthly Maintenance Technician building visit spreadsheet

• Processed recurring Yardi Work Orders and Work Order Reports

• Scheduled Environmental Survey’s for Property Manger’s with customers

• Made AR calls to collect rent and utilities for Property Managers TECHNICAL:

80+ WPM, Microsoft Office products, Timberline, Showing Desk, MLS/Tempo, ProLease, Yardi, Yardi Voyager, PeopleSoft, Xceligent, CoStar, RFMS, POS, Morning Star, Facebook, Twitter, HootSuite, LinkedIn, Branch Net, Constant Contact, Account View, Wealth Vision, CRM/Sales Force, Client Works, CoMMunity Link, Wealth Scape EDUCATION:

• Attended winter semester evening art courses in 2006 at the Columbus College of Art & Design, Columbus, OH

• 1994 Graduate from Bellefontaine High School, Bellefontaine, OH



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