Administrative Assistance

SUMMARY OF QUALIFICATIONS

Executive-level administrative assistant with 20+ years’ experience; able to internalize the mission of the organization and get the job done

Outstanding work ethic, excellent organizational planning, highly productive and efficient while successfully managing multiple schedules and prioritizing numerous project deadlines

Able to handle sensitive information with discretion and confidentiality

Strong verbal and written communication skills and comprehensive client experience

TECHNICAL AND SOFTWARE SKILLS

Microsoft Office Suite: Microsoft Outlook, Microsoft Excel, Microsoft OneNote, Microsoft PowerPoint, Microsoft Publisher, and Microsoft Word, I-Relay CRM System, Red Tail Technology. Salesforce, and QuickBooks Pro 2011

EDUCATION

American Institute of Business, Des Moines, Iowa, Graduated 1972

CERTIFICATIONS

Certified Notary Public, State of California – expires July 6, 2018

PROFESSIONAL EXPERIENCE

HearthStone Private Wealth Management – Carmel Valley, California June 2015 TO May 2016

Wealth management firm providing long-term strategies for individuals and families with high net worth desiring estate planning.

Client Services Associate and Marketing Assistant

Provided administrative support to President and Compliance Officer

Coordinated events from wine tastings, to seminars, to anniversary party

Responsible for onboarding new client paperwork

Social Media output to Twitter, Facebook and LinkedIn

Maintained confidential and sensitive information

Provided gracious and professional customer service

On The Go Virtual Assistant – San Diego, California 2012 TO 2015

Providing remote executive administrative assistance, managing tasks such as scheduling appointments, making travel arrangements, accounting duties, calling on clients and creating follow-up procedures, among others. All administrative support executed virtually with clients billed only for services rendered

Executive Administrator

Clients included:

WOOD GUTMANN & BOGART – Tustin, California (2-year assignment) Full service regional insurance broker. Hired to provide administrative support to one of the top insurance brokers in the property and casualty insurance business. Managed the sales funnel by tracking all communication for a five-person sales team during weekly sales meetings. Responsible for sending all follow up correspondence to prospective clients and referrals as well as tracking action items for sales team and providing accountability to broker. Additional tasks pertained to assisting the broker with several board positions and related tasks for local non-profit organizations.

ORANGE COUNTY ADVISORS IN PHILANTHROPY – Irvine, California (2.5-year assignment) Network of diverse professional financial planners and advisors. Hired to provide administrative support to the President as well as general support for the organization. Created agendas and related materials for board meetings, actively participated in board meetings, tracked action items for ten board members, maintained membership list, communicated with members on the renewal process, tracked attendee list for all organization events, and helped coordinate various events.

STRATEGIC OCEAN SOLUTIONS – La Jolla, California (3+ year assignment) Full-service consulting firm specializing in global ocean management solutions. Hired to provide bookkeeping services for the organization.

LAW OFFICES OF HILDY L. FENTIN– San Diego, California (four-month assignment)

Family Law Mediator. Hired to provide interim and immediate legal assistance and administration support to one of the area’s top family law mediation attorneys after the sudden departure of 19+ year key employee. Fulfilled all responsibilities and brought ongoing administrative stability until replacement legal assistant was hired and trained.

KELLAR LAW GROUP – San Diego, California (seven-month assignment) Family Law and Estate Planning Attorney. Hired to provide administrative support for single family law and estate planning attorney, including complete redesign of business processes and client onboarding, creating best practices guide for future employees. Also tasked with brand and customer experience management, redesigning all aspects of internal/external communication efforts and personally representing the business.

Additional clients included: Real estate agent, insurance agent, author, entrepreneur, environmental engineer, executive business coach, and CPA.

PRATT LEGACY ADVISORS – Bellevue, Washington 2001 TO 2012

Wealth management firm providing long-term strategies for individuals and families with $5M to $100M net worth desiring estate and philanthropic legacy planning.

Director of Client Relations

Provided all administrative support to firm’s President including oversight of daily operations, email and voicemail screening, drafting and editing correspondence, as well as preparing spreadsheets, confidential reports, presentations, and executing special projects.

Skilled in data management, PDF file conversions and technology and software installations

Provided client reception and handled multi-line telephone support with exemplary customer service

Established and implemented standard operating procedures (SOPs) and strategically streamlined processes

Maintained I-Relay CRM system including information on all insurance policies, clients, marketing prospects, advisor network, and maintained networking information on all

Facilitated calendar coordination and scheduling including meetings, events and synchronization of personal and professional obligations

Drafted correspondence, provided editing/proofreading in the creation of marketing materials, publications, communications and company website

Responsible for comprehensive event planning for all seminars, presentations, and meetings for clients, prospects, advisor network, philanthropic groups and personal events

Administered all accounting functions including Accounts Payable, Accounts Receivable, Payroll, Invoicing, Reconciliations and Collections for day-to-day operations

Coordinated all business and personal travel including creating detailed travel itineraries

Provided ongoing administrative support for a non-profit Board over a four-year period

Maintained confidential and sensitive information for all high net worth prospects and clients including client financial information and tax data

Provided gracious and professional customer service to clients, vendors and professional colleagues

Handled all coordination of outside vendors for office and equipment needs

Successfully designed and facilitated two office moves from design layout to selection of office equipment/furniture to final installation and set-up

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