Sign in

Administrative Assistant Executive

Guyton, GA
March 13, 2019

Contact this candidate


Jocelyn A. Olson- *

Jocelyn A. Olson

Executive Administrative Assistant / Personal Assistant

*** ********** ***** ******, ** 31312

Phone: 912-***-**** Email:

having become a valued friend and trusted colleague, Jocelyn's bright, positive presence in this office will be sorely missed... her hard work, dedication and perseverance have helped this company grow and succeed to a level we only imagined... I feel fortunate that I can look at Jocelyn and say, “That girl right there; she's family 2016 Farewell Dinner, Global Financial Advisory, Inc.


Jocelyn’s administrative and client care skills are second-to-none...shows exceptional attention to detail while maintaining a heavy workload...a team player and a consummate professional 2009 Performance Review Excerpt, Global Financial Advisory, Inc.


Jocelyn’s outstanding planning, multitasking and organizational skills have helped the advisors, as a whole, increase their production; one by 68 a truly gifted assistant 2007 Performance Review Excerpt, Global Financial Advisory, Inc. COMPUTER SKILLS

Microsoft Word, Excel, PowerPoint, Access & Outlook; OpenOffice Writer, Calc; ACT! Client Management Database; Advisor's Assistant Client Management Database; Principia Pro

(Morningstar); Windows 10


FBSI Back Office System for National Financial Services, LLC & Fidelity Investments, LLC; Fidelity Advisor Channel; National Financial Services Streetscape & myStreetscape for clients; Citrix; NetExchange & NetExchange Pro;; Fidelity Fullview client website; Statement One; Charles Schwab Advisor Services; Schwab Institutional; Dispatch Track; Profit On Demand CORE COMPETENCIES

● Office Organization & Administration ● Spreadsheets & Reports

● Records & Database Management ● Scheduling & Calendaring

● Telephone & Front Office Reception ● Meeting & Event Planning

● Project Management & Delegation ● Staff Management & Mentoring

● Client Management ● Leadership & Supervision

● Business Communications ● Interpersonal Relationships Jocelyn A. Olson- 2



Customer Service / Hazmat Specialist, July 2017 to Current Direct Supervisor: Courtney Adams 912-***-****


Responsible for dispatching two company drivers to and from the port under ever changing deadlines and shifting priorities. Initiate and maintain close customer contact throughout entire job process from file creation to invoicing the client’s account at job completion. Results:

o Offered Hazmat Specialist position within 7 months of starting at APC; completed certification within two weeks of the initial offering.

o Able to assume full responsibility for the role and its various aspects within weeks of starting the job, requiring only minimal further guidance and direction. o Easily developed a relationship with the warehouse employees and drivers creating an atmosphere of respect between their role and mine. o Rapidly developed a great rapport with APC’s customers; learned each account’s caveats and preferences almost effortlessly.

Industry Specific Skills/Responsibilities:

o Schedule, confirm and provide time frames for each customer's job to be completed. o Provide drivers with the paperwork and information required to obtain or return equipment to the port.

o Apprise warehouse of deadlines and cutoffs and provide paperwork required to complete the job on time.

o Utilize the port system, NAVIS, to monitor deadlines, cut-offs, equipment status and truck efficiency.

o Prepare outgoing shipments and bills of lading for Freight leaving the warehouse on over-the- road trucks.

Eller & Owens Fine Furniture

Dispatcher / Logistics, August 2016 to November 2016 Direct Supervisor: Regina Delili 828-***-****


Specialized in utilizing Dispatch Track routing software and client tracking database, Profit on Demand, to create the most efficient daily routes for two furniture delivery trucks. Being very detail-oriented and focused on time management, I was able to quickly and efficiently learn the required systems in order to provide the best possible routes for our delivery teams while maintaining flexibility for possible emergency situations and/or adding last-minute stops to our Jocelyn A. Olson- 3

busy delivery schedules. Obtained the ability to effortlessly circumnavigate various delivery- related issues including traffic situations, driver issues and client-specific date/time requirements.


o "Raised the bar" of expectations and skill requirements for the position. o Complimented as being "the best ever to work at the dispatch/logistics desk". o Able to assume full responsibility for the role and its various aspects within two days of starting the job, requiring only minimal further guidance. o Quickly developed a very efficient relationship with the warehouse employees and drivers creating an atmosphere of respect between their role and mine. Industry Specific Skills/Responsibilities:

o Schedule, confirm and provide time frames for each customer's delivery or service request. o Map routes accordingly to provide drivers with the least stressful, most efficient delivery schedule.

o Enter delivery dates and assign deliveries to the correct truck via Profit on Demand and upload the information into Dispatch Track for proper routing. o Provide and verify that each truck has the correct paperwork and delivery route for his truck each day.

o Verify with the warehouse that both trucks are at or below capacity to ensure safe operations and timely delivery to each customer.

o Enter and track delivery spiffs for each delivery crew daily. o Communicate with salespeople in two stores regarding scheduled deliveries, pending deliveries, customer issues, cancellations, etc. on a daily basis. o Pair freight bills with the correct sale when merchandise is delivered to the warehouse. o Enter and verify customer opportunities for all sales staff on the floor each morning. Global Financial Advisory, Inc. - Full Service Investment Firm Executive Administrative Assistant, June 1993 to January 2016 Direct Supervisor: Louis Maresca 828-***-****


Provide executive-level administrative support within an extremely busy, hectic, full service financial/investment office while maintaining a high level of energy, enthusiasm, and the positive approach that no task is too big or too small. I possess a poised, confident, organized, articulate manner that has been remarked upon repeatedly for providing an excellent first impression of the company to clients and vendors alike and take great pride in being punctual, dependable and always willing to go above & beyond to ensure that deadlines are met, clients are happy and executive's time has been maximized to its fullest extent. Results:

o Recognized for high-quality work, organizational strengths, deadline & project management abilities and exceptional client care.

o Consistently demonstrated the knack for resolving client, executive and staff concerns/disputes with grace, tact and complete discretion. Jocelyn A. Olson- 4

o Contributed to and helped create a happy, harmonious work environment that promoted professional development among staff.

o Able to seamlessly attend to details and exercise decision-making in high-pressure situations. o Repeatedly recognized for possessing great attention to detail and aggressive follow through. o Praised by supervisor for excellent performance during his 4-week family vacations and extensive business travel.

o Excelled within deadline-intensive environment, ensuring 100% accuracy and on time completion of all projects.

o Demonstrated the ability to develop new organizational processes, workflows, policies and procedures, as well as maintain them and instruct staff as to proper usage and maintenance of said procedures.

o Created databases, spreadsheets and tracking systems that improved business management, GDC production and increased auditing efficiency and accuracy. Transferrable Skills/Responsibilities:

o Manage executive team’s (5 members) business & personal calendar(s) requiring interaction with both internal and external customers to coordinate a variety of complex meetings and schedules.

o Manage domestic & foreign travel arrangements including detailed agendas/itineraries and expense reporting.

o Design, prepare and assemble complex written and electronic memos, charts, tables, graphs, business plans, reports, spreadsheets, correspondence, presentations and confidential materials containing highly sensitive issues for both internal & external clients, meetings and events.

o Manage business & personal records pertaining to clients as well as to advisors and top-tier executives.

o Developing, implementing, maintaining and administering filing system- both on paper and electronic- for all client transactions, risk management items, legal issues and staff/executive maintenance.

o Take phone messages and/or answer all routine and non-routine questions promptly and efficiently.

o Weekly communication with executives via email regarding the status of all pending transactions and expected income.

o Prioritize and manage multiple projects simultaneously (able to reprioritize on a dime with relatively little noticeable interruption) and follow through on issues in a timely manner. o Strategic planning and budgeting of activities that meet and support the company's internal & external objectives.

o Compliance with, and enforcement of, company and industry-specific policies and procedures. o Provide assistance and support to other staff members (as needed). Industry Specific Skills/Responsibilities:

o Preparing, filling out and processing of all paperwork for every new client and/or transaction. o Opening all broker/dealer and RIA accounts using the appropriate back office system. o Initiating, processing and tracking all broker/dealer and RIA ACAT/Non-ACAT transfers. o Developing and maintaining electronic client files for each client and account or transaction under his or her name for audit purposes.

o Filling out, processing and tracking annuity (fixed, EIA and variable), REIT and life insurance business from filling out and submitting the application to commission being paid. Jocelyn A. Olson- 5

o Communicating with advisors and clients via email regarding the status of all pending transactions on a weekly basis.

o Processing all financial transactions and cash disbursement requests including 1-time IRA distributions, NQ funds requests, etc.

o Weekly communication with executives via email regarding the status of all pending transactions and expected income.

o Setting up standing instructions for recurring ETF/Wire/Check disbursements. o Setting up automatic bill pay and account maintenance for elite clients. o Set up and maintain a running list of clients with mandatory IRA distributions; set them up for automatic withdrawals or process on an “as-needed” basis. o Set up client access to their accounts via the appropriate website for each specific account and train them on each site.


Cardinal Mooney High School - Sarasota, FL - Class of 1996; General Curriculum Frenchburg CC - Frenchburg, KY - Class of 2001; Graduated with a Certificate in Business Foundations & Management


Will be provided upon request.

Contact this candidate