NICOLE FERRARA

*** ***** **** *****, ******** Twp., NJ 08085 • C: 610-***-**** • acuqn4@r.postjobfree.com

ADMINISTRATIVE ASSISTANT

OFFICE MANAGEMENT/ADMINISTRATIVE PROCEDURES

Highly accomplished and qualified Executive Assistant with C-level administrative experience and proven expertise in driving office operations and providing excellent client support. Entrepreneurial background with significant experience in document control systems and policies, creating protocols and procedures for special projects and administration of daily functions. Exposure to highly confidential environments and accomplished in consultative interaction and ability to build and maintain relationships. Possess superior communication skills and keen attention to detail. Seeking an Executive Administrative role to apply strong cross-functional skills to the growth of a top tier organization.

Key Competencies:

Work Flow Planning • Time and Resource Optimization • Customer Satisfaction

Accounts Receivable/Payable/ Invoicing • Strategic Problem Solving • Information Management Organizational/Interpersonal Skills • Documentation Management

Multi-Tasking • Staff Cross-Training • Calendar Management • Proposal Development

PROFESSIONAL EXPERIENCE

TPA, Swedesboro, NJ 2014 to Present

Executive Assistant

Administrative Assistant supporting the President, Executive Staff and Plan Administrators with primary responsibility of creating, prioritizing and executing the daily work flow ensuring efficient administration of

time sensitive projects. Serve as liaison between Financial Advisors, clients and administrators and maintain continuous communication channels with supervisors and workers to sort work related issues and concerns while handling and processing confidential and sensitive information.

Financial Administration and Documentation:

Utilize systems on daily basis for on-boarding and follow-up for new business.

Collect, input and track data in order to complete various company reports.

Prepare, send and follow-up on collection of client invoices.

Implement filing of forms and documents in compliance with IRS and DOL regulations.

Daily spreadsheet updating of Trust accounting.

Reconcile accounts receivable/payable records on monthly basis and perform regular reconciliation of bank statements.

Coordinate with the accounting team and carry out financial transactions.

Operational Responsibilities:

Manage calendars for executive staff and company schedules while assertively addressing and responding to client inquires on a timely basis.

Receive and sort mail, e-mail and electronic deliveries and accurately prepare and send correspondence including faxes, e-mails, letters and reports.

Answer high volume of incoming calls and in person inquiries from clients and colleagues.

Developed efficiency-enhancing workflow/process improvements that made it possible to accommodate increasing responsibilities necessitated by staff reductions.

Planning, organizing and controlling the office administration.

Professional Experience Continued:

Managing the clerical aspect of the organization and coordinating it with every department.

Manage facilities within all departments.

Introduce new policies, rules and regulations and ensure they are followed.

Maintain and order office supplies and routine maintenance of office equipment.

Ferrara Services, LLC, Glenn Mills, PA 2010-2014

Pension Recordkeeping

Owner/President

Directly responsible for providing services in Human Resource Management (employee recruitment, staff development, conflict resolution and policy development) and managing/retaining talent inside organization and for improving leadership strength.

Business Operations

Spearheaded Accounts Receivable/Payable including invoicing, benefits and compensation.

Integrated functional strategies, utilizing business experience to reach financial and operational objectives while monitoring company policies and developing new operational procedures for firm resulting in increased efficiency.

Developed operational functions essential for increasing firm’s productivity, such as, data collection, reporting and client services, writing procedural manuals for each position and cross training staff.

Processed confidential and sensitive information and addressed and responded to client inquires.

Performed effective customer service endeavors including diffusing, neutralizing and resolving client issues.

Administered daily electronic file management procedures to monitor and update client records ensuring clients’ retirement plans were in compliance with government regulations.

Met all government deadlines for plan filings, i.e., tax forms, amendments, and notices and maintained continuing education in connection with retirement plan regulations and compliance.

Utilized software and policy procedures to keep Client Administrators organized and updated.

J.M. Singley & Associates, Inc., Media, PA 1993-2010

Executive Administrative Assistant

Administrative Assistant supporting the President, Enrolled Actuary and Plan Administrators with primary responsibility for Accounts Receivable/Payable/Payroll, prioritizing and maintaining work flow and administrating client interactions.

Designed, implemented and maintained client billing system.

Maintained confidential material and served as lead contact between clients and plan administrators through execution and tracking of projects for executive staff.

Researched, created and implement paperless office scanning system and prepared documents/government forms to be submitted to IRS.

Additional Professional Experience:

Assistant Meeting Planner, Eastern Building Material Dealers Assoc., Media, PA

EDUCATION & TRAINING

Diploma, Upper Darby High School, Upper Darby, PA

Technical Training, Seminars in QuickBooks and Relius Pension Software.

Technical Skills: CRM System, Microsoft Office, Dedicated Database Systems.

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