Julie Tomlinson
Rogers,AR
Summary
Experienced Office Management and Executive Administration Professional focused on optimizing productivity, efficiency and service quality across various environments. Demonstrates strong analytical, communication, and teamwork skills, with proven ability to quickly adapt to new environments. Eager to contribute to team success and further develop professional skills. Brings positive attitude and commitment to continuous learning and growth. Highly dependable, ethical and reliable support specialist and leader that blends advanced organizational, technical and business acumen.
Overview
27
27
years of professional experience
Work History
Office Manager
Public Relations Marketing Agency
05.2022 - Current
- Handle sensitive information with discretion, maintain confidentiality of company documents and personnel records.
- Provide exceptional customer service when addressing client inquiries or concerns via phone calls or email correspondence.
- Streamline office operations by implementing efficient filing systems and organizational strategies.
- Assist in onboarding new employees to promote a seamless integration into the team dynamic.
- Support department heads in accomplishing their goals through diligent administrative assistance such as social media posts, press releases, email campaigns, award nominations, research, and more.
- Facilitate positive work environment, address employee concerns promptly and foster culture of mutual respect.
- Coordinate with IT and web designer to re-brand company website, enhancing overall efficiency and data security.
- Leverage data and analytics to make informed decisions regarding email campaigns.
- Develop comprehensive policy manuals outlining procedures and guidelines, contribute to a well-organized workplace culture; train new employees in agency role protocols.
- Conduct regular reviews of office procedures, identify and implement improvements for operational excellence.
- Streamline document handling and processing, reduce turnaround time for client inquiries and requests.
- Execute strategies to recover delinquent receivables accounts from $350k to less than $10k, develop effective payment plans.
- Draft and finalize marketing service agreements for prospective customers, use DocuSign for digital contract signatures.
- Implement comprehensive training program for new hires, improve their integration into team and productivity.
- Prepare bimonthly invoice support documentation
- Manage digital documents in OneDrive, SharePoint and Google Drive
Virtual Executive Assistant
Freelance Work
01.2001 - Current
- Bookkeeping, account reconciliation, deposits
- Create RFPs, contracts, estimates, PowerPoint slideshows, write publicity reports, design and distribute email campaigns, post press releases via PR newswire
- Publish posts and articles to LinkedIn, Facebook
- Google Admin administrator
- Edit website in WordPress and Vistaprint platform
- Improve efficiency of administrative tasks by implementing organizational systems and automating processes.
- Reduce expenses through careful budgeting and expense tracking for executive office operations.
- Assist in the development of strategic plans through research, data analysis, and presentation preparation.
- Update spreadsheets and databases to track, analyze, and report on performance and sales data.
- Handle logistics, catering, agendas and travel arrangements for meeting and event planning for business owners.
- File paperwork and organize computer-based information.
- Manage mail, correspondence, mail, email and faxes.
- Record notes at meetings.
- Use QuickBooks to produce monthly invoices, reports, and other deliverables.
Owner & Director, PreK-Adult Tutoring Services
Successful Learning Education Center
01.2008 - 01.2018
- Employed 30 part-time teachers over 10 years with a high retention rate.
- Personally tutored 500+ students pre-K to post-grad level.
- Educational service provider to 3 Texas school districts.
- Managed day-to-day business operations.
- Developed and maintained strong relationships with clients, resulting in repeat business and referrals.
- Oversaw daily operations, ensuring all tasks were completed accurately and efficiently by team members.
- Increased customer satisfaction by implementing efficient business processes and providing exceptional service.
- Managed financial aspects of the business, including budgeting, financial reporting, and tax preparation.
- Consulted with customers to assess needs and propose optimal solutions.
- Hired trained, and managed a high-performing team of employees dedicated to achieving company goals.
- Trained and motivated employees to perform daily business functions.
- Implemented marketing strategies to increase brand awareness and attract new customers.
- Established a positive workplace culture that fostered employee engagement, collaboration, and loyalty.
- Negotiated contracts with suppliers for better pricing and terms, reducing overall costs for the business.
- Achieved financial growth with strategic planning, cost control measures, and targeted marketing efforts.
- Evaluated industry competition regularly to maintain a competitive advantage in the marketplace.
- Successfully navigated challenging economic conditions by making informed decisions that protected the business''s financial stability.
- Monitored market conditions to set accurate product pricing and take advantage of emerging trends.
- Expanded product offerings by researching market trends and identifying potential growth opportunities.
- Elevated brand awareness with targeted marketing campaigns, leveraging social media and digital platforms.
- Interacted well with customers to build connections and nurture relationships.
- Cultivated and strengthened lasting client relationships using strong issue resolution and dynamic communication skills.
- Assisted in recruiting, hiring and training of team members.
- Scheduled employees for shifts, taking into account customer traffic and employee strengths.
- Identified and qualified customer needs and negotiated and closed profitable projects with high success rate.
- Implemented innovative programs to increase employee loyalty and reduce turnover.
Business Operations Manager & Executive Assistant to President
Blanton & Associates, Inc.
08.2001 - 12.2006
- Executive Assistant to President and CEO of Blanton & Associates, an environmental consulting firm.
- Remote-managed the President's business operations of his personal business in south Texas.
- Managed 20,000 square feet in two buildings with two elevators and numerous security keypads. Oversaw upkeep of 5 acres with irrigation, water retention and detention areas, parking lots, waste management and more. Owner's liaison with office tenants and subcontractors. Oversaw day-to-day property management operations and extended rental contracts by fostering deep professional relationships with tenants.
- Hired, mentored 3 administrative staff on business procedures, policies, duties and customer care methods. Developed document production department. Supervised 2 support and 2 administrative staff members.
- IT coordinator: troubleshoot Microsoft products, hardware and a variety of software, equipment, servers, wi-fi, internet server, intranet server; purchase and facilitate installation of hardware and software for executives, account managers, support staff, document production staff, GIS department, archeologists and field workers. Train employees on use of hardware and equipment, company style guidelines, timesheet software, expense documents, electronic and physical filing systems, and more.
- CDW and Intel/Lenovo $88,000 award for small business wireless implementation based on my application, justification report and interview. I was invited to assist the top two Intel engineers implement the wiring and installation of a terabyte server, 25 new computers, 10 laptops, GPS equipment. The 100-hour, one-week process resulted in a white paper and video documentary.
- Created marketing materials-logo, brochures, edit website and office lease website.
- Implemented cost-saving measures, reducing operational expenses without sacrificing quality or productivity.
- Negotiated contracts with vendors, securing the best possible terms for the company's needs and budget constraints.
Office Manager & Executive Assistant to President & CEO
Kazan Software, Inc.
07.1998 - 05.2001
- Executive Assistant to President and CEO
- Supervised administrative staff.
- On-site property management of multiple office sublets and tenants.
- HR generalist, liaison between owners and Administaff, report payroll information to ADP.
- Report financial updates on a monthly/quarterly/annual basis with CEO and corporate attorney. QB administrator, budget, forecasts, invoicing, collections, customer service.
- Plan parties/catering (Company closed 2001)
- Provided exceptional customer service to high caliber customers such as Dell Computers, when addressing client inquiries or concerns via phone calls or email correspondence.
- Handled sensitive information with discretion, maintaining confidentiality of company documents and personnel records.
- Maintained accurate financial records by reconciling accounts payable/receivable transactions regularly to ensure balanced budgets.
- Coordinated several annual office events and weekly and monthly meetings, for employee communication and morale.
- Streamlined office operations by implementing efficient filing systems and organizational strategies.
- Assisted in the recruitment process, conducting interviews and onboarding new employees to promote a seamless integration into the team dynamic.
- Managed vendor relationships, negotiating contracts for cost savings while maintaining high-quality services.
- Oversaw facility maintenance requests, coordinating with building management to address repairs or improvements efficiently, including a month-long build out.
- Reduced costs with meticulous budget monitoring and expense tracking for essential supplies and equipment.
- Oversaw office budget, ensuring all expenditures were within allocated funds and identifying cost-saving opportunities.
- Handled sensitive employee and client information with utmost confidentiality, maintaining trust and integrity.
- Facilitated positive work environment, addressing employee concerns promptly and fostering culture of mutual respect.
- Maintained positive customer relations by addressing problems head-on and implementing successful corrective actions.
Education
Bachelor of Science - Education
Indiana University
Bloomington12.1991
Cultural Immersion -
I.U. School of Education, Grad Level Course
Bloomington05.1991
Skills
- 2006 CDW Wireless Award ($88k value)
- State of Texas Lifetime K-6 Teaching License
- TOESL Certificate - Accreditat
- Maestro Entrepreneurship Cohort
- Microsoft Power BI Data Analyst certificate (in process)
Highlights
- 10 years as C-suite executive assistant
- Problem solving, analytical thinker
- Supervision, Leadership & Team player
- Organizational skills & Time management
Software/Platforms
- LinkedIn, Facebook, Instagram
- ChatGPT, Google Bard
- Google Workspace - Admin role
- Google Analytics
- Google Meet, Zoom, WebEx, Duo, Skype
- OneDrive, Dropbox
- Office 365, Teams, SharePoint
- Slack, Salesforce, Monday
- QuickBooks desktop and QBO, Quicken
- Klaviyo, Mail Chimp, Constant Contact
- PR Newswire
- WordPress
- Canva, Adobe suite
- Harvest timesheet
- DocuSign
- And more
Skills & Proficiencies
- Executive Assistant: C-suite administrative support, sensitive and complex calendars, travel, manage projects, strong leader, positive team player, professional interpersonal communication and networking skills, organizational and time management skills, high attention to detail, excellent proofreader, dedicated to learning new skills
- Financial: financial reports, budgets, expense reports, forecasts, accounts receivables & payables, payroll, invoicing
- Technology: IT coordinator, maintain websites, troubleshoot hardware and software, hardware and software inventory, tech support, proficient with office equipment, record/edit videos, learn technology skills with easeHR liaison: full cycle recruiting, onboard new hires, payroll, staff supervisor, schedule, continued education, write job descriptions and SOPs, training documents and videos
- Marketing: edit websites; mail & email campaigns; create print ads, brochures, business cards; record radio ads; outsource graphic design; Social media: manage accounts, ads for Facebook, publish posts and articles on LinkedIn, Instagram, Twitter, YouTube
- Document creation and archive: produce presentations, reports, proposals, RFPs, MSAs, lease contracts, set up and maintain digital filing systems
Timeline
Office Manager
Public Relations Marketing Agency
05.2022 - Current
Owner & Director, PreK-Adult Tutoring Services
Successful Learning Education Center
01.2008 - 01.2018
Business Operations Manager & Executive Assistant to President
Blanton & Associates, Inc.
08.2001 - 12.2006
Virtual Executive Assistant
Freelance Work
01.2001 - Current
Office Manager & Executive Assistant to President & CEO
Kazan Software, Inc.
07.1998 - 05.2001
Bachelor of Science - Education
Indiana University
Cultural Immersion -
I.U. School of Education, Grad Level Course
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