Summary
Overview
Work History
Education
Skills
Accomplishments
Timeline
References
References
Generic
Claudia G. Ritchey

Claudia G. Ritchey

Frederick,MD

Summary

Experienced and diplomatic leader that excels in communicating with governmental and judicial officials, members of the public as well as internal stakeholders. Adept in the development, support and maintenance of prospect and client relationships. In 2019, supported the principal of a firm by doubling, then tripling production in two successive quarters. Initiative-taking and capable leader proficient in eliciting team collaboration among work partners. Leadership and administrative support competencies include office management, office presentation, strategic planning, analytical and pragmatic approach toward problem solving, process improvement, appointment setting, calendar management for projects, executives, and staff across several types of professional venues. Proficient in procurement, budget allocation, and acquisitions as well as financial and retail transactions. Diligent record manager with a passion for accurate and detailed information capture using various software and web-based tools in corporate, governmental, and judicial environments. Personable administrative professional dedicated to cultivating positive client, staff and management connections. Highly-developed communicator with outstanding skills in complex problem-solving and conflict resolution. Expertise in resource allocation and schedule management. Detail-oriented and decisive nature with sound judgment, good multitasking abilities and self-motivated. Comfortable working alone or with teams to accomplish on-time and accurate clerical tasks. Successful in coordinating and executing meetings, travel and special events. Strong worth ethic, adaptability and exceptional interpersonal skills. Adept at working effectively unsupervised and quickly mastering new skills. Committed job seeker with a history of meeting company needs with consistent and organized practices. Skilled in working under pressure and adapting to new situations and challenges to best enhance the organizational brand.

Overview

19
19
years of professional experience

Work History

Professional Administrative Assistant

Diamond Jacket Exteriors
Frederick, MD
04.2023 - 09.2023
  • Recently involuntarily separated from service due to economic downturn in revenue.
  • Supervised and managed administrative/customer support needs for benefit of Owner.
  • Exclusive oversight of Accounts Payable and Receivable.
  • Developed internal spreadsheet to augment QuickBooks Expense reporting, quarterly revenue and expenditures tracking.
  • Functioned as payroll coordinator for all 1099 employees.
  • Implemented and updated customer database, scheduled projects, events.
  • Assisted owner with evaluation of new potential vendors and contract negotiations to facilitate day-to-day team operations.
  • Conducted troubleshooting and response support as needed or required.
  • Monitored staging of sales cycle, ensured current and accurate status of updates and progress notes and client communications.
  • Followed up on next steps in insurance claim process with adjusters and retail claims.
  • Created ideal job description for canvassing team, including setting up independent contractor agreements, facilitating onboarding, training and access to industry specific tools.
  • Initiated “All Staff" meetings to ensure seamless flow of information to and from work partners.
  • Self-generated reports on daily and weekly facets of business regarding leads, prospects, revenue, receivables, applicable weather conditions and marketing initiatives, staff support, and human resources matters.
  • Sought out creative marketing strategies entailing regular survey of competitive industry advertising, arranging radio broadcasting and updating Facebook page.
  • Assisted owner with setting up and facilitating various aspects of installation projects.

Director of Client Services and Professional Administrator

Frederick Financial Planners, Inc
Frederick, MD
11.2020 - 03.2023
  • Supported daily operations of this small firm in conjunction with financial planner and leadership on site.
  • Oversaw maintenance and classification of client databases and records by ensuring that all prospects and client accounts, beneficiaries and other key data were entered into Smart Office CRM Tool.
  • Provided extensive support and recommendations in development of streamlined, uniform file management system for ultimate transition to cloud-based environment.
  • Exercised skill in recommendation of efficient administrative and financial policies and procedures aligned with corporate goals and compliance with strict industry standards.
  • Demonstrated adaptable management style with emphasis on thoroughness and accuracy.
  • Prepared advisory and brokerage annuity account applications; followed up on all “not in good order” matters and full sweep of accounts.
  • Generated monthly Morningstar reports to facilitate client reviews and independently identified areas in need of further action such as Required Minimum Distribution requirements, beneficiary changes and age milestones.
  • Collaborated with broker dealer on all client matters, account follow up and submittal of all required documentation into designated software.
  • Prepared agendas for meetings and summaries of client accounts, ensured all relevant paperwork was prepared.
  • Authenticated and notarized documents as needed or required.
  • Introduced ideas for marketing activities and outreach.
  • Made recommendations to increase revenue-producing activities
  • Played key role in development of new firm name and slogan.
  • Analyzed all prospect and client intake documentation and communication; organized into file system.
  • Prepared and edited correspondence and reports.
  • Answered, responded, and routed telephonic and e-mail inquiries.
  • Ordered office supplies, equipment, and firm stationery as needed.
  • Within scope and licensure boundaries, maintained comprehensive knowledge of all services and products; updated and made requests for professional development needs (for self and all staff) as well as technological tools and best practices.

Office Manager and Client Services Specialist

Finley Alexander
Rockville, MD
04.2018 - 05.2020
  • Developed and maintained professional relationships with prospects, clients, internal and external stakeholders.
  • Communicated and ensured customer satisfaction consistent with Mission Statement and best practices of Finley Alexander Wealth Management.
  • With little to no supervision, coordinated with prospects and clients to acquire all necessary information and documentation to qualify them and to resolve issues and deficiencies expediently and effectively.
  • Provided professional assistance to all prospects, clients as well as internal and external stakeholders.
  • Ensured discretion and confidentiality of all client and proprietary business information and documentation regarding electronic and paper records.
  • Maintained knowledge of, communicated and sought interpretation, when necessary, all policies and procedures of Finley Alexander, Advisors Excel, and Retirement Capital Planners to ensure compliance and corporate governance.
  • Administered everyday office activities and managed records according to policy.
  • Within scope and licensure boundaries, maintained comprehensive knowledge of all services and products; updated and made requests for professional development needs (for self and all staff) as well as technological tools and best practices.
  • Monitored all sales and marketing activities at corporate, office and seminar level.
  • Made recommendations to meet all revenue producing activities and to address potential shortfalls.
  • Assisted leadership, FMO and advisory team with generating business through cross selling and effective marketing.
  • Analyzed all prospect and client intake documentation and communication.
  • Recommended solutions to assist leadership in preparation of effective financial plans to suit individual customers.
  • Maintained relationship with assigned customers and ensured effective implementation of all services and products; updated legal disclosures and notifications.
  • Independently coordinated and reported on operational and needs regarding essential tools, profitability, operating expenses, and processing of all deals in pipeline status.
  • Analyzed market requirements and increased sales opportunities with help of latest sales techniques and in conjunction with Acquire Direct Team, Field Marketing Organization (FMO) and Retirement Capital Planners (RCP).
  • Participated in lead development and development of efficient strategies to win customers.
  • Facilitated seminar reservations, designated topics at community organizations to host seminars that were cost effective, market and profit driven.
  • Made cogent recommendations for new sites and areas of profitability in local area.
  • Analyzed all prospect and client requirements and resolved carrier transfer and transactions issues independently and with advice and consent of leadership, FMO, brokerage house and RIA.
  • Assisted clients with access to their accounts, calendared, monitored, and ensured recurring events regarding their RMD withdrawals and other transactions. Ensured they were completed accurately and timely with review and oversight of leadership.
  • Developed internal OPEX tracking sheet. Maintained copies of all procurement and accounts payable records - pay bills on demand and/or when revenue or other requirements demand.
  • Deposited, tracked, and recorded all client payments in CRM and Dropbox in conjunction with corporate finance officer.
  • Kept records of all corporate transactions related to training, licensure, state and federal records and human resources matters.
  • Developed training and welcome kits for new employees and assured connection to all business tools, badges, and access to facilities.

Legal Assistant/ Administrative Services Specialist

QDRO Solutions, LLC
Frederick, MD
12.2017 - 04.2018
  • Independent contractor hired to execute customized integration and implementation of Redtail Customer Relationship tool for site.
  • Conducted evaluation of office procedures and designed processes for organization of three businesses owned and operated by sole proprietor.
  • Increased efficiencies by suggesting end-to-end solutions regarding clients as well as operational needs.
  • Furnished highly specific, continuing recommendations as to website improvement, solutions on resolving long-anding technology issues and needs.
  • Acted as Qualified Domestic Relations Order (QDRO) Specialist and provided administrative and paralegal support to Divorce Financial Solutions and Potomac Financial Services – two of three businesses operated by one supervisor.
  • Identified and made suggestions on business development activities, marketing, and garnering opportunities within present and prospective client relationships.
  • Organized, facilitated, and tracked metrics on retirement benefits dinner seminars.
  • Managed resources on site and provided cogent advice and counsel on sound procurement measures needed to enhance functionality of operations.
  • Functioned as facilities manager to identify, resolve, and report issues.
  • Assumed responsibility for billing and actively developing process to set up accurate billing and timekeeping for staff and client activities.
  • Maintained client confidentiality in all matters.
  • Proofread drafts of legal documents for accuracy in grammar and punctuation.
  • Provided administrative support to by managing calendars; scheduling appointments; organizing files; preparing correspondence; filing court documents; and obtaining necessary signatures.
  • Greeted clients upon arrival at office and provided assistance as needed.
  • Updated databases with new information received from owner or clients.
  • Scanned physical documents into electronic format for storage in secure database system.
  • Processed incoming mail on daily basis.
  • Answered phones promptly while providing courteous customer service.
  • Performed basic bookkeeping duties including tracking payments received from clients.
  • Generated reports summarizing case progress for internal use.
  • Redacted confidential information from legal documents on case-by-case basis.
  • Conducted research and analyzed documents to prepare findings and formulate alternatives.
  • Organized legal documents in company filing systems and databases.
  • Responded to client calls and inquiries to deliver applicable information.

Administrative Support Staff Member

Manpower Staffing
Frederick, MD
08.2017 - 12.2017
  • Selected to support Office of Risk Management and Human Resources Department for City of Frederick with significant clerical and administrative needs regarding document and file management.
  • Furnished highly proactive service to each department with identifying and organizing highly confidential documents.
  • Proactively provided targeted recommendations for internal processes, document retention and disposal in accordance with best practices.
  • Independently constructed databases and succession plan to facilitate optimal records management to meet both present and future departmental needs.
  • Boxed up and logged over 3,000 records for transmittal and storage at Maryland State Archives.

Front Office Manager

Powell Flynn, LLP
Frederick, MD
09.2015 - 07.2017
  • Performed legal secretarial duties such as editing correspondence and pleadings prior to final release.
  • Answered, responded, and routed telephonic and e-mail inquiries.
  • Asked targeted questions to gather facts crucial to determination of potential conflicts.
  • Prepared summaries of key information from intake calls for dissemination to partners.
  • Set up new client sheets, performed conflict checks and communicated results thereof; logged new client numbers on copier and updated attorney timesheet forms.
  • Filed pleadings at local court on daily or as needed basis.
  • Ensured copies of all correspondence and pleadings were timely and accurately transmitted to clients, counsel and third parties.
  • Assisted vendors and met and escorted clients to meetings.
  • Ensured in-house counsels were prepared for meetings and court appearances.
  • Provided back up to office manager during absences as well as ongoing support of other important office functions.
  • Created new client files in electronic and hard copy.
  • Formatted, digested, and updated active files with new documentation. Watched for issues and reported as needed.
  • Assisted partner with recurring role on Character Committee for Maryland State Bar in terms of investigating, as well as conducting interviews of new bar applicants.
  • Communicated calendar updates and tracked multiple deadlines arising from new filings as well as judicial action.
  • Received, processed, and distributed all mail such as filings, payments, and billing.
  • Routinely provided troubleshooting for office equipment such as multi-functional printer, telephones, and postal meter.
  • Ordered office supplies and maintained appearance of customer facing and storage areas.
  • Maintained contact roster of all clients.
  • Kept postage meter updated with adequate postage and software updates.
  • Facilitated accomplishment of other errands as needed.
  • Restocked fridge, tenant supplies and office supplies as required.
  • Responsible for managing daily operations of front office, including greeting guests, answering phone calls and emails.
  • Provided leadership to ensure that all Front Office team members are delivering excellent customer service.
  • Monitored front desk operations on regular basis to identify areas for improvement or corrective action.
  • Resolved customer complaints promptly and efficiently while maintaining professional demeanor at all times.
  • Performed administrative tasks such as filing paperwork, preparing reports or updating databases when needed.

Proposal Manager

Motorola Solutions
Columbia, MD
03.2014 - 07.2015
  • Promoted to role of proposal manager March of 2014.
  • Independently and with guidance from strategic proposal manager, received proposal requests from Sales Force Program and initiated project requests ready to proceed as proposals.
  • Oversight of each proposal entailed participating in kick-off meetings, establishing, or following complete schedule that targeted customer’s desired date of receipt and reporting proposal progress and status to team.
  • Extensive coordination with North American Proposal Center (NAPC), sales management, and account managers to prioritize projects as required.
  • Interacted with Subject Matter Experts from Motorola Pre-Sales groups, including SI Engineering, Service Contracting, Legal, as well as Pricing and Profitability to schedule, assign and receive deliverables, ensure internal requirements to proceed at each stage are met, and deliver formatted proposal package as per established deadline(s).
  • Communicated regularly via telephonically and electronic media with proposal teams of up to 10 employees to ensure assignments were clear; that deliverables are received on time; and to coordinate edits or required changes with authors.
  • Typically carried workload of several sole source proposals and, simultaneous support of Requests for Proposals with values exceeding several million dollars in potential revenue.
  • Formatted proposal documents including cover letters, technical solutions, service descriptions and pricing.
  • Actively measured and improved proposal quality by reviewing all proposal content for accuracy in areas of grammar, style, clarity of messaging, and consistency of Motorola branding.

Federal Proposal Specialist

MOTOROLA SOLUTIONS
Rockville, Columbia, MD
01.2013 - 03.2014
  • Managed budgetary and unsolicited (sole source) proposals for U.S Federal Government Markets Division, specializing in proposals for Department of Defense customers in eastern half of U.S. as well as Europe, Middle East, and Africa.
  • Received proposal requests from Sales Team and independently initiated project requests ready to proceed as proposals.
  • Oversight of each proposal entailed hosting kick-off meetings, preparation of complete schedule that targeted desired date of receipt, reporting proposal progress and status to team, coordination with federal proposal center, sales management, and account managers to prioritize projects as required.
  • Also served in this capacity for USFGMD Division for DoD West Territory.
  • Interacted with Subject Matter Experts from Motorola Pre-Sales groups, including SI Engineering, Service, Contracting, Legal, as well as Pricing and Profitability to schedule, assign and receive deliverables, ensure internal requirements to proceed at each stage are met, and deliver formatted proposal package as per established deadline(s).
  • Communicated regularly via telephonically and via electronic media with proposal teams of up to 10-20 federal employees to ensure assignments were clear; that their deliverables are received on time; and to coordinate edits required changes with authors.
  • Typically carried workload of 17 to 30 such proposals with values of up to $3,000,000 in potential revenue.
  • Formatted proposal documents including cover letters, technical solutions, service descriptions and pricing.
  • Modified proposals (and all content) being transitioned from direct to resell bids with Federal Channel Partner team.
  • Actively measured and improved proposal quality by reviewing all proposal content for accuracy in areas of grammar, style, clarity of messaging, and consistency of Motorola branding.
  • Worked with USFGMD Technical Editor and Proposal Managers to identify excellent proposal content for storage and reuse.

Civil Division Clerk

The Circuit Court For Frederick County
Frederick, MD
01.2008 - 06.2009
  • Received and docketed diverse array of civil filings including divorce and family law matters, foreclosures, and other miscellaneous civil matters.
  • Accurately processed Orders of Court in timely fashion and disseminated to counsel and litigants.
  • As assigned, digested files, and identified tickle items ripe for judicial ruling. Transmitted to Chambers for appropriate action.
  • Followed up on deficiencies or notifications to parties and/or their counsel per direction of Chambers or senior leadership.
  • Trained as courtroom clerk which entailed convening Court, entering data into automated audio transcription system, ensuring Chambers had correct files, preparing documentation for both civil and criminal cases both prior to proceedings and correctly disbursing documentation and relevant information at conclusion of each case.
  • Performed variety of clerical and administrative functions such as filing, document reproduction, receiving and responding to telephonic inquires - routing as appropriate, entering financial transactions into register and relieving front counter clerk as needed.

Office Administrator and Briefing Specialist

Motorola Solutions
Rockville, MD
01.2007 - 01.2008
  • Coordinated both administrative and customer-facing initiatives for office of 40 employees involved in design and sale of RFID equipment.
  • Participated in planning and execution of new executive briefing center, together with exclusive management of office concerns.
  • Managed office vending and facility equipment contracts such as office equipment, telephony, and HVAC maintenance.
  • Supervised employee activities program and internal awards program.
  • Prepared agendas for all customer briefings in support of Sales Team and business objectives at least bi-monthly. Tracked outcomes for assigned tasks.
  • Proofed and edited correspondence, executive reports, marketing information and presentation slides.
  • Collaborated with RFID marketing team to launch pilot program to put demo equipment in hands of prospective customers, including trade show preparation and tracking inventory being evaluated by customers.
  • Organized domestic and international shipments of prototypes and existing products.
  • Independently managed office renovation and RFID Demo Center remodeling project, including preparation of space (reorganization of two floors of office space, secure disposal of waste engineering materials, electronics, and documentation) and final stages of contract renovations.

Administrative Services Manager

Montgomery Hospice, Casey House
Rockville, MD
05.2005 - 10.2006
  • Responsible for planning, coordination, and evaluation of all non-clinical services to ensure needs met for staff, patients, and family members.
  • Functioned as Facility Manager in identifying and resolving physical plant issues and emergencies.
  • Apprised Clinical Vice President and other staff of new or significant operational issues and made recommendations for changes as needed.
  • Coordinated with clinical staff leaders to ensure clinical services were provided in professional manner and in compliance with mandatory state and federal regulations.
  • Provided advice and support toward resolution of non- clinical issues affecting patient care.
  • Participated in planning, monitoring and utilization of resources for annual fiscal budget.
  • Oversight resulted in quantifiable drop in operational costs for all supervised departments.
  • Supervised Unit Clerk/Receptionist regarding analysis and assembly of medical records including concurrent auditing for active and inactive patients.
  • Entered and reviewed accuracy of data input into computerized medical software and followed up on deficiencies and errors.
  • Performed regular audits to ensure that kitchen and housekeeping staff performance was compliant with governing safety, sanitation, and infection control regulations.
  • Exercised skill regarding operation of general office equipment and communications systems to and including adherence to existing contracts and negotiating contracts for maintenance.
  • Prepared schedules for all non-clinical staff and physicians and disseminated same to all staff.
  • Assembled and prepared time records for non-clinical staff and transmitted them to finance controllers for payroll preparation.
  • Reviewed, approved, and submitted vendor invoices to finance disbursement of funds.
  • Developed and maintained records of inventory and devised ordering procedures.
  • Participated in special event planning and preparation for special recurring events and meetings on site.
  • Coordinated with Volunteer Services to train, supervise and schedule volunteers for Casey House.

Personal and Confidential Assistant

THE US COURT OF APPEALS FOR THE ARMED FORCES
Washington, DC
04.2004 - 05.2005
  • Provided executive and paralegal support to Chief Judge in respect to key areas of unique ongoing official and administrative responsibilities.
  • Served as executive office manager to staff and furnished internal office instructions on time sensitive and critical matters as appropriate.
  • Supervised Chief Judge’s internal voting and opinion processing for distribution within Court.
  • Core duties included manuscript proofreading and citation checking.
  • In absence of Chief Judge, apprised of daily operations and arranged for dispatch of pertinent documents while on official travel.
  • Prepared correspondence for signature of Chief Judge.
  • Coordinated extensively with Clerk of Court and other offices to ensure travel plans, reports, and administrative tasks were accomplished.
  • Prepared oral argument calendar for Court-wide distribution.
  • Together with Clerk of Court and Chief Deputy, prepared draft agenda for Judges Legal and Administrative Conferences for review and approval of Chief Judge and Associate Judges.
  • Scheduled meetings and appointments for Chief Judge.
  • Participated in making travel arrangements and ensuring materials for speaking engagements were prepared.
  • Performed duties of Secretary/Conference Assistant during times of absence.

Education

Certificate in Paralegal Studies, Approved By Department of Justice -

Abbie Business Institute
Frederick, MD

Skills

SPECIALIZED SKILLS AND COURSES

  • Annual Administrative Assistants Conference
  • Fundamentals of Finance and Accounting for Non-Financial Managers
  • Time Management
  • How to Deliver Exceptional Customer Service
  • How to Handle People with Tact and Skill
  • Highly proficient with MS Office Suite (Outlook, Word, Excel, PowerPoint)
  • Experienced with customer and sales software such as SharePoint, Salesforce, Redtail CRM, Acculynx, QuickBooks and Judicial Dockets
  • Experienced user of computers, telephony, multi-functional printers, and multiple software programs
  • Report Writing
  • Memo Preparation
  • Check Processing
  • Invoice Processing
  • Digital Archiving
  • Expense Reporting
  • Bookkeeping
  • Meeting Planning
  • Research
  • Information Security
  • Office Administration
  • Proposal Writing
  • Data Entry
  • Document Control
  • Clerical Support
  • Workflow Optimization
  • Travel Coordination
  • Spreadsheet Management
  • Presentation Design
  • Mail Handling
  • Calendar Management
  • Filing
  • Reception Oversight
  • Quality Assurance
  • Appointment Scheduling
  • Reading Comprehension
  • Resourceful
  • Technical Support
  • Dedicated Team Player
  • Records Management Systems
  • Legal Administrative Support
  • Professional and Mature
  • Recordkeeping and Bookkeeping
  • Data Collection
  • Mail Management
  • Understands Grammar
  • Organization and Efficiency
  • Complex Problem-Solving
  • Business Writing
  • Risk Management
  • Multitasking and Prioritization
  • OSHA Compliance
  • Quickbooks
  • Report Development
  • Office Equipment Maintenance
  • Travel Administration
  • Project Planning
  • Database Organization
  • Inventory Supplies
  • Performance Improvement
  • Senior Leadership Support
  • Insurance Eligibility Verification
  • Proofreading
  • Meeting Arrangements
  • Customer Service
  • Strong Interpersonal Skills
  • Operational Processes
  • Prioritization
  • Training and Coaching
  • Social Media Management
  • Strategic Planning
  • Business Correspondence
  • Business Planning

Accomplishments

  • Quality Step Increase Awards (1999 and 2000), On the Spot Award (2007), Two-time recipient of Motorola BRAVO Award (2010), Two-time recipient of Motorola MOMENT Award (2011), Recipient of Motorola MOMENT Award in (2013), Conferred with Motorola's Galvin Support Professional for Q3, Territory 3 Region (2014).

Timeline

Professional Administrative Assistant

Diamond Jacket Exteriors
04.2023 - 09.2023

Director of Client Services and Professional Administrator

Frederick Financial Planners, Inc
11.2020 - 03.2023

Office Manager and Client Services Specialist

Finley Alexander
04.2018 - 05.2020

Legal Assistant/ Administrative Services Specialist

QDRO Solutions, LLC
12.2017 - 04.2018

Administrative Support Staff Member

Manpower Staffing
08.2017 - 12.2017

Front Office Manager

Powell Flynn, LLP
09.2015 - 07.2017

Proposal Manager

Motorola Solutions
03.2014 - 07.2015

Federal Proposal Specialist

MOTOROLA SOLUTIONS
01.2013 - 03.2014

Civil Division Clerk

The Circuit Court For Frederick County
01.2008 - 06.2009

Office Administrator and Briefing Specialist

Motorola Solutions
01.2007 - 01.2008

Administrative Services Manager

Montgomery Hospice, Casey House
05.2005 - 10.2006

Personal and Confidential Assistant

THE US COURT OF APPEALS FOR THE ARMED FORCES
04.2004 - 05.2005

Certificate in Paralegal Studies, Approved By Department of Justice -

Abbie Business Institute

References

References available upon request.

References

References available upon request.

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