Aynsley Wilton
Richmond,VA
Summary
Seasoned Operations Manager and talented leader with 10+ years of experience applying exceptional planning and problem-solving abilities toward enhancing business plans and day-to-day activities. I am results-driven and resilient in developing teams while improving processes and increasing productivity. I have excellent communication skills, a talent for spotting areas in need of improvement and implementing changes with strategic approach while improving processes and increasing productivity. I am professionally experienced in business, administrative, and finance tasks. I offer experience working in fast pace environments where professional organizational skills are required to handle executive staff, clients, contractors, budgeting and finance. I work well independently and part of a team. I am proficient in Microsoft Office Suites, QuickBooks, Financial Force, Publisher, Adobe Illustrator, Outlook, Salesforce, as well as being Internet proficient. I am also a licensed Virginia Notary.
Overview
12
12
years of professional experience
Work History
AP/AR Finance, National Office Mngr, Operations
Ippon Technologies, USA
Richmond, VA, New York City, Washington D.C, Paris
11.2016 - 07.2023
- Supervised operations staff and kept employees compliant with company policies and procedures.
- Handled all monthly employee payrolls totaling over 1m.
- Approved all employee PTO requests and calendars
- Developed systems and procedures to improve operational quality and team efficiency.
- Led hiring, onboarding and training of new hires to fulfill business requirements.
- Established positive and effective communication among unit staff and organization leadership, reducing miscommunications, and missed deadlines.
- Organized company events such as ExecTech dinners, AWS Conferences and Seminars, AWS/Snowflake Events, and all company travel bookings.
- Identified and resolved unauthorized, unsafe, or ineffective practices.
- Directed initiatives to improve work environment, company culture or overall business strategy.
- Set, enforced, and optimized internal policies to maintain responsiveness to demands.
- Implemented process improvement to shape organizational culture, optimize procedures for higher efficiency and help company evolve and grow.
- Supported professionally and personally key global leaders such as the Global President, Global Chief Operating Officer, Global Chief Financial Officer, and U.S. Managing Director. Held personal POAs for each.
- Introduced software tools and process improvements to mitigate loss and drive operational growth.
- Introduced new methods, practices, and systems to reduce turnaround time.
- Supported operations management, sales, and marketing efforts to increase revenue and overall financial health.
- Monitored budget and revenue trends, compiling reports for company leadership to inform decision-making.
- Responsible for all weekly employee and subcontractor timesheets.
- Invoiced all customers monthly. Used invoicing portals such as Capital One Beeline and AWS Salesforce.
- Created AP/AR reconciliation and monthly aging reports
- Developed and implemented strategies to maximize customer satisfaction.
- Negotiated contracts with vendors and suppliers to obtain best pricing and terms.
- Developed and maintained relationships with external vendors and suppliers.
- Enhanced internal control systems and procedures to mitigate risk and support opportunities.
- Strategically anticipated long-term business needs by analyzing revenue trends to inform process improvements.
- Designed and modified reporting procedures and controls to inform business development and growth.
- Maintained responsive organization with sustained revenue growth through industry forecast monitoring and deliberate financial planning.
- Analyzed financial statements against forecasts to prepare high-level variance analysis.
- Prepared monthly reconciliation of bank accounts and took corrective actions on deviations.
- Prepared and drafted all monthly closings and financial reports to local accountants.
- Increased profit by streamlining operations.
- Analyzed and reported on key performance metrics to senior management.
- Handled confidential and sensitive information with discretion and tact.
Executive Administrative Assistant, President
Heritage Wealth Advisors
Richmond, VA
04.2016 - 11.2016
- Completed a broad variety of administrative tasks for the President and CEO as well as other executive staff members while managing 13 active calendars of appointments.
- Arranged and schedule complex meetings, initiate and respond to requests for scheduled time, maintain current and accurate calendars to ensure efficient scheduling all while minimizing conflicts.
- Provided direction and priority standards for the screening of the President’s phone calls, voicemail, mail, and email using expert judgment and knowledge of the firm’s policies and procedures while exercising independent discretion when responding to inquiries.
- Used appropriate professional judgement to keep abreast of any changes, issues, or concerns that may impact daily activities and/or schedules.
- Prepared, reconciled, and completed monthly detailed expense reports in a timely and accurate manner.
- Received and initiated extensive and regular outside contacts with executives and board members of other companies, regulators, elected representatives, charitable boards, foundation boards, and customers.
- Served as the President’s administrative liaison to Foundations. I facilitate communication, plan events, distribute information, draft meeting agendas, schedule meetings around the board member’s schedules and often record the minutes of the meetings.
- Supervised junior level staff including one other executive administrative assistant as well as our firm’s receptionist. Coordinate weekly administrative pull-up meetings to ensure internal processes and systems are appropriately being covered.
- Produced accurate office files, updated spreadsheets, and crafted presentations to support executives and boost team productivity.
- Efficiently managed media distribution (TV, press), lead generation, advertising campaigns, sales promotion campaigns, publisher relations and collaborative ventures
- Planned and organize firm’s company and gold client events from company and client holiday parties, employee team building days, firm golf tournaments, as well as outside corporate events and sponsorships. Some of these include Holiday parties at the Virginia Cliff Inn, Excel for Excellence Celebrity Waiter Event at the Quirk Hotel, and the Dominion Virginia Power Classic Golf Tournament.
- Updated spreadsheets and created presentations to support executives and boost team productivity.
- Offered assistance, collaboration and clerical support to auditors throughout entire review process.
- Implemented updated policies and practices for organization and monitored effect.
- Wrote and enforced administrative procedure plans to reduce errors and prevent process delays.
- Cultivated strong relationships with external partners to foster collaboration and maximize resources.
- Handled confidential and sensitive information with discretion and tact.
Executive Administrative Assistant, President
MassMutual Greater Richmond
Glen Allen, VA
08.2014 - 05.2016
- Worked directly with key members of the firm General Agent and the Senior Management Team
- Handled scheduling for executive's calendar and prepared meeting agenda and materials.
- Maintained schedules, arranged travel, coordinated communication, organized functions and trips, and other functions as necessary.
- Handled all administrative tasks, including special projects to assure the General Agent could focus exclusively on managing the agency.
- Produced accurate office files, updated spreadsheets, and crafted presentations to support executives and boost team productivity.
- Screened calls and emails and initiated actions to respond or direct messages for managers.
- Gathered documents, data and formulated analytics to prepare issues for discussion and reports for review.
- Documented and distributed meeting notes to identify, analyze, and improve workflows.
- Updated spreadsheets and created presentations to support executives and boost team productivity.
- Coordinated complex annual meeting involving multiple presenters, high number of global attendees and robust budget encompassing livestream production, remote location arrangements and senior executive accommodations.
- Cultivated strong relationships with external partners to foster collaboration and maximize resources.
- Mitigated regulatory risks by overseeing adherence to insurance and safety regulations.
- Spearheaded development and implementation of distributed organizational structure to increase efficiency.
- Played an important role in all Executive Committee Meetings, Monthly Management Meetings, and Core Business Meetings.
- Oversaw the planning and execution of logistics and operations for private meetings and conferences.
- Knowledgeable with regards to all aspects of post retirement planning that relates to life insurance, annuities,and income replacement strategy plans.
- Responsible for all on-boarding for NRFS, Sales Managers, Agents, and Brokers.
- Processed and coordinated licensing and contracting for newly contracted 1099 agents. Administration included running NIPR searches to identify existing contracts and debit reports for candidates during the on-boarding process.
- Reviewed all applications for accuracy to ensure that all requirements are submitted to the home office for contracting purposes.
- Coordinated with all agents and brokers to ensure that E&O insurance requirements were current within the agency.
- Responsible for handling all corporate and client events all while managing and developing a strategic plan of action to ensure that the cost of the events remained under the pre-determined budgets.
- Assisted in achieving business objectives through leads generated from seminars, special events and trade shows.
- Managed all sort of the event operations – The facility selection, contracting, pricing, transportation,accommodations, food and beverage selections and audio/visual service arrangements.
- Efficiently managed media distribution (TV, press), lead generation, advertising campaigns, sales promotion campaigns, publisher relations and collaborative ventures
- Handled confidential and sensitive information with discretion and tact.
Executive Administrative Assistant
Business Center International
Richmond, VA
05.2011 - 08.2014
- Completed all monthly customer invoicing each month on the 1st.
- Handled all existing client requests and showed available office space to new potential clients and leads.
- Handled client leases and ensure that all offices are taken care of and “move in ready”.
- Responded to emails and other correspondence to facilitate communication and enhance business processes.
- Managed and maintained all marketing and advertising aspects – Craigslist, Website, Facebook, Twitter,Newspaper, and TV.
- Recorded, prepared, checked and proofread various correspondences, presentations, invoices, reports and other materials.
- Provided executive-level administrative support to the owner of the company as well as 40 other in house companies.
- Produced accurate office files, updated spreadsheets, and crafted presentations to support executives and boost team productivity.
- Seamlessly interacted with colleagues to plan and complete special projects.
- Screened calls and emails and initiated actions to respond or direct messages for managers.
- Used software to coordinate meetings, appointments, and tasks senior executives.
- Wrote and enforced administrative procedure plans to reduce errors and prevent process delays.
- Handled confidential and sensitive information with discretion and tact.
- Answered high volume of phone calls and email inquiries.
- Organized and coordinated conferences and monthly meetings.
- Supported business and hospitality needs of corporate partners and staff during meetings and company events.
- Developed and maintained automated alert systems for important deadlines.
- Maintained account payables and receivables.
Education
Associate of Applied Science -
Tidewater Community College
Norfolk, VAHigh School Diploma -
The Steward School
Richmond, VA06.2023
Bachelor of Business Administration - Business Administration And Management
Old Dominion University
Norfolk, VAMinor: English - English
Old Dominion University
Norfolk, VASkills
- Business Administration
- Verbal and Written Communication
- Improvement Recommendations
- Regulatory Compliance
- Staff Training
- Superb Time Management Skills
- Employee Relations
- Process Improvement
- Business Development Understanding
- Operation Monitoring
- Leadership
- Employee Motivation
- Microsoft Office Suite Expertise, Salesforce
- Customer Satisfaction/Customer Relationship Dev
- Workflow Coordination
- Process Control
Additional Information
- Licensed Notary, VA
Timeline
AP/AR Finance, National Office Mngr, Operations
Ippon Technologies, USA
11.2016 - 07.2023
Executive Administrative Assistant, President
Heritage Wealth Advisors
04.2016 - 11.2016
Executive Administrative Assistant, President
MassMutual Greater Richmond
08.2014 - 05.2016
Executive Administrative Assistant
Business Center International
05.2011 - 08.2014
Associate of Applied Science -
Tidewater Community College
High School Diploma -
The Steward School
Bachelor of Business Administration - Business Administration And Management
Old Dominion University
Minor: English - English
Old Dominion University