CAROLYN R. PETTENGILL
Phoenix,AZ
Summary
Organized and resourceful professional with a solid background in executive administration and project management with strong analytical and organizational skills; especially effective in assisting customers and executives to be more productive and resolve issues and concerns; exceptional written and verbal communication skills; ability to manage multiple projects while producing quality work.
Overview
16
16
years of professional experience
Work History
Compliance Specialist - Retirement and Investment Services
CBIZ
04.2020 - Current
- Calendar management and meeting coordination; manage conflicts and ensure meeting requirements are met
- Prepare meeting agendas and minutes; follow-up on outstanding issues
- Monitor emails for Senior Leadership and prioritize for urgency and follow-up
- Assist and coordinate complex travel, conferences, meeting requests, logistical arrangements, catering
- Draft and complete tax documents; Annual Reports, Extensions
- Create and finalize all types of business communications utilizing Word, Excel, and PowerPoint
- Assist staff in finalizing client deliverables and executing through DocuSign and/or secure email for signatures
- Create new client intake by inputting all data into systems for invoicing and staff timekeeping
- Prepares specialized reports, gathering, summarizing, and analyzing data to produce presentations
- Produce PDF documents and manipulate/edit as needed for client distribution
- Completing expense reports and monitoring budgets; Arranging complex and detailed travel plans
- Filing/scanning of monthly financial statement and pertinent document to client files (data management).
Senior Administrator - Facilities and Sales Support
UnitedHealthcare
09.2018 - 11.2019
- Provide support to C Suite/Executive Management: Calendar management for senior leaders by scheduling, mitigating conflicts, logistics coordination
- Meeting and event coordination to include catering/logistics, Teams/telepresence, meeting materials, etc
- Assist with onboarding/offboarding of employees; assist with requests for technology, security access
- Mailings to clients and brokers of materials to ensure timeliness for health fairs and renewal meetings
- Run analytical and sales reports and update database information in systems
- Assist and coordinate complex travel, conferences, meeting requests; track and submit expense reports
- Ensure check requests, invoices, submission of expenses completed in a timely manner
- Draft/format/edit and documentation management to include presentations, agendas, spreadsheets, PDF's
- BSL - onboarding new employees, process invoices and purchase supplies for the team.
Senior Administrative Assistant - Pharmacy Operations
Mercer (Marsh & McLellan Companies LLC)
01.2017 - 01.2018
- Provide support to Executive team, to include Partners, Principals, and Sector Leads (onsite and remote): Draft/redline/peer review of documents including extensive reports, spreadsheets, and presentations
- Take Meeting Minutes and transcribe/distribute to attendees; follow-up on action items for leaders/staff
- Multi-task daily, changing focus regularly to satisfy requests and multiple deadlines/priorities
- Heavy calendar coordination and scheduling; changes at the last minute (external/internal participants)
- Logistical coordination of events, meetings to include complex travel itineraries, conference calls and webinars
- Budget tracking and coordination of monthly client invoicing and timely expense report submission
- Project management of client deliverables and work with staff and various public/state agencies
- Assist with onboarding of new hires to include technical support and moves/office space coordination.
Planning & Zoning Administrator
City of Cottonwood
07.2016 - 01.2017
- Under minimum supervision work for Director, Community Development: Heavy public contact with external/internal customers (public/governmental entities) to assist with inquiries
- Coordinate/attend Board and community committee meetings, take minutes; transcribe; post to Website(s)
- Attend hearings to record judgments on reported City zoning/nuisance complaints; conduct database administration and process restitution agreements; adhere to Open Meeting Law requirements
- Take incoming payments from customers and balance register as appropriate
- Coordinate calendars/meetings and prepare agendas, notebooks, and set-up meeting space
- Process timekeeping and records into City payroll system.
Program Administrator (Part-time)
Yavapai County Government Arizona - Superior Court
04.2016 - 07.2016
- Under minimum supervision work for juvenile dependency program (CASA): Maintain State databases, review files, document, enter/edit data, assist with statistical reporting
- Compose, prepare, copy, distribute correspondence and reports of a sensitive and confidential nature
- Prepare agendas, registrations, mailings, schedule and arrange logistics for meetings and in-service trainings
- Attend Court Hearings for initial presentation of cases for disposition determination
- Interaction with all parties of Court Cases to include legal, DCS, defendants, and Civil Servant personnel
- Assist with creation and distribution of monthly newsletter to volunteers, judges, and court personnel
- Engage in internal and external communications, acting as client-facing point-of-contact
- Project management assignments to include large mailings (postal/email) and data management.
Legal Administrative Assistant - Transactional, RE, and Financial Services
Koley Jessen P.C., L.L.O., Law Firm
07.2011 - 10.2012
- Provide support to Partners and Paralegals in Mergers/Acquisitions, Real Estate, Banking/Financial Department(s): Develop, produce, and edit transactional documents from handwritten form and dictated materials
- Process conflict checks and opens new files and matters; utilize resources for completion of client data
- Coordinate daily calendars/meeting coordination, to include technical assistance and client acclimation
- Serve as first point of contact/gatekeeper for attorneys; notarize documents for firm and clients
- Maintain filing system for all legal matters, both manual and electronic database management
- Complete, validate, and submit expense reports and maintain timekeeping/coding for attorneys.
Administrative Specialist
Pacific Life Insurance Company
05.2008 - 07.2011
- Provide support to C-Suite and management staff in Information Systems (IT), Annuities/Mutual Funds and Operations, both locally and in a remote office (West Coast): Extensive coordination of daily calendars, departmental moves, social events, and meeting arrangements
- Create presentations, agendas, various correspondence, and spreadsheets for staff
- Plan and coordinate travel, including conference registration; process expense reports
- Serve as Gatekeeper to Management; answer department phones and follow thru with appropriate action
- Create and manage filing system for management; update database files as needed.
Education
Bachelor of Science in Marketing Management -
Bellevue University
08.2007
Skills
- Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
- Publisher
- Teams
- Zoom
- WebEx
- SharePoint
- Adobe
- Oracle Concur
- Salesforce
- DocuSign
- DocuWare
- Transcription
Timeline
Compliance Specialist - Retirement and Investment Services
CBIZ
04.2020 - Current
Senior Administrator - Facilities and Sales Support
UnitedHealthcare
09.2018 - 11.2019
Senior Administrative Assistant - Pharmacy Operations
Mercer (Marsh & McLellan Companies LLC)
01.2017 - 01.2018
Planning & Zoning Administrator
City of Cottonwood
07.2016 - 01.2017
Program Administrator (Part-time)
Yavapai County Government Arizona - Superior Court
04.2016 - 07.2016
Legal Administrative Assistant - Transactional, RE, and Financial Services
Koley Jessen P.C., L.L.O., Law Firm
07.2011 - 10.2012
Administrative Specialist
Pacific Life Insurance Company
05.2008 - 07.2011
Bachelor of Science in Marketing Management -
Bellevue University
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