University of Phoenix
Executive Assistant to CEO at Eastern Aero Marine
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•Strong background in all aspects of office management, from scheduling meetings and coordinating travel to account payables and receivables.
•Demonstrated capacity to develop and maintain comprehensive administrative processes that improve the efficiency of day-to-day operations.
•Computer expertise, with proficiency in all MS Office programs, QuickBooks, Windows, the Internet, etc. as well as the ability to quickly learn and master new computer programs that I am not familiar with.
•Excellent organizational and communication skills, an outstanding work ethic, and the ability to work well in both team-oriented and self-directed environments.
- Organize and maintain executive office and home, traveling to and from both locations.
- Liaison between Housekeeper, Interior Designer, Landscaper, Pest Control, etc.
- Manage multiple facets of CEO’s life including scheduling, appointments, reservations and maintaining calendar for personal and professional needs.
- Responsible for general clerical duties at corporate office.
- Assistant 4 Directors at corporate office as needed.
- Organize Director’s meetings and take notes during the meeting as needed.
- Arrange travel accommodations by booking flights, reserving hotel rooms and arranging car services for both professional and personal travel. Compose and organize CEO’s travel folder with accommodations, schedule and driving directions.
- Assist CEO in preparation for domestic and international travels, including preparing, packing and unpacking for various trips.
- Organize travel arrangements for quarterly Director’s meeting; hotel accommodations, meeting room space, car service, dinner reservations, etc.
- Organize corporate events, ex. company holiday party.
- Perform accounts payables and receivables for CEO’s personal account.
- Run personal and professional errands for CEO.
Complete and ensure completion of all financial and accounting records, payroll and fixed assets accountability.
Perform and manage all office marketing activities such as customer list development, callbacks and newsletters, and maintain effective customer service and relations.
Perform and manage all administrative office functions such as correspondence, filing, phone handling, computer operation, job file management, weekly reports and job scheduling.
Manage the office planning function.
Manage office staff, recruit and select finalist candidates, train new office personnel, provide on-going training and monitor performance of office staff.
Handle phone inquiries, maintain phone logs, manage answering service, manage after-hours emergency response and selling estimates.
Scheduling management by maintaining master schedule book and schedule board.
Monitor customer satisfaction, handle customer complaints, maintain customer referral system, maintain customer database and handle customer, adjuster or COI complaints.
Prepare all forms and paperwork for day’s jobs and complete job brief, communicate information about scheduled jobs to crew chiefs and estimator
Job file management
•Handle all word processing and typing.
•Entered data for reports, production items, shipping, and inventory.
•Maintain computerized inventory of all candidates, clients and job orders.
•Help plan and organize company functions.
•Answer the telephone and represented the company in a professional and businesslike manner.
•Serve on team that created short- and long-term department objectives in accordance with company goals.
•Schedule full-time job applicants and coordinated applicant testing and pre-employment physicals.
•Verify candidate’s previous employment as well as contact references.
•Maintain excellent client/candidate relations and developed client rapport.
•Diplomatically resolve Client/Candidate complaints on as-needed basis.
•Demonstrate capacity to provide comprehensive support for executive-level staff including scheduling meetings, coordinating travel, and effectively managing all essential tasks.
•Proven track record of accurately completing research, reporting, information management, marketing, and business-development efforts within budget requirements.
•Full charge processing of all accounts receivable and payable.
•Manage all petty cash and office supply expense accounts
•Book meetings and organize travel arrangements.
•Create spreadsheets and presentations on demand for different projects.
•Create brochures and marketing material for clients and investors.
•Create expense reports
•Handle all personal tasks for both Presidents of the company. Ex: auto insurance, house employee payroll, scheduling and booking events.
•Perform cash and bank reconciliations, P&L and Balance Sheet statements
•Perform accounts payable and accounts receivables for business and personal accounts.
•Perform month end close.
•Process payroll and payroll taxes.
•Temporary Contract based position.
•Assisted with implementation of the MXP program under the Marine Operations department in a cruise line company.
•Trained others in the use of the MXP program system.
•Requested, maintained and tracked proformas sent by Port Agents.
•Created and maintained different excel spreadsheets as needed.
•Data entry for 6 ships and over 100 Port Agent contacts within the MXP system
•Gather information; organize and prepare mail, memoranda and other correspondences, daily and monthly reports, other statistical reports, expense reports, requests for proposals, forms, booklets and pamphlets; distribute and file documents.
•Arrange meetings and conference calls, as well as travel arrangements.
•Maintain and track capital projects for the entire facility.
•Enter work orders and requisitions, track and receive purchase orders using the Facility’s electronic maintenance and purchasing software. Train others in the use of the software as needed.
•Manage training records for the entire Facility using software database.
•Create excel spreadsheets and compose presentations using PowerPoint or any other relevant software.
•Organize meetings/events and arrange for catering if necessary.
•Assist corporate environmental personnel with compliance tracking system entries and website maintenance.
•Assist other departments as needed, such as the Safety and Accounting department.
•General clerical duties: Manage courier packages, monitor office supplies and reorder as necessary. Fill in for the receptionist when needed. Maintain vacation and absence calendar, maintain office equipment and maintain the telephone system database.
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