Executive Assistant Manager

Amanda Wells

845-***-**** (C)

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

Relocating to NY but would like to work remotely in the meantime

WORK EXPERIENCE

Contract position – Excel Financial Operator

Cypress Partners, LLC, Jupiter, FL (8/20-present)

Analyze financial data and provide support

Prepare daily balance for all entities and record financial data

Input alphanumeric data from source documents accurately and efficiently

Review data for deficiencies or errors

Correct inaccuracies and validating output

Maintain efficient rate of productivity and high rate of accuracy

Office Manager/Bookkeeper

CTFLO, LLC, Boca Raton, FL (6/20-7/20 laid off due to COVID-19)

Oversee general office operation

Answer a high-volume of incoming phone calls

Manage and conduct business with vendors and store personnel

Purchase store inventory by sourcing out the best possible price

Process ADP payroll in a timely and efficient manner

Provide financial, administrative, and clerical support

Complete payment process and control expenses by receiving payments

Process, verify, and reconcile invoices

Executive Assistant to President/C-level Officers

All Star Recruiting, Deerfield Beach, FL (2/2020-3/20 laid off due to COVID-19)

Coordinate executive communications, including taking calls, responding to emails and questions interfacing with clients

Prepare internal and external corporate documents for team members and industry partners

Schedule lunches, meetings and appointments and manage travel itineraries

Arrange corporate events to take place inside and outside of the work place

Maintain an organized filing system of paper and electronic documents

Uphold a strict level of confidentiality

Develop and sustain a level of professionalism among staff and clientel

Executive Assistant to Dean

Marist College, Poughkeepsie, NY (2016-2019)

Serve as a point of contact over the phone, in person and online, for students, parents, faculty, staff and the general public. Answer questions as able or refer inquiries to appropriate person

Open, sort and distribute office mail. Process outgoing mail

Access the Dean’s calendar; schedule and log appointments as necessary

Maintain the conference room scheduler and room reservations

Assist in event scheduling and organizing (Meetings, etc.)

Create, update and proofread various correspondence and documents

Maintain complex filing systems, including student and faculty files

Enter and manage information in department computer system; information may

be of a confidential nature

Manage and reconcile independent budgets and financial records

Generate purchase requisitions as required by faculty

Submit check requests and expense reports as needed

Purchase office supplies and equipment when needed

Maintain knowledge of state and federal regulations pertinent to position

Consistently demonstrate courtesy, tact, professionalism and the ability to handle difficult people

Perform other job-related duties, such as updates to standard reports, as required

Manage travel arrangements for the Search Committee during recruitment stages.

Manage travel arrangements for full-time faculty members

Possess intimate knowledge of the entire college as required for the position

Set up WebEx meetings

Coordinate field trips for faculty members

Office Manager

The Brothers that just Do Gutters HV, Inc., LaGrangeville, NY (2015-2016)

Manage and maintain the weekly field schedule with crew supervisor

Provide customer service when needed

Manage accounts payable and receivable in two accounting program systems

Record and deposit check or credit card transactions

Conduct credit investigations for credit approvals

Monitor changes in customers' financial status and payment patterns

Track collection effectiveness and delinquent accounts; produce related reports

Carry out day to day administrative duties, including, but not limited to company compliance of policies and procedures

Office Administrator

Protective Power Systems & Controls, Inc., Poughkeepsie, NY (2014-2015)

Supervised the day-to-day operations

Coordinated weekly maintenance schedules with our technicians and our clients

Managed and maintain these schedules in the computer scheduling system

Followed up with clients to ensure satisfaction of services

Provided reports to supervisors when requested

Performed accounts payable and receivable tasks as needed

Managed and maintain inventory tracking system

Financial Management Specialist

Bluestone Global Tech, Ltd., Wappingers Falls, NY (2012-2013)

Accounting

Managed customer vendor relations

Maintained the general ledger, accounts payable, and project accounting

Ensured accuracy and timeliness

Assisted in monthly closing of financial records

Acted as a liaison between the company and external accountants

Created and monitored budget tracking spreadsheets as necessary

Recommended modifications to existing system

Implemented modifications through coordination with all units involved in accounts payable production

Provided accounting/administrative assistance to project managers and operations staff

Responded to financial questions/concerns to meet business needs

Human Resources

Documented and maintained administrative procedures for assigned benefit processes

Responded to employee inquiries regarding employment or benefit questions

Conducted group meetings to explain benefit program changes

Set-up and conducted on-site interviews with potential candidates

Set up new hires in various systems

Entered various employment info into these systems

Emailed new employees welcome email with various new hire information and answered questions regarding this information

Processed expense and travel reports

Administrative

Researched, created, and revised presentation for potential BGT investor

Researched, negotiated pricing and acquired company wide ERP system for production management

Developed, implemented and maintained systems, procedures and policies to ensure proper work flow and documentation for Procurement and Accounting

Created and monitored spreadsheets for product procurement and inventory

Office Manager

Advanced Reconnaissance Corporation, Fishkill, NY (2011-2012)

Procurement

Handled all aspects of purchasing:

Obtained and tracked vendor quotes

Generated purchases

Developed Excel spreadsheet to maintain and distribute tracking reports

Tracked and maintained inventory logs

Updated and revised the Bill of Material

Created and maintained vendor files

Accounting

Reconciled invoices with requisitions and purchases

Prepared batches of invoices for data entry

Assisted in biweekly check runs

Recorded electronic transactions

Maintained all payables in accounting system

Personnel

Created Excel spreadsheets to monitor and process expense and travel reports

Processed weekly time sheets in preparation for biweekly payroll

Performed new employee orientations

Administrative

Provided administrative support, as needed, to help facilitate efficient operations

Created and maintained a filing system for all financial documents

Maintained the integrity of all confidential information

Prioritized multiple tasks with competing deadlines

EDUCATION

College of Mount Saint Vincent, Riverdale, NY

B.A., Business, 2009

Internship – Education Services, New York Stock Exchange

Notary Public in Florida

SKILLS

Fluent in Spanish

Microsoft Office, Google Suite Applications, QuickBooks, Peachtree, Field Force Management, Yardi, Service CEO/Bridge, X-Charge, TSYS Authorize.net, Banner, iLearn, Argos, Chalk & Wire

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