Executive Assistant & Membership Coordinator

• Feb 2022 - Present

VA Resources Manager

• Sep 2021 - Feb 2022

Head of the recruitment process for potential new additions to the Virtual Cathy team and associated VA group(s). Review all incoming applications and resume from interested candidates. Complete all pre-screening testing for eligible applications. Conduct interviews. Provide onboarding training to new team members including online resources, managing client expectations, and time/task management. Oversee time off requests from team members and review for any potential staffing coverage issues. Assist in company payrolls, such as reviewing hours and calculating flat rates, sick leave, reimbursement, and more. Create and update internal company policy and procedure documentation. Educate team on new and/or changing company procedures that impact their day-to-day work. Review weekly VA hours and client usage to ensure client hours are being utilized correctly and fully throughout the billing cycle.Advise that Virtual Cathy LLC is adhering to WA State employment law and contractor relationship guidelines.Create and follows routine procedures, establish guidelines and/or clearly stated standards, often make independent decisions, and perform work under low to no supervision.Complete Dubsado CRM buildouts and training.Provide executive assisting support to business owners and non-profit groups.Daily work in WordPress, Dubsado, Slack, Everhour, ClickUp, ChARM, FaxPlus, Acuity Scheduling, Constant Contact, Wix, and other various programs. Show less

VA Coordinator

• May 2021 - Sep 2021

Assisted in the creation of admin client procedure manualsArranged admin coverage Involved in the recruitment process for new additions to the Virtual Cathy teamOnboarding training to new team membersReviewed weekly VA hours and client hours usage to ensure client hours are being utilized correctly and fully Assisted with day-to-day administrative tasks for 8 clients throughout the United StatesAssisted with live phone calls for 2 clientsDubsado CRM support Provided administrative support to business owners. (8-10 simultaneously)Managed calendars, and keep owners apprised of the calendar, action items, messages, and relevant business issues, both internal and external.Made appropriate, informed decisions regarding owners’ available time.Screened incoming calls and email correspondence.Gathered voicemail messages and phone messages, taking initiative on appropriate action or routing.Created and formatted documents electronically including letters, emails, marketing materials, spreadsheets, and other related documents.Electronically filed and tracked a variety of documents.Coordinated meetings including scheduling, agenda creation, and logistics.Ensured smooth operation of systems.Maintained and helped build operations manuals that documented all systems and standards.Entered contacts, exported data, launched plans and activities, maintained referrals, created/updated templates in databases/CRM.Daily work in WordPress, Dubsado, Slack, Everhour, ClickUp, ChARM, FaxPlus, Acuity Scheduling, Constant Contact, Wix, and other various programs. Show less

Virtual Assistant

• Jul 2020 - May 2021

Provided administrative support to business owners. (8-10 simultaneously)Managed calendars, and keep owners apprised of the calendar, action items, messages, and relevant business issues, both internal and external.Made appropriate, informed decisions regarding owners’ available time.Screened incoming calls and email correspondence.Gathered voicemail messages and phone messages, taking initiative on appropriate action or routing.Created and formatted documents electronically including letters, emails, marketing materials, spreadsheets, and other related documents.Electronically filed and tracked a variety of documents.Coordinated meetings including scheduling, agenda creation, and logistics.Ensured smooth operation of systems.Maintained and helped build operations manuals that documented all systems and standards.Entered contacts, exported data, launched plans and activities, maintained referrals, created/updated templates in databases/CRM.Daily work in WordPress, Dubsado, Slack, Everhour, ClickUp, ChARM, FaxPlus, Acuity Scheduling, Constant Contact, Wix, and other various programs. Show less

Executive Assistant

• Jun 2015 - Jun 2020

Assisted CEO in day to day administrative tasks. Responsible for all IFTA reporting and paperwork. Performed a variety of accounting activities, such as preparing invoices, purchase orders, checks and monthly/quarterly state reports. Scheduled all jobs. Organized and scheduled monthly and quarterly meetings. Handled all travel arrangements. Answered phones and incoming emails. Assisted CEO in day to day administrative tasks. Responsible for all IFTA reporting and paperwork. Performed a variety of accounting activities, such as preparing invoices, purchase orders, checks and monthly/quarterly state reports. Scheduled all jobs. Organized and scheduled monthly and quarterly meetings. Handled all travel arrangements. Answered phones and incoming emails.

Executive Assistant

• Apr 2012 - Jun 2015

Oversaw all monthly and quarterly IFTA and state operating reports (Fuel Tax, Mileage Totals, Mileage Tax Reports). Handled all travel arrangements (Airfare, Rental Cars, Hotels). Scheduled equipment rental for all out of state jobs (United Rentals). Assisted in weekly payroll and accounting during vacations or sick days. Assisted with all vehicle insurances. (claims, renewals, IFTA licensing). Miscellaneous tasks. Ordered all office supplies. Answered phones. Weekly filing. Faxing and Mail. Oversaw all monthly and quarterly IFTA and state operating reports (Fuel Tax, Mileage Totals, Mileage Tax Reports). Handled all travel arrangements (Airfare, Rental Cars, Hotels). Scheduled equipment rental for all out of state jobs (United Rentals). Assisted in weekly payroll and accounting during vacations or sick days. Assisted with all vehicle insurances. (claims, renewals, IFTA licensing). Miscellaneous tasks. Ordered all office supplies. Answered phones. Weekly filing. Faxing and Mail.

Service Advisor

• Jul 2009 - Feb 2012

Wrote up customers’ vehicle problems accurately and clearly on repair order. Referred to service history, inspected vehicle, and recommended additional needed service. Advised customers on the care of their cars and the value of maintaining their vehicles in accordance with manufacturers' specifications. Provided a complete and accurate written cost estimate for labor and parts.

Cashier

• Jul 2009 - Feb 2012

Processed all payments and paperwork for all service and parts department customers. Assisted service manager with miscellaneous office tasks, like printing, scanning and copying documents needed for service department. Organized customer files. Balanced till. Trained incoming cashiers.