Executive Administrative Assistant Resume
Contact information
Paolo S. Depinto
13 Street
El Paso
Texas
Career objective
Looking for a challenging position of the Executive Administrative Assistant Resume the reputed University with a view to use my wide experience for the benefit of the organization.
I am a positive, conscientious person and committed individual. Efficiency and structure are of utmost importance to me. I have excellent communication and interpersonal skills. I am experienced in finance, and business support in PA and office management. I work equally well on my own or as part of a team. A good organiser and pay attention to detail. I am a hardworking, highly motivated individual who always strives for perfection.
In August 2004 I had a six month contract to work as a financial administrator for Bates Millfield. My contract ended in May 2005, Bates Millfield did not renew the contract as it was only a temporary position. After the contract ended, six financial advisers approached me and asked me to return as their PA to assist them in their daily routines. I then became self-employed in 2005. I started working on a self-employment basis as a PA to the six financial advisers at Bates Millfield. I divided my time equally between each of the individual advisers. As the market started showing signs of the recession the advisers started to decrease the hours I spent assisting them. In January 2006 I got referred as a PA onto S&S Financial services from one of the advisers. I then started to divide my time/days between the 6 adviser at Bates Millfield and the Director at S&S Financial services. As the recession became more obvious the adviser decreased their hours more. I then got referred onto In Chorus Ltd for the Office Manager position. I started working for all 3 companies at the same time. I divided my days into 3 days to Bates Millfield, 1 day to S&S Financial services and one day to In Chorus Ltd. Slowly but surely more hours got cancelled by the advisers and in return more hours got allocated to In Chorus Ltd. In December 2007 the advisers as Bates Millfield and the Director of S&S Financial services had to eliminate all my services because of the recession. That is when I started working full time at In Chorus Ltd. I worked on a self-employed basis as Office Manager until December 2009. The contract ended with In Chorus in December 2009 and I started looking for new potential clients. I started working for Cooke & Company and Whelan Pest Prevention on a part time basis. I only worked 3 hours a week for Whelan Pest Prevention and between 2 – 3 days a week for Cooke & Company. In June 2010 I left my self-employment and accepted a Temp position with ARC Fire Safety.
EDUCATION:
Strand High – Cape Town
Equivalent to A+ Levels
SKILLS:
ADDITIONAL SKILLS:
Advanced Word, Excel, Outlook
Intermediate PowerPoint
Keyboard skills 60wpm
Audio 40wpm
Minute taking
Diary Management
Travel Management
Bookkeeping
HR Management and Operations
Office Management
Meeting and Event Planning
Payroll
Clerical Duties
Email Handling
Date Entry
Languages:
English – Fluent
Afrikaans – Fluent
Computer Knowledge:
Microsoft Word, Excel, PowerPoint, Outlook, Sage
Other:
Learn quickly, strong concentration skills.
Prepared to tackle a variety of jobs and willing to train.
Problem solving ability and enjoys a challenge.
Hardworking and able to work under pressure.
Good communication, punctual and responsible
Neat and professional appearance
EMPLOYMENT HISTORY:
SECRETARY / ADMINISTRATOR
M S Limited September 2010 - Current
Duties and Responsibilities
Assisting Operations Director and Sales Director with all related tasks
Audio and copy typing.
Management / updating of artwork changes using MSG template.
Proof reading artwork and magazine copy.
Updating / maintaining staff records.
Assist Directors with administration in relation to sourcing raw materials and packaging, supplier pricing, trademarks, factory liaison.
Costumer Service – taking customer calls and sending out stockist and COSHH information. Dealing with customer complaints.
Expense admin for Directors.
Reception holiday cover – assisting with bring-up system, filing etc.
Project work.
PA for 2 DIRECTORS
ARC Fire Safety Ltd June 2010 – September 2010
Duties and Responsibilities
Assisting Operations Director and Sales Director with all related tasks
Screening telephone calls, enquiries and requests, and handling them when appropriate;
Meeting and greeting visitors
Organising and maintaining diaries and making appointments;
Dealing with incoming email, faxes, often corresponding on behalf of their manager;
Producing documents, reports and presentations;
Liaising with suppliers and other staff;
Devising and maintaining office systems, including data management, filing, etc.;
Arranging travel and accommodation.
Setting up new system for all quotations and orders for Sales and Operations Director
Reason for leaving: Temp position only
ACCOUNTS
Whelan Pest Prevention January 2010 to June 2010
Duties and Responsibilities:
Conducting invoice activities
Receipts and payments
Completing VAT returns
Income & Expenses.
Accounts Payable.
Accounts Receivable
Reason for leaving: Part time position only (3 hrs weekly)
DEBT COLLECTION
Cooke & Company January 2010 to April 2010
Duties and Responsibilities:
Answer incoming phone calls, typing of letters, typing and posting of collection letters, mail merge letters and envelopes.
Debt Collection – contacting all debtors in order to collect all outstanding money. Liaise with clients in regard to agreements and/or payments.
Handling debt collections via phone, email and letters
Reason for leaving: Part time position only.
PA / OFFICE MANAGER
In Chorus Ltd May 2005 to December 2009
Duties and Responsibilities:
Reporting to the Director and providing general office management, finance and facilities support to a medium sized residential care group with 6 sites and 54 members of staff.
PA / Office Management
screening telephone calls, enquiries and requests, and handling them when appropriate;
meeting and greeting visitors at all levels of seniority;
organising and maintaining diaries and making appointments;
dealing with incoming email, faxes and post, often corresponding on behalf of their manager;
taking dictation and minutes;
producing documents, briefing papers, reports and presentations;
organising and attending meetings and ensuring their manager is well-prepared for meetings;
liaising with clients, suppliers and other staff;
deputising for the manager, making decisions and delegating work to others in the manager's absence;
devising and maintaining office systems, including data management, filing, etc.;
arranging travel and accommodation.
In addition to supporting managers, their team and departments, I also have had my own personal workload and responsibilities. Additional duties may include:
carrying out specific projects and research;
responsibility for accounts and budgets;
taking on some of the manager's responsibilities and working more closely with Director;
HR Management and Operations.
working closely with departments, assisting line managers to understand and implement policies and procedures
promoting equality and diversity as part of the culture of the organisation;
recruiting staff - this includes developing job descriptions, preparing advertisements, checking application forms, short listing, interviewing and selecting candidates;
developing policies on issues such as working conditions, performance management, equal opportunities, disciplinary procedures and absence management;
advising on pay and other remuneration issues, including promotion and benefits;
administering payroll and maintaining records relating to staff;
check timesheets against rota’s every month for each home (6 homes; 54 staff).
interpreting and advising on employment legislation
listening to grievances and implementing disciplinary procedures
planning and arranging the delivery of training, including inductions for new staff;
analysing training needs in conjunction with departmental managers.
Administration:
stationary and Household Goods orders.
holidays / annual Leave - 50 staff members + 4 managers.
sickness.
managers – Liaison with 4 home managers. Update them of any changes and point of first contact.
support Home Managers.
guarantees – Ensure that all new appliances get a guarantee and keep record of all guarantees for all 6 homes, office and training room. Contact suppliers if anything goes wrong with appliances and arrange a call out engineer or new product to be delivered.
manage and maintain office and training room.
reception.
Accounts
Bookkeeping.
conducting invoice activities
receipts and payments
checking company bank statements – bank reconciliation
record cheques received and paid
preparing cash flow statements
account balancing
dealing with financial paperwork and filing.
help prepare the profit and loss sheets for the annual accounts.
purchasing materials and equipment
paying vendors for delivered materials
providing inventory support
performing clerical/ administrative function
Accounts Payable
review invoices and check requests
sort and match invoices and check requests
set invoices up for payment
process check requests
prepare and process accounts payable checks and wire transfers
reconciliation of payments
monitor accounts to ensure payments are up to date
resolve invoice discrepancies
correspond with vendors and respond to inquiries
produce monthly reports
assist in month end closing
Accounts Receivable
maintain up-to-date billing system
follow up, collection and allocation of payments
carry out billing, collection and reporting activities according to specific deadlines
reconciliation of accounts
monitoring customer account details for non payments, delayed payments and other irregularities
maintain accounts receivable customer files
follow established procedures for processing receipts, cash etc
prepare bank deposits
investigate and resolve customer queries
process adjustments
organising a recovery system and initiate collection efforts
communicating with customers via phone, email, mail or personally
Petty cash
disburse cash and receipts obtained for small expenses
once the fund begins to get low, gathered the receipts
generate a check request to replenish the fund for the exact amount of the receipts
Handling, managing and recording of petty cash and undertaking the daily banking in terms of cash and cheque deposits and withdrawals for petty cash
Monitoring of municipal recoveries by allocating the correct utility charges to each site – i.e. electricity, water, rates and waste removal charges
Reason for leaving: Job security and going back into employment
PA to DIRECTOR
S&S Financial Services January 2005 to December 2007
Duties and Responsibilities:
Creating and maintaining spreadsheets holding all information in regard to current pipeline and renewal commissions.
Running off and printing MI reports containing all information in regard to new, existing and current clients.
Business Relations – relations between provided and client in order to get all necessary information as soon as possible in order to complete policy.
Commissions – how much was going to pay and when. Kept adviser updated off all new cases and totals
Case updates – update all cases with updated status
Contact client to get all outstanding information that needs to be forwarded on to building societies and insurance companies.
Pensions, Mortgages, Life Insurance & Health Insurance.
General Administrative Duties – faxing, photocopy, typing
Typing and drafting of reports and letters
Diary management.
Travel arrangement
Reason for leaving: Recession
PA TO SIX FINANCIAL ADVISERS
Bates Millfield August 2004 to December 2007
Duties and Responsibilities:
Creating summary spreadsheets holding all information in regard to current pipeline and renewal commissions.
Running off and printing MI reports containing all information in regard to new, existing and current clients.
Business Relations – relations between provided and client in order to get all necessary information as soon as possible in order to complete policy.
Commissions – how much was going to pay and when. Kept adviser updated off all new cases and totals
Case updates – update all cases with updated status
Contact client to get all outstanding information that needs to be forwarded on to building societies and insurance companies.
Pensions, Mortgages, Life Insurance & Health Insurance.
General Administrative Duties – faxing, photocopy, typing
Typing and drafting of reports and letters
Diary management
Reason for leaving: Recession
MOVED TO UK
Unemployed May 2004 to August 2004
RESTAURANT MANAGER
Snappers Hotel & Restaurant January 2003 to May 2004
FINANCIAL ADMINISTRATOR
Profitable Business Solutions January 1999 to January 2003
INTERESTS
Movies, music, swimming, camping, golf, socialising with friends, powerboat racing
References
Paolo S. Depinto
Manager
Wap Company.
Paolo_Depinto@gmail.com
