Administrative Assistant Vice President

Location:

Austin, TX

Salary:

55000.00

Posted:

March 29, 2024

Contact this candidate

Resume:

Mary Helen Nutt

512-***-****

******@*****.***

http www.linkedin.com/pub/mary-helen-nutt/16/765/762

Qualifications

I have several years of experience as an Executive/Administrative Assistant, in which I have worked directly for Executive Partners, Vice President Director of Operations, indirectly for the CEO/President, Vice President of Programming, Director of Client Services and Vice President Director of ERISA. Responsibilities included coordinating business travel itineraries, process expense reports, reconcile accounts, manage calendar of appointments, process and upkeep employee timesheets/vacation schedules, work with internal and external applicants/clients, and assist with research and deliveries of proposals. I also assisted with projects, prepared correspondence, presentations, reports and Trustee invoicing, supplies, processed incoming/outgoing mail (mail sorter, stamps, stuffer). Served as back-up Receptionist for busy multi-line phone system, while also setting up conference rooms and business luncheons for client meetings, planned and organized company functions (holiday luncheons/parties, Sunday luncheons, team meetings). I have a very strong analytical, problem solving and organization skills, as well as excellent customer service skills.

I enjoy interacting with clients, as I assist them with their every day needs. My expertise lies with the ability to problem-solve any situation and the unique way I provide individualized customer service, while also juggling a large client load and meeting tight deadlines.

Employment History

Horne LLP

Austin, Texas

At Horne LLP, I have held a number of positions with increasingly great responsibility.

Temporary Relocation Specialist

October 2019 – January 2024

Managed setting up new clients for direct bill for new and existing clients (52 clients - lodging, storage and/or movers)

Data Entry

Heavy customer service with client and applicants (internal/external)

Processed billing and reconciliations for lodging, storage and movers, etc.

Processed reimbursement requests for applicants

Main contact for all lodging-related issues and support

Primary contact for problem-solving (research) issues

Primary person responsible for all new hires, setting up employees with company software, lodging (reservations) access

Worked proficiently and cooperatively in team-management setting

Assisted Sr. Managers, Case Managers, Specialists with special projects

Assisted in heavy inbound and outbound calls to/from applicants

Prepare and reconcile expense reports

Train new team members

Prepare correspondence to clients and participants

Prepare procedures

Create and maintain trackers for clients, new hires and billing

Screen phone calls either handle issues or immediately forward call to appropriate person/department

Maintain high level of professionalism and confidentiality at all times

Administrative Assistant

February 2011 – October 2019

Worked proficiently and cooperatively in team-management setting

Main contact for all lodging-related issues and support

Data entry

Set up background verification of new hires (badging)

Responsible for build out and close out of various offices within Texas

Establish set up of direct bill for new and existing clients (lodging)

Primary contact for problem-solving (research) issues

Responsible for setting up all new hires

Prepare weekly client reports

Create and maintain trackers for clients, new hires and billing

Manage calendar, set appointments, meetings, business luncheons, parties, and travel arrangements

Screen phone calls either handle issues or immediately forward call to appropriate person/department

Receive, review and distribute daily mail and handled issues/requests as authorized

Assist in delivering proposals to clients for bid work on multi-billion dollar projects

Prepare correspondence to clients and participants

Prepare procedures

Train new team members

Order/maintain supplies for department

Maintain high level of professionalism and confidentiality at all times

The 401(k) Company

Charles Schwab Trust Company (acquired The 401(k) Company)

Austin, Texas

At The 401(k) Company, I have held a number of positions with increasingly greater responsibility.

Senior Specialist Operations Control and Audit

October 2001 to December 2009

Manage positive pay interfaces for five banks

Produce participant distribution checks

Update and maintain database for participant returned checks and responsible for redistribution of these checks

Responsible for stop payments, research, ACH, wires, fraud (achieved 99% recovery)

Main contact for all bank-related issues and support

Primary contact for problem-solving (research) issues

Set up company employees on bank software allowing them to process positive pay, stop payments, wires, ACH and bank statements

Processed daily bank deposits

Establish new customer accounts and maintain existing accounts

Prepare of monthly Trustee reports/Trustee billing

Mange calendar, set appointments, meetings

Screen phone calls either handle issues or immediately forward call to appropriate person/department

Receive, review and distribute daily mail and handled issues/requests as authorized

Worked proficiently and cooperatively in team-management setting

Assist Director of Client Services and Trust Officer with special projects

Prepare correspondence to clients and participants

Prepare expense reports

Order/maintain supplies for department

Train banking staff

Serve as back-up Receptionist for busy multi-line phone system

Maintain high level of professionalism and confidentiality at all times

Trust Accounting Associate

October 1999 to October 2001

Process check outsourcing input of data for producing participant checks

Responsible for verification of distribution checks and mail to participants

Establish and maintain new and existing accounts

Research ACH, wires and fraud issues

Process daily bank deposits, stop payments, and ACHs

Prepare correspondence to clients and participants

Screen phone calls either handle issues or immediately forward call to appropriate person/department

Manage calendar, set appointments, meetings

Training banking staff

Serve as back-up Receptionist for busy multi-line phone system

Maintain high level of professionalism and confidentiality at all times

Executive Assistant

October 1993 to October 1999

Manage calendar for Senior Vice President of Plan Operations

Assist Executive Vice President of Technology with special projects

Assist other executive staff members with various tasks/research/clerical duties

Arrange travel

Prepare correspondence to clients and participants

Screen phone calls, either handle issues or immediately forward call to appropriate person/department

Manage calendar, set appointments, meetings

Responsible for document development (client database)

Prepare correspondence to clients and participants

Train banking staff

Serve as back-up Receptionist for busy multi-line phone system

Maintain high level of professionalism and confidentiality at all times

Education

Associates Degree

New Mexico State University

Las Cruces, New Mexico

Applications

Canopy, OneDrive, Microsoft Office, Microsoft Access, Microsoft Office Excel 2007, Outlook, ACT, Buffalo NAS Navigator, adding machine (by touch), fax machine, scanner, mail sorter/postal equipment

References

Lacy Lyons

Partner, Horne LLP

601-***-****

****.*****@*****.***

Viviana Ramirez

713-***-****

Manager, (Deputy Director, Production) Horne LLP

*******.*******@*****.***

Paul Martin

Manager

Horne LLP