Ashley Manning

Administrative assistant for the President of a successful fire protection company. I work alongside the owner, technician, and other office administrative assistants to create a productive, organized, and professional environment.

• Delivers top-notch administrative support to office staff, promoting excellence in office operations.
• Creates and updated records and files to maintain accurate and compliant documents.
• Works side by side with owner/president to create complex contracts and agreements for vendors and customers.
• Responds to inquiries from callers seeking information.
• Payroll responsibilities, accounts payable, invoicing, filing, monitor emails.
• Records and trackes operational expenses to identify and eliminate wasteful spending.
• Monitors office calendars to plan meetings, activities, and travel to maximize productivity.
• Booked airfare, hotel and ground transportation to coordinate office travel.

• Offered office-wide administrative support, including troubleshooting issues and optimizing usage
• Performed general office duties, including answering multi-line phones, routing telephone calls or messages to appropriate staff
• Supported management in wide range of operational and financial processes
• Utilizes strong computer and customer service skills
• Data entry, preparation of reports and spreadsheets
• Assists in scheduling service technicians, and responding to customer requests
• Developed and updates spreadsheets and databases to track, analyze and report on performance and sales data
• Identifies and recommends changes to existing processes to improve accuracy, efficiency and responsiveness for customer support
• Coordinated bookkeeping activities in QuickBooks including invoicing and accounts payable,
• Participated in project meetings.
• Supported VP of Operations and other management through personal document management, calendar organization and collateral preparation for meetings
• Executed record filing system to improve document organization and management.
• Monitored office calendars to plan meetings, activities, and travel to maximize productivity.

• Documented shipment details to provide information regarding cargo contents, handling measures and incidents to internal teams, regulatory representatives or clients
• Enforced compliance with safety requirements and protective gear while handling hazardous materials
• Entered shipping information into computer system and estimated freight and postal rates
• Telecommuting position requiring high attention to detail and ability to work independently with little or no guidance
• Worked to properly document and audit bills of lading
• Required excellent attention to detail

Provided professional, highly skilled support to Vice President/Site Leader and Senior Leadership Team. Communicated effectively and articulately with all levels of Atrium organization. Managed and responded to multiple priorities, and shifting demands, while maintaining appropriate sense of urgency.

• Managed multiple, sometimes conflicting priorities in fast-paced and demanding environment
• Pro-actively managed calendars, scheduled meetings, managed meeting logistics, and travel/expenses for manager and team members
• Compiled and prepared information for presentations using MS Office software
• Provided support for billing administration in lab department
• Assisted with employee activities and events
• Provided positive presence and excellent support with answering and prioritizing telephone calls, responding to email and mail communications, and meeting in person
• Demonstrated skill, tact, persuasion and/or negotiation to accomplish various objectives
• Interfaced with staff and senior level managers, internal/external customers and vendors to ensure smooth and efficient flow of day-to-day operations
• Assisted VP/Site Leader with personal and family-related requests as needed
• Planned and coordinated events for high level members of Executive team. Worked to meticulously plan travel arrangements, meals, reservations, activities, and all aspects of events and travel
• Demonstrated respect, friendliness and willingness to help wherever needed
• Participated in continuous improvement by generating suggestions, engaging in problem-solving activities to support teamwork
• Led projects and analyzed data to identify opportunities for improvement
• Participated in team-building activities to enhance working relationships

Company relocated to Houston, Texas in 2016.

Provided professional, highly skilled support to Vice President of Marketing for Safety and Medical, Directors of Marketing for Applications and Safety, and Marketing Team.

• Managed and maintained highly complex executive calendars
• Managed complex and frequently-changing travel arrangements for VP, Directors, and global counterparts
• Prepared detailed expense reports for executives in Safety and Medical Marketing department
• Approved expense reports on behalf of VP and Directors
• Facilitated all executive meetings including monthly full-staff meetings and off-site meetings. Conducted research to prepare, gather, and proof briefing materials, agendas, and decks for all executive-level meetings
• Provided project support including administrative coordination and deliverable preparation, heavy meeting coordination for internal and external purposes, and executive management meeting coordination and support
• Maintained detailed organizational charts
• Worked with other global executive assistants on calendar appointments, meetings, and events
• Managed internal and external contacts, phone, and email correspondence for VP of Marketing
• Maintained international relations on behalf of VP of Marketing for Draeger; a global company
• Distributed company-wide announcements
• Assisted in project management/support as needed, including budget maintenance, master purchasing agreements, and non-disclosure agreements
• Collaborated on creation and distribution of Quality communications to sales force; both internal and external. Worked closely with product managers, Quality, and legal to distribute customer-facing product information to channel partners and end users, including recalls
• Processed travel expenses and reimbursements
• Served as resource for research and information
• Screened calls and emails and initiated actions to respond or direct messages
• Frequently used word processing, spreadsheet, database and presentation software
• Conducted research to prepare, gather and proof briefing materials, agendas and decks for all executive-level meetings
• Provided administrative support to senior leadership and members of marketing team while maintaining confidentiality.

Continued supporting role remotely after relocating to Pittsburgh from Georgia in 2007.

Worked side by side with CEO to keep flow of business smooth and profitable. Assisted CEO with Local Number Portability project in telecommunications with clients like Bell south and AT&T. Maintained complex calendars, relationships with clients, organized meetings, and coordinated all aspects of travel for CEO.

• Maintained executive's appointment schedule by planning and scheduling appointments, teleconferences and travel plans
• Created regular reports and updated internal databases
• Represented executive by attending meetings in executive's absence
• Optimized office functions and managed client correspondence and communications
• Coordinated travel itineraries for clients taking part in meetings
• Drafted detailed company reports on monthly basis that included profits and accomplishments
• Management of Microsoft Office Suite, including Outlook for email correspondence, incoming messages, and all outgoing correspondence in order to keep business on a successful level
• Scheduled and confirmed appointments for CEO, clients, and contract company's supervisors
• Conducted telecommunications market research
• Maintained company files and project files
• Provided administrative support for creation of PowerPoint presentations, brochures, and customer communications
• Performed general administrative duties, including copying, faxing and filing
• Created expense reports, budgets and filing systems
• Facilitated meeting through use of Business Skype and InterCall
• Extensive knowledge and use of word processing, spreadsheet, database, and presentation software
• Managed external contacts for CEO and kept track of periodic communication needed for priority contracts

Provided private instruction to individuals and small groups of students to improve academic performance, improve self confidence and occupational skills, and prepare for academic or occupational tests.

• Taught students study skills, note taking skills, and test taking strategies
• Collaborated with students, parents, teachers, school administrators, and counselors to determine students' needs, develop tutoring plans, and assess students' progress
• Organized tutoring environment to promote productivity and learning
• Responded to email and telephone requests for assistance with specific questions
• Updated required logs and student documentation
• Met with parents to resolve conflicting educational priorities and issues
• Maintained calendars for tutors and scheduled tutoring appointments with students and parents
• Provided one-on-one and small group instruction to over 15 students falling behind in educational skills