Kimberly E. Charles
Executive Administrative Assistant
Youngsville,LA
Summary
Driven and resourceful administrative professional with 12 + years of experience assisting with work of high-achieving executives. Track record supporting professional needs with well-organized precision. Successfully manages high-volume workloads in rapidly changing environments.
Overview
12
12
years of professional experience
2
2
years of post-secondary education
Work History
Administrative Assistant Claims Support/Licensing Analyst
Sentry Claims Group
Lafayette, LA
05.2021 - Current
- Continually sought methods for improving daily operations, communications with clients, recordkeeping and data entry for increased efficiency.
- Established administrative work procedures to track staff's daily tasks.
- Organized logistics and materials for each meeting, arranged spaces and took detailed notes for later dissemination to key stakeholders.
- Used Filetrac to prepare various correspondence, reports and other written material.
- Recorded new hires, transfers, terminations, changes in job classifications and merit increases to main human resources files of adjusters.
- Updated tracking spreadsheets with latest CAT rosters and Adjuster Licensing information.
- Compiled CAT reports for program leaders.
- Worked with claims adjusters and examiners to expedite processing in alignment with procedures for payment.
- Generated specific candidate pool for career opportunities through strategic placement of advertisements, evaluation of applicant credentials and conducting initial interviews and pre-screening assessments.
- Leveraged social media platforms and online job boards to advertise open positions and engage with potential candidates.
Executive Assistant to the Vice President
KATC 3
Lafayette, LA
11.2021 - 05.2022
- Act as the point of contact among executives, team members, clients and other external partners
- Manage the Vice President's calendar, including making appointments and prioritizing the most sensitive matters
- Updated spreadsheets and created presentations to support executives and boost team productivity.
- Processed travel expenses and reimbursements for executive team and senior management group.
- Manage information flow in a timely and accurate manner
- Prepare and manage daily, weekly, monthly and quarterly reports
- Draft, review, send and receive internal and external communication – memos, emails, presentations, reports
- Supported business and hospitality needs of corporate partners and staff during meetings and company events.
- Transcribed meeting minutes to support sales, business development and senior management teams.
- Answered high volume of phone calls and email inquiries.
- Greeted arriving visitors, determined nature and purpose of visit and directed individuals to appropriate destinations.
- Handled logistics, catering, agendas and travel arrangements for meeting and event planning for board of directors, president and executive vice president.
- Organize and prepare for meetings, including scheduling, sending reminders, gathering documents, attending to logistics of meetings and keeping meeting minutes
Accounts Payable Specialist
The Lemoine Company
Lafayette, LA
06.2021 - 11.2021
- Provide accounting and clerical support to the accounting department
- Type accurately, prepare and maintain accounting documents and records
- Prepare bank deposits, general ledger postings and statements
- Reconcile accounts in a timely manner
- Daily enter key data of financial transactions in database
- Provide assistance and support to company personnel
- Research, track and restore accounting or documentation problems and discrepancies
- Inform management and compile reports/summaries on activity areas
- Function in accordance with established standards, procedures and applicable laws
- Constantly update job knowledge
Executive Administrative Assistant
Bayou Companies
New Iberia, Louisiana
08.2019 - 06.2021
- To Director of operations, Director of International Business, Director of Sales and seven plant managers
- Typing, filing, data entry, answering phones, managing travel arrangements, obtaining supplies,
- Running and preparing reports and working on special projects, preparing reports, managing all incoming and outgoing mail for accounts payable
- Processing mail and invoices to appropriate departments and setting up vendors and working on timely payments
- Paying vendors by scheduling pay checks and ensuring payment is received for outstanding credit; generally
- Creating relationship with vendors such as Cintas and creating a uniform inventory system for 200+employees
- Documented and distributed meeting notes to identify, analyze and improve workflows.
- Assist with payroll and processing payroll and checks; garnishment of wages
- Prepared rosters of suppliers and service providers to elicit quotes and bid information for supplies, inputs and services.
- Applied proper codes to over 300 invoices, files and receipts to keep records organized and easily searchable monthly.
Disaster Housing Inspector
Vanguard Emergency Management
08.2016 - 07.2018
- Travel to areas declared a Federal Disaster and provide relief support to the local community Inspect and calculate expenses for homes and personal belongings for reimbursement or replacement based on
- FEMA Guidelines Created Excel worksheets to create a quote on possible award amounts
- Complete homeowner's paperwork and submit electronically Meet deadlines in adverse conditions to ensure homeowners receive federal assistance
- Made and submitted reports detailing finding and any actions taken.
- Kept up-to-date on inspection regulations, codes, ordinances and techniques.
- Provided information about methods and materials to correct problems and bring construction in compliance with ordinances and codes.
- Determined work met applicable city, state and federal guidelines and discipline-specific codes.
- Worked with customers to understand needs and provide excellent service.
Environmental Specialist
Tetra Tech
05.2017 - 02.2018
- Collect and verify data for relevancy with clients' requirements Recorded required data reliably with handheld data collection devices for study purposes Conducted analysis of the data collected and assured compliance with the company's standards Adeptly used Field Service Portal to verify work schedules and successful data transmissions Used several analytical tools for assuring quality and completeness of data weekly conference calls
- Released reporting and recordkeeping to meet environmental regulations.
- Identified training for environmental compliance and implemented training to operations and other team members.
- Tracked key compliance metrics and implemented systems to improve performance.
- Liaised with parish departments to develop and maintain environmental-related programs, procedures and compliance tasks.
Account Manager
Affordable Rent to Own
05.2015 - 07.2016
- Reconcile invoices and bank draws on 300+ accounts Ensured timely delivery of solutions according to the specific needs of customers
- Open customer accounts, maintained a customer relationship processed current and delinquent acct Managed a route of 450+ while successfully meeting quota Repo if necessary, Legal accounts, and advertising knowledge of the Collection process Provided training to other employees and assisted management in PeopleSoft.
- Secured high-value accounts through consultative selling, effective customer solutions and promoting compelling business opportunities.
- Delivered engaging and polished presentations to build connections with potential customers and distinguish business from competitors.
- Built and strengthened long-lasting client relationships based on accurate price quotes and customer-centric terms.
- Analyzed account details such as usage, sales data and client comments to enhance understanding of effectiveness and client needs.
- Sold new products and services and developed new accounts to maximize revenue potential.
Assistant Collections Manager
Acceptance Now
11.2010 - 04.2015
- Secured collections from customers for an unsettled account balance
- Balance profit and loss sheets everyday to ensure quota is being met
- Contacted customers to collect outstanding payments via one-time or negotiated installment methods.
- Supervised staff of collectors, monitoring phone calls and letters.
- Trained and mentored new employees on collection methods, documentation requirements and performance strategies.
- Contacted over 200+ daily customers to discuss late payments and options for remitting amounts due.
- Worked with legal resources and recovery teams to manage default issues.
Education
Computer Networking
Delgado Community College
New Orleans, LA 05.2001 -
High School Diploma -
West Saint Mary High School
Baldwin, La 08.2005 - 05.2009
Skills
AR/AP
Travel coordination
Documentation and reporting
Multi-line phone proficiency
35 WPM typing speed
Office management
Staff Management
Conflict management
Scheduling
Technical Support
Vendor invoice processing
Contract review and analysis
Account management
Account retention
Timeline
Executive Assistant to the Vice President
KATC 3
11.2021 - 05.2022
Accounts Payable Specialist
The Lemoine Company
06.2021 - 11.2021
Administrative Assistant Claims Support/Licensing Analyst
Sentry Claims Group
05.2021 - Current
Executive Administrative Assistant
Bayou Companies
08.2019 - 06.2021
Environmental Specialist
Tetra Tech
05.2017 - 02.2018
Disaster Housing Inspector
Vanguard Emergency Management
08.2016 - 07.2018
Account Manager
Affordable Rent to Own
05.2015 - 07.2016
Assistant Collections Manager
Acceptance Now
11.2010 - 04.2015
High School Diploma -
West Saint Mary High School
08.2005 - 05.2009
Computer Networking
Delgado Community College
05.2001 -