Executive Assistant and Office Manager

Rosa M. Verchot

**** ******* **.

Rockville, MD *0851

Home: 301-***-**** – Mobil: 301-***-****

Email: aczu1t@r.postjobfree.com

linkedin.com/in/rosa-verchot-960261127

Profile Statement

Management professional with over twenty years of experience working in global public affairs and strategic communications. Fluent in Spanish and English. Medium level in French

Strategic thinker with ability to link organizational vision to on-the-ground logistics and identify metrics to meet deliverables

Can identify elements of quality, efficiency and service in customer-oriented enterprise. Excellent communication, organizational and strategic-thinking skills

Generous team player

Valued by staff and supervisors for ability to independently manage projects, maintain documentation, anticipate issues, and meet deadlines

Critical Skills

Administrative: experienced office and team management; provide leadership, mentoring and training; excellent communication, interpersonal skills, and problem-solving abilities. Extensive experience in supporting executives, calendar management, travel management, processing and tracking of expenses, subscription management, and vendor management

Specific competencies: work with precision to handle details, solve problems, and make sound decisions. Work independently or as an effective team leader.

Professional Experience:

APCO Worldwide Inc.

International public relations/public affairs consulting firm

Washington DC 2004

Executive Assistant to the Worldwide CFO, April 2000 – September 2016

NA CFO, NA CTO and NA Facilities Senior Director (15 years and 5 months)

IT & Facilities Coordinator/

Travel and Subscriptions Manager

Provide support to the Worldwide CFO, NA CFO, NA Facilities Senior Director and NA CTO. Key highlights:

Managed calendars and arranged conference calls. Monitored executive e-mails and voicemails, and processed incoming mail.

Reviewed and processed expense reports. Handled time entry.

Coordinated meetings and events, including creating and editing presentations, preparing bound documents, compiled reports and prepared agendas and other background materials needed.

Edited, formatted and proofread multiple internal and external communications such as correspondence, proposals, contracts (client, consulting and vendors), and prepared PowerPoint presentations.

Organized clients and international delegation’s visits to Washington, DC. Arrange travel reservations, prepared visa requests, reserved meeting facilities, prepared briefing books, coordinated catered luncheons or dinner reservations and create detail meeting schedule.

Developed extensive domestic and international travel coordination plans including air, train, and limo and lodging reservations, prepare detailed itineraries, and created briefing books for travelers. Anticipated needs of business travelers such as international visas and vaccinations.

Coordinate and manage administrative staff meetings by developing topics of discussion for the group.

Identified action items assigned to staff, tracked deliverables and assisted to resolve issues.

Created, maintained and updated manual and e-files to use as an excellent resource to research vendor invoices, contracts and credit card payments that have been processed.

Maintained data base.

As a Coordinator for the Accounting, Facilities and IT departments I provided a wide range of administrative support and financial management to the teams. Perform daily complex and confidential administrative duties under tight deadlines. Key highlights:

Processed the company wire transfers (around 500 a year).

Reconciled multiple company corporate credit cards.

Facilitated monthly billing, including initial review and comment on client’s pre-bills to support project managers and coordination of issue reconciliation, to ensure accurate and timely billing.

Manage more than 60 vendors regarding revision and renewal of contracts, processing invoices to ensure accurate and timely payment (around 600 check requests a year), discuss the services they provided and make any necessary service request or cost adjustment. Research discrepancies for resolutions.

Drafted and finalized vendor/consultant/client agreements to ensure contracted services were in compliance with our company policy, regulations and statues. Additionally, tracked and monitored contract documents to ensure they were processed through our legal system and ratified contracts were received.

Manage document storage in office and off-site as well as shredding.

Supervise and manage office reconfiguration and office moves.

Assisted, tracked and managed department’s budgets.

Managed our wireless accounts including porting, adding/deleting lines and ordering new devices (around 160 iPhones). Responsible for changing/upgrading plans and maintained data base of users.

Monitored and tracked IT loaner equipment for all NA employees.

Assisted IT Department in Telco migration projects, facilitated carrier’s transition and equipment returns.

Order office supplies.

Manage parking for staff and visitors.

Coordinate with Landlord to ensure facility maintenance.

Acted as initial point of contact for these departments and assisted new hires in becoming acclimated in the company by be in the “go-to” person for any questions or concerns they may have in regard to the flow of operations within the company.

As Travel and Subscriptions Manager of the company I oversee our travel portal and review our company’s subscriptions. Key highlights:

Manage APCO’s travel portal with Egencia, a subsidiary of Expedia focusing on business travel. Handled user’s accounts and assisted users with the company travel policy. Reviewed itineraries requiring senior-level approval. Coordinated with Egencia agents to resolve issues.

Created annual worldwide travel reports, including flight, hotel, train and car expenses.

Negotiated corporate rates with hotels and apartments for local temporary housing and car services, and coordinated corporate contracts as part of the travel portal.

Reviewed and renewed all company subscriptions. Interacted with all company departments and USA branch offices to review media-monitoring subscriptions. As a result, we cancelled several ones that were overlapping the company around $250,000.00 a year.

Embassy of Spain

Washington DC 20037

Chief Administrator April 1989 – April 2000 (11 years)

Analyzed and summarized reports, statements and transcripts from official and private authorities, including Congress and Senate Committees hearings.

Processed, catalogued and updated procurement documents.

Prepared diplomat pouches.

Responsible for the State Department accreditation program for diplomats.

Responsible for installation and maintenance of daily/monthly security codes for sensitive office communication equipment.

Coordinated travel and documents for visiting dignitaries and attachés.

Oversaw purchase, acquisition and maintenance of assorted required technical equipment.

Responsible for preparing accountability and inventory records.

Maintained expense account and accounting reports.

Bank.

Education

Bachelor of Law (LL. B) University of Valencia, Spain (1989)

Three years (1985/1988) of English and French at the Official School of Languages in Valencia Spain.

Public Notary for the District of Columbia (expiration date 4/30/2019).

Skills

Knowledge of Microsoft Office suite: Word, PowerPoint, Outlook and Excel.

Database entry.

Ability to multi-task

High attention to detail

Maintain confidentiality

Excellent references available upon request

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