Amanda Wells
Senior Executive Assistant
Jackson,MI
Summary
Driven and resourceful administrative professional with 18 years of experience assisting with work of high-achieving executives. Track record supporting professional needs with well-organized precision. Successfully manages high-volume workloads in rapidly changing environments.
Overview
18
18
years of professional experience
5
5
years of post-secondary education
1
1
Certification
Work History
Executive Assistant to the President (Interim)
MISS DIG Systems, Inc.
04.2023 - 02.2024
- Provided exceptional customer service when interacting with external clients or partners building positive rapport on behalf of President.
- Coordinated high-level events with meticulous attention to detail, fostering strong relationships with clients and partners.
- Reduced costs significantly by negotiating vendor contracts and optimizing resource allocation within department.
- Collaborated with cross-functional teams to achieve project milestones on time and under budget.
- Developed specialized reports and presentations for President, ensuring accurate data representation and clear communication of key insights.
- Managed sensitive information discreetly, maintaining strict confidentiality in all aspects of executive support.
- Streamlined office operations for increased productivity, implementing new procedures and organizational systems.
- Enhanced executive efficiency by managing and prioritizing President's daily schedule, appointments, and travel arrangements.
- Conducted research on industry trends and competitor activities, providing crucial insights for business strategy formulation.
- Facilitated seamless communication between President and key stakeholders, ensuring timely responses to emails and phone calls.
OPERATIONS
Independent Contractor - Self Employed
01.2022 - 04.2023
- Development of operational policies and procedures including a robust training program for new hires, as well a dedicated onboarding process
- Development of client engagement process and onboarding
- Payroll duties for 10 client entities using multiple payroll software programs
- Administration of internal cloud-based systems including, Asana, Slack, Bill.com, Dext.com and QuickBooks Online
- Assistance to Owners/Founders in hiring and operational best practices including partial implementation of EOS system
- Kept business operations smooth and efficient by closely monitoring operations and revamping workflows.
- Organized office operations and procedures.
- Understood cross-functional business operations.
- Assessed ongoing operations against standards.
- Streamlined operations to improve process efficiency.
EXECUTIVE ASSISTANT TO THE OFFICE OF THE PRESIDENT/CEO
AMERICAN 1 CREDIT UNION
01.2018 - 01.2022
- Management of President/CEO, 5 C-Level Executives and eight Vice Presidents calendars
- Credit Union wide meeting management to establish a consistent calendar for standing weekly, monthly, quarterly, and annual meetings
- Chair of Employee Events Committee which planned and executed quarterly all staff meetings, employee appreciation events and recognitions, and the newly developed Employee Resource Groups
- Integral member of implementation team for the Entrepreneurial Operating System (EOS) credit union wide
- Developed, implemented, and trained all new hires on the EOS system to include corporate core values
- Developed and facilitated EOS training for all new managers
- Development and maintenance of Traction use within a purchased software to assist with the EOS implementation and continuation
- Developed and implemented succession plans, as well as all policies and procedures for the Executive Assistant role as well as combined roles as related to due diligence, contract management and new hire training completion surveys and analysis for improvement in the training department
- Development of new board member onboarding as well as facilitation of all new board member
CONTRACT MANAGEMENT/ACCOUNTS PAYABLE/RECIEVABLE
HOFFMAN BROS INC.
01.2013 - 01.2018
- Compile, prepare and submit all requests for payments via AIA G702 and G703 or standardize invoice
- Prepare all subcontractor worksheets to AP for monthly/bimonthly/weekly draws
- Prepare and Maintain AR aging for bimonthly collection status meetings
- Prepare retail customer invoices and statement processing
- Posting to account and deposit of all monies received daily including cash sale customers and reconciliations
- Provide additional help or back up in processing all AP invoices for both projects and office related supply and repair expenses
- Payroll: Import, review, and approve for craft/class (union employees) hours and rates
- Submit for review to President
- Issuance of checks and submission of direct deposits weekly
- Reporting of Union fringe benefits to respective unions
- Employee file management
- Provide customer support for walk in and pre-ordered retail sales
- Track and maintain insurance and contractual compliance for vendors on all projects
- Development and implementation of policies and procedures for contract compliance, new subcontractor vetting, issuance of payments and receipt of billings.
- Contributed to financial reporting accuracy by reconciling accounts payable general ledger accounts monthly
- Managed high-volume invoice processing efficiently, maintaining a consistent record of timely payments
- Increased accuracy in expense coding through close collaboration with budget managers across the organization
- Streamlined accounts payable processes by implementing efficient systems and reducing processing time
- Provided cross-functional support for other finance departments as needed, fostering a cohesive team environment
OFFICE MANAGER/CONTRACT ADMINISTRATOR
MICHIGAN PAVING AND MATERIALS
01.2010 - 01.2013
- Development of new position within Oldcastle Materials/Michigan Paving family of companies, including all processes and procedures
- Hiring and training of new Office Mangers for various locations in Michigan
- Procurement of parts and supplies for machinery
- Request, Review and Track all Notice of Commencements, for not only projects under contract with MPM but, projects under contract with retail customers
- Prepare, send, and track via Certified Mail Return Receipt all submitted Notice of Furnishings
- When necessary, prepare and/or file for recording Claims of Lien
- Collection of an average of three million in retail sales per year and on average five million in contractual work monies owed
- Posting to account and deposits of all monies received daily including cash sale customers and reconciliations
- Successfully maintained retail balance ageing to less than 45 days
- Compile, prepare and submit all requests for payments via AIA G702 and G703 or standardize invoice
- Receive process and submit for payment all project related and business-related invoices daily
- Request and submit for vendor compliance all new vendor and customer requests
- Track, approve and import, while maintaining full SOX required reporting, documentation on all hourly employee’s payroll daily from field hour reporting system to corporate management payroll system
- Developed and implemented across multiple divisions the MDOT subcontract handoff procedure after award from Area Manager to Office Management for subcontract completion and submission to subcontractors
- To include return tracking and submission to MDOT for contractual compliance
- Supervision of three Job Cost Clerk’s
- Attendance and active participation in monthly divisional projection meetings to ensure office supply overhead budgets were met and/or lowered
- Marketing- Develop, plan, and execute marketing driven events for Subcontractors/Suppliers/Vendors and other key players in division
- Purchasing of all marketing related soft and hard goods
- Develop and distribute marketing materials including brochures, direct mail postcards, etc.
- Prepare, develop, and attend all trade show functions as a representative of company
- New hire on boarding
- Maintenance of all employee files and routine review of up to-date information
- Contractual duties: Prepare, send, track, and witness all blanket subcontract agreements to include standing yearly purchase orders, broker agreements etc.
CONTRACT AND OPERATIONS ADMINISTRATOR
MAVCON
01.2006 - 01.2010
- Administration and management of all Owner and Subcontractor contractual agreements to include all Contract Change Orders and Purchase Orders
- Administration and management of all required bonding and certificates of liability insurance
- Preparation and submission of all applications for payment to project Owners and processing to include review to completion schedule of all subcontractor/vendor applications for payment
- Provided administrative support to the President and Vice Presidents
- Direct point of contact between MAVCON and its subcontractors regarding contracts, insurance, applications for payment and payment terms
- Complete processing of subcontractor applications for payment, and all invoicing for over 15+ projects yearly
- Review of Bonds for notification compliance
- Request and file recorded Notices of Commencement and Notice of Furnishings
- Fluent in all American Institute of Architects contract documents
- Completed classes with the American Institute of Architects regarding all AIA contracts, AIA 201’s, etc
- Office Manager duties such as: Managing day to day office operations including procurement of new hires, ordering of office supplies, and scheduling of seminars and training sessions for all employees
- Effectively reduced costs on office supplies by Seven percent in the 2007 fiscal year, while company saw an 18% increase in revenue and 20% increase in staff
- Developed, implemented, and maintained companies first policy and procedure manual
- Monthly reconciliation of ten company credit cards.
Education
Post Baccalaureate Paralegal Certificate -
American National University/ABA Approved
06.2020 - 05.2021
Bachelor of Arts - Professional And Applied Ethics, Criminal Justice
Western Michigan University
Kalamazoo, MI 08.2000 - 05.2004
Skills
Ability to work collaboratively as part of a team as well as independently
Leadership Skills and Training
Attention to Detail
Excellent Organizational Skills
Policy and Procedure Development to training
Board Governance
Extensive work in contract review, management, and issues of compliance from all third-party vendors
Meeting facilitation
Proactive Problem Solving
Budget Tracking
Document Preparation
Presentation Development
Executive Support
Expense Reporting
Calendar Management
Travel Planning
Strategic planning
Staff Management
Meeting planning
Travel administration
References Available
True
Community Service
- Girl Scouts of American - Troop 60211, Leader, 2021-01-01, Present, Spring Arbor Township
- Planning Commission, Board Member, 2019-01-01, Present, Spring Arbor Township
- Suicide Prevention and Awareness of Calhoun County, Board Member, 2021-01-01, Present, Calhoun County
- Community 1 Co-Op, Board Member - Secretary, 2019-01-01, 2022-12-31
- Property Management Association of West Michigan, Board Member, 2012-01-01, 2013-12-31
- Property Management Association of West Michigan, Membership Committee, 2012-01-01, 2013-12-31
Certification
Certified Registered Paralegal
Timeline
Executive Assistant to the President (Interim)
MISS DIG Systems, Inc.
04.2023 - 02.2024
OPERATIONS
Independent Contractor - Self Employed
01.2022 - 04.2023
Certified Registered Paralegal
11-2021
Post Baccalaureate Paralegal Certificate -
American National University/ABA Approved
06.2020 - 05.2021
EXECUTIVE ASSISTANT TO THE OFFICE OF THE PRESIDENT/CEO
AMERICAN 1 CREDIT UNION
01.2018 - 01.2022
CONTRACT MANAGEMENT/ACCOUNTS PAYABLE/RECIEVABLE
HOFFMAN BROS INC.
01.2013 - 01.2018
OFFICE MANAGER/CONTRACT ADMINISTRATOR
MICHIGAN PAVING AND MATERIALS
01.2010 - 01.2013
CONTRACT AND OPERATIONS ADMINISTRATOR
MAVCON
01.2006 - 01.2010
Bachelor of Arts - Professional And Applied Ethics, Criminal Justice
Western Michigan University
08.2000 - 05.2004