LIANA POPA
Cleveland,OH
Summary
To obtain a position where my experience as an Executive Assistant/Office Manager/Office Administrator that will help further my career goals. Executive Assistant skilled at offering high-level administrative support to senior-level staff. Expert in Office Field Setting since 2006. Expertly assists executive team using exceptional communication and organizational skills, Great communications and hands on skills in the Office field setting.
Overview
24
24
years of professional experience
Work History
Administrative Assistant
Maloney Novotny
Cleveland, OH
01.2023 - 06.2026
- Managed the front desk area for visitors and vendors. Managed all aspects of incoming calls while covering the front desk area. Handled deliveries from UPS, Fed-Ex, Couriers and handled packages for courier pick-ups and drop offs.
- Maintained filing systems for CPE for staff entered credits and certificates into the CCH website ensuring easy retrieval of documents and compliance with organizational standards.
- Performed various administrative support duties including statements for staff and partners in a timely matter for important deadlines.
- Processed the final PDF version of financial statements and binding the paper hard copies for clients. Prepared engagement letters, management letters and various other reports and presentations, and copy work. Scanned report presentation sheets into wordproc on s-drive for staff to close out binders into Engagement system due to deadline due date.
- Assisted in preparation of reports and presentations, contributing to strategic planning and decision-making initiatives.
- Worked effectively in fast-paced environments.
- Skilled at working independently and collaboratively in a team environment.
- Proven ability to learn quickly and adapt to new situations.
- Assisted with day-to-day operations, working efficiently and productively with all team members.
- Scheduled meetings, and booked conference rooms for clients, interviews and partners and management committee meetings.
- Coordinated breakfast and lunch catering for firm events and meetings. Coordinated tax season parties for staff outings and kept track of the invitees by calendar spreadsheets for the partner in charge of the event.
- Perform other duties/tasks as assigned.
- Managed all aspects of incoming and outgoing mail including: distribute mail & packages, operating postage machine, and handling deliveries from UPS, Fed-Ex and couriers. During tax season handled incoming confidential documents from clients drop off.
- Coordinated fire drill evacuation processes and procedures to make sure all staff members where out of the building.
- Possessed a professional demeanor and enthusiastic personality who is comfortable interacting with the firm management, shareholders, professionals and administrative team.
- The ability to work well under pressure, to meet deadlines for presentations and projects. Possessed an excellent work ethic, good time management and attention to detail skills, and exceptional at multi-tasking.
- Streamlined office operations by implementing new administrative processes, enhancing overall productivity and workflow.
Executive Assistant
Tax & Wealth Management, Inc.
Cleveland, OH
05.2017 - 05.2023
- Kept track of President's Calendar for upcoming traveling, meetings and appointments with clients. Travel arrangements for President and staff during meetings out of town and overseas to meet with clients, booking flights, transportation and hotels. Updated President's calendar for staff while taking PTO or out of office on Vacation.
- During tax season and non-tax season, assembled, processed and prepared tax returns for clients in timely manner
- Completed work assignments for staff members as needed, admin assistance to help with their needs, tax notices, certified mail, scanning documents and creating binders for tax reports. Made copies of documents as needed
- Prepared company engagement letters and organizers for clients in timely manner for upcoming tax preparation. Put together documents for clients to fill out and return their tax information and documents for upcoming year
- Maintained office with ordering of supplies, inventory, stocking office with equipment and supplies and maintained office in order to keep stock inventory at level for staff with daily supplies as needed, made sure office was supplied weekly and during tax season with special supplies during busy seasons. Dealt with all vendors that supplied office with approval from Treasury on quotes for pricing
- Updated yearly inventory of company's office equipment for entire office/storage for insurance purpose. New and existing equipment each staff member had in their offices and homes as records and given to Treasury on Excel Spreadsheet
- Scanned client binders into Go-file room systems to keep track of documents saved into company's files for company's file of records Counted pages by binder and scanned in documents from hundred to large quantity of pages into scanning system, then bound binders
- Creating new binders for upcoming year for filing statements yearly and when requested new binder for new clients
- Kept track of certified mail thru USPS website to ensure documents have been received and uploaded into company's system for record
- Maintained incoming and outgoing mail, UPS, FedEx and couriers when needed. Distributed mail to staff daily
- Entered clients into Building access for visits and meetings, greeting clients and having conference room available with refreshments for their meetings
- Filed mail documents into Binders for staff to keep track of clients information
- Put orders in for office with building when maintenance was required for service in office. Made service calls for service when equipment was down or needed cleaning on machines and printers
- Maintained kitchen with coffee, creamer and supplies needed. Ran dishwasher and unloaded after wash was done.
- Provided remote workers during pandemic, sending them their work home by UPS as needed for 7 months while worked remotely.
- Made labels for office cabinets and updated contact list with updated new address in Microsoft office for staff
- Wipe down office areas and machines for cleaning purposes.
Administrative Assistant
Zinner & Company
Beachwood, Ohio
11.2014 - 02.2017
- Processing Tax returns, payroll taxes and financial statements
- Prepared company engagement letters for clients and organizers for clients
- Covered front area for receptionist for lunch, breaks and vacation
- Phone system thru Phone manager directing calls to proper staff member
- Updating clients in system
- Scanning in documents for clients, working with XCM software and Engagement
- Accomplishments
- Engagement letter process done within two-week period, meeting deadline for tax return and extensions due before April 15th deadline.
Administrative Assistant
Pease & Associates
Cleveland, Ohio
09.2013 - 08.2014
- Processed Tax Returns during busy tax seasons and non-tax seasons, Enter client information in
- Document basic information while answering phone line system
- Sent out monthly mailer for company advertising
- Prepared company engagement letters and billing detail sheets for clients and new companies in order to process and retainer service fees
- Upload and saved letters into document and project management
- Covered front desk for main receptionist while answering phones and greeting clients
- Ordered office supplies, supplied mailroom with supplies
- Cleaned kitchen area after meals were provided
- Picked up mail and took mail down for daily pickup, Fed-ex, and went to postal office to drop off certified mail when needed
- Maintained and kept track of CFO budget client target dates for CFO Services
- Planned out schedule in
- Outlook for weekly meetings for the department
- Entered daily time for Partners into time entry to keep track of their daily billable time for clients further time spent on projects
- Accomplishments
- Learned how to process tax returns
- Learned how to do Power of attorneys.
Office Manager/Office Administrative Assistant
Wojnar & Associates
Cleveland, Ohio
06.2002 - 01.2013
- Confirming and scheduling appointments
- Handling ten-line phone system while maintaining high level of customer service
- Performing general office duties including copying, filing, faxing, emailing, scanning data-entry, billing and payments
- Maintaining office supply ordering, sorting mail and maintained mailroom
- Assisting in preparing clients for interviews with Immigration Services
- Executed customer service activities to assist clients and staff, including customer status inquiries and/or problems with their applications and cases
- Preparing applications and immigration forms prior to submitting to Immigration Services and Immigration Court
- Providing general information to clients.
- Handled sensitive information with discretion, maintaining confidentiality of company documents and personnel records.
Weekend Receptionist
Remington College
Cleveland, Ohio
08.2010 - 02.2011
- Maintained front desk weekend receptionist position, answering and transferring calls to appropriate personnel and taking messages, while maintaining a high volume of customer services, and walk-ins
- Entering potential students and interview leads into Campus Vue
- Preparing enrollment agreements for Admission Rep's and assisting with entering updated information
- Setting up applicants for testing while providing them with general information on the testing process
- Answering questions about the test if asked
- Providing general information to incoming calls about a program and directing them the next admission rep
- Keeping track of daily appointments and visitors entering the building, sorting and distributing mail
- Signing for receipts of deliveries of merchandise or supplies.
Education
High School Diploma -
Cleveland Christian Academy
Cleveland, OH09-2004
Skills
- Administrative Experience
- Office Management
- Office Administrative Assistant
- Supply Ordering and Vendors Communication
- Tax Experience / Assembling Tax Returns
- Computer Skills:
- Proficient in computer software: ie Microsoft Word, Excel and Outlook, Campus Vue, XCM, Go-File Room, Sharefile, DocuSign, RightSignature, Microsoft Teams and RingCentral
- Document, Engagement, Time Entry, Practice, Mail Mergers, Labels
- Knowledge of General Office equipment: ie Printer machine, Faxing, copier, scanner Fujitsu scanner and Postage Meter
- Internet research and form filing, Google
- Maintain Filing Systems
- Information Confidentiality
- Filing
- Sorting and Labeling
- Travel Accommodations
- Travel Arrangement Coordination
- Manage and Maintain Schedules
- Appointment Setting
- Calendar Management
- Office Administration
- UPS/Fed-ex/USPS and Courier
- Answer Multi-Line Phone Systems
- Accounts Receivable
- Accounts Payable
- Quickbooks Desktop Pro
- Personal Assistant Experience
- Interact with Clients
- Multitasking
- Team Player
- Support
Timeline
Administrative Assistant
Maloney Novotny
01.2023 - 06.2026
Executive Assistant
Tax & Wealth Management, Inc.
05.2017 - 05.2023
Administrative Assistant
Zinner & Company
11.2014 - 02.2017
Administrative Assistant
Pease & Associates
09.2013 - 08.2014
Weekend Receptionist
Remington College
08.2010 - 02.2011
Office Manager/Office Administrative Assistant
Wojnar & Associates
06.2002 - 01.2013
High School Diploma -
Cleveland Christian Academy