Administrative Assistant Customer Support

MARILYN E. THOMAS

**** *** ******, **** **** Beach, Florida 33401 561-***-**** **************@*****.*** OBJECTIVE

Desire the position of Executive or Administrative Assistant in a fast-paced environment, bringing a wealth of experience in performing administrative duties along with ability to manage day to day operations in order to organize smooth flow of office work. Become associated with a company where I can utilize my skills and gain further experience while enhancing the company’s productivity and reputation.

SUMMARY OF QUALIFICATIONS

• Twenty-year Executive and Administrative Assistant with exceptional customer service and decision-making skills, providing administrative support to CEO and senior executives.

• Very resourceful, proficient at multitasking and maintaining attention to details.

• Strong communication skills to meet client and company needs.

• Adept at coordinating travel, organizing meetings.

• Effectively manage CEO’s Outlook calendar

• Strong work ethic, professional demeanor, great initiative, personable.

• Proficient at quick learning new procedures and taking ownership of diverse projects.

• Ability to work well within a group or independently. Undertakes tasks with minimal guidance.

• Ability to manage multiple priorities

• Strong follow-up skills; very proactive

• Quickly learn clients’ preferences, goals and objectives.

• Fast learner on procedures and any computer software.

• Computer skills include: MS Word, Excel, PowerPoint, Outlook, SAP, Certify, Internet PROFESSIONAL EXPERIENCE

9/2019 – 11/2023: Mocha Whip LLC - West Palm Beach, FL Administrative Assistant

• Prepared skin care products to ship to the Whole Foods Stores in the State of Florida.

• Packed and shipped finished goods to Whole Foods Stores and online customers.

• Identified and communicated material and inventory issues or shortages to mitigate production disruptions.

• Performed quality check on products prior to shipping. Examined contents from incoming shipments and reconciled items received or shipped with records to maintain accuracy of incoming and outgoing shipments.

• Worked with manufacturers to resolve problems, including damages, shortages, and nonconformance.

• Coordinated shipments and deliveries, and communicated with carrier to deliver shipping and receiving instructions.

• Ordered and managed shipping supplies and materials to facilitate stock inventory management.

• Prepared invoices and shipping labels to ship products. 9/2017 – 8/2019: Princeton Asset Management, LLC - West Palm Beach, FL Administrative Assistant

• Assisted CEO and CIO of investment firm in managing assets for various entities and individuals through separately managed accounts and hedge funds.

• Data entry and maintenance of firm’s information in various databases

• Administrative support such as answering phones, copying, binding presentations, mailing, email follow-up with external parties, meeting scheduling and travel arrangements

• Document formatting in Microsoft Office, documentation filing and organizing

• Collected, generated and submitted reports or receipts based on internal procedures or external requests from clients or prospects

• Other administrative or operational tasks assigned by the firm MARILYN E. THOMAS

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5/2016 – 2/13/2017: RREMC Restaurants, LLC - West Palm Beach, FL Executive Assistant to CEO

• Responsible for the administrative support of the President and CEO of RREMC Restaurants, LLC.

• Assist CEO in managing 125 franchises, also assist department with commercial real estate transactions.

• Registered CEO and senior executives for franchise conferences

• Coordinated and prepared material for quarterly Board meetings and took minutes.

• Managed CEO’s calendar, travel logistics, reports, correspondence, and expense reimbursement.

• Performed high level of administrative oversight to an extremely busy office.

• Provided general office support to other departments.

• Managed and maintain executive’s schedules, including scheduling travel and conferences, making appointments, and making changes to appointments, arranging lodging and meeting accommodations.

• Answered and directed calls to appropriate executives and parties, took messages.

• Oversaw administrative policies within the office and recommended changes as appropriate.

• Opened, sorted and distributed correspondence, including email. Read and analyzed emails, letters, agendas, memos and determined significance; routed to appropriate personnel in a timely and efficient manner.

• Prepared reports, presentations, expense reports and invoices for payment 5/2015 – 5/2016: Jewish Federation of Palm Beach County – Planned Giving & Endowment West Palm Beach, FL

Administrative Assistant

• Responsible for office administration while working within the mission, vision, and core values of the organization.

• Worked closely with major donors by resolving issues with their donor advised funds and other matters

• Prepared documents, presentations and reports per request

• Maintained calendar for Director of Planned Giving & Endowment

• Processed expense reports and invoices

• Coordinated travel arrangements

• Coordinated special events for Jewish Community Foundation

• Coordinated quarterly Board of Trustees meetings and took minutes

• Backed up administrative assistant and assisted in processing grants weekly 2013 –2014: Temporary Assignments: Keller Williams and Illustrated Properties, Wellington, FL Administrative Assistant

• Assisting realtors with assignments as needed

• Contacted utility companies to have utility services activated for new homeowners and tenants in rentals 2007 –2013: NextEra Energy Resources / FPL – Business Management – Juno Beach, FL Senior Administrative Assistant

• Supported Vice President of Business Management and Vice President of Regulatory Affairs

• Back-up for executive assistants (provided administrative support for senior level executives).

• Scheduled meetings for Vice Presidents and maintain their calendars

• Prepared all requested documents, presentations and reports

• Maintained scheduling of group staff meetings, catering and events

• Daily management and support of the Business Management staff and accounting efforts

• Processed expense reports and invoices

• Updated quarterly Due Diligence reports

• Coordinated travel arrangements

• Maintained office supplies

MARILYN E. THOMAS

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2005 –2007: Florida Power & Light Company (FPL) - Internal Auditing – Juno Beach, FL Administrative Technician

• Coordinated, prepared and maintained Audit Committee packages and documents for business unit directors

• Interacted with upper-level management and outside vendors

• Coordinated and distribute audit reports to business units

• Coordinated invoice processing and payments

• Prepared and process expense reports

• Maintained personnel records, employee contact lists

• Assisted in maintaining training records for the business unit

• Provided support to managers and staff as needed

• Coordinated travel arrangements and meeting scheduling

• Maintained and coordinate office filing system for archives

• Coordinated and maintain office supplies and process catering orders

• Provided support to Vice President, managers, and staff as needed

• Coordinated travel arrangements, meeting scheduling and filing system 1997 – 2005: Florida Power & Light Company (FPL) - Risk Management – Juno Beach, FL Sr. Administrative Assistant

• Coordinated travel arrangements

• Scheduled conference calls and meetings

• Fulfilled daily contract car inquiries

• Processed expense reports, invoices and POs

• Coordinated and maintain office supplies and process catering orders

• Maintained and process CARMS entries

• Daily management and support of the Risk Management staff 1993 – 1997: Florida Power & Light Company (FPL) - Corporate Communications – Juno Beach, FL Administrative Assistant

• Coordinated clerical duties for internal communications section, such as schedules, projects, staff meetings, employee records

• Managed/maintained budgetary monthly reports

• Maintained office supplies

• Prepared invoices for payment

1991 – 1993: Florida Power & Light Company (FPL) - Environmental Affairs – Juno Beach, FL Secretary I

• Assisted Environmental Specialists and Coordinators in preparing water permits for approval

• Coordinated and distributed monthly monitoring reports

• Participated in FPL's Diversity Task Force

1990 – 1991: Florida Power & Light Company (FPL) - Shareholder Services – Juno Beach, FL Secretary II

• Fulfilled shareholder, bondholder, and broker inquiries and communications by telephone and mail

• Interfaced with FPL's Registrar & Transfer Agent

• Worked in the Customer Service department on a rotation basis for one year, where the goal was to keep customers and shareholders happy.

MARILYN E. THOMAS

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SKILLS

• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)

• SAP (Accounts Payable)

• SAND (Software which shows contributions from donors of the Jewish Foundation)

• PG Fund (Software showing Philanthropic Funds of donors)

• eReq System (Processing invoices)

• Used Certify program to process monthly reports for CEO’s American Express card charges Investment Skills:

• Interactive Brokers – Access client’s information for clients and brokers

• Fidelity Investments - Access client’s information for clients and brokers

• Black Diamond - Access client’s information for clients and brokers

• Zoho CRM – Tracked leads and contacts for follow-ups for potential clients; also sent out monthly newsletters

EDUCATION

• Grand Canyon University (online classes) Applied Management

• Northwood University, West Palm Beach, FL Business Management

• Palm Beach State College, Lake Worth, FL Business Administration

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