Experience

The Hoyt Organization

• United States
• Public Relations and Communications Services
• 1 - 100 Employee

• Office Administrator/Executive Assistant

  • Jul 2020 - Present

  • Provide C-level executive of public relations agency with calendar management and meeting logistics. • Screen and forward incoming phone calls, acting as first point of contact and professional gatekeeper. • Act as main point of contact with building management, facilities and security personnel. • Manage supplies inventory for the office and manage overall office organization. • Draft and proofread correspondence, monthly reports and new business presentations. • Prepare bank deposits, monthly invoicing, and payroll. • Manage accounts payable, accounts receivable, and petty cash. • Reconcile company credit cards allocating charges to client invoices as per contract terms. • Support the hiring process by posting job openings, screening candidates, scheduling interviews and processing new-hire paperwork. • Track employee time entry, overtime, sick and vacation accruals. • Manage the logistics planning, coordination and execution of small, medium and large events. (meetings, celebrations, community service, training), inclusive of food service, technology, pricing, room set up etc.). • Track employee time entry, overtime, sick and vacation accruals. • Explain company personnel policies, benefits and procedures to employees or job applicants. • Process financial documents, contracts, expense reports and invoices. • Manage logistics planning, coordination and execution of small, medium and large events (meetings, celebrations, community service and training), inclusive of catering, technology, pricing, room set up, etc.) • Liaison with offsite IT department for support services and IT purchases. • Interpret and explain work procedures and policies to staff. • Interact professionally with customers and inside personnel, answering questions and responding to phone and email inquiries. • Exercise discretion and confidentiality in all matters. Show less



The Girard Group, Inc.

• Manhattan Beach, California

• Executive Assistant/Office Manager

  • 2011 - Nov 2019

  • Managed calendar and meeting logistics for CEO of marketing/event services company.. • Facilitated meetings with key leaders and collaborated with project team members to ensure timely decision-making and effective communication between stakeholders at all levels. • Compiled special reports, organized data and created presentations as needed. • Prepared correspondence including meeting agendas, memos and budget reports. • Coordinated board meetings, off-site meetings and special events. • Successfully navigated and responded to change while managing projects to completion. • Processed expense reports billing back appropriate charges on client invoices. • Served as point person for maintenance, shopping, supplies, equipment and errands. • Exercised discretion and confidentiality when dealing with highly sensitive information. Show less



Northwestern Mutual

• United States
• Financial Services
• 700 & Above Employee

• Executive Assistant

  • 2004 - 2007

  • Fulfilled all executive assistant duties for top executive in a national company, managing complex calendaring while facilitating communications and logistics. • Managed office operations including meeting preparation, event planning and execution. • Oversaw new-hire onboarding and training and development program. • Compiled month-end sales data and tracking reports for Southern California and Nevada offices across all product lines reporting results to 250+ person agency. • Worked cooperatively with other executive assistants, in positive partnership to back up each other smoothly. Show less