Paula Newman
Hickory,NC
Summary
Detail-oriented and resourceful Executive Assistant with 10+ years of experience supporting C-level executives in fast-paced environments. Proven expertise in complex calendar management across time zones, travel coordination, and expense reporting
Overview
24
24
years of professional experience
Work History
Office Manager
USCONEC
Hickory, NC
02.2024 - Current
- Oversee the business operations and administrative functions for the Hickory Corporate Office.
- Managed the CEO’s Leadership Team complex calendars and global travel arrangements.
- Prepared and arranged all bi-yearly Board meeting for the US and arranged all the travel for the Japan/China Board Meetings.
- Work through CIBT to obtain passports and visa as needed.
- Acted as liaison for Executive Director, Business Finance Managers, and lower-level personnel, facilitating efficient access to Managing Directors' calendar and travel.
- Scheduled Application Engineering Department Training Schedule for international and local customers.
- Scheduled all meetings, lunches, hotels, and other requirements as needed.
- Prepared packages for training customers as needed.
- Answered calls and directed to the appropriate people.
- Order and maintain all supplies.
- Processed Credit Card statement through Concur.
- Helped planned and execute companywide family day.
- Organized Commercial Week for US Employees and International. Provided meals, activities and gift packages to over 90 employees.
- Handled sensitive information with discretion, maintaining confidentiality of company documents and personnel records.
- Facilitated communication between departments, promoting collaboration and information sharing.
- Oversaw budget management for office expenses, achieving financial targets through strategic planning.
- Supervised administrative staff, fostering professional development and enhancing team performance.
- Developed and implemented office policies, improving compliance and operational consistency.
- Managed scheduling and calendar for executive team, optimizing time management across departments.
- Coordinated office supplies procurement, ensuring timely availability and cost-effectiveness.
- Streamlined office operations, enhancing workflow efficiency and reducing administrative bottlenecks.
Administrative Assistant
Alliance Sales and Marketing
Lakeland FL
10.2019 - Current
- Established, maintained, and updated files, databases, and records, improving data accuracy for recurring internal reports.
- Exercise independent judgment and decision-making abilities, ensuring a high level of confidentiality in all tasks.
- Collaborated with various levels of management to gather information, streamlining communication on key issues.
- Acted as liaison for Executive Director, Business Finance Managers, and lower-level personnel, facilitating efficient access to Managing Directors' calendar and travel.
- Assisted out-of-town candidates with travel, hotel, and car service arrangements, enhancing candidate experience.
- Communicated with external contacts to properly handle direction of business relations, strengthening partnerships.
- Distributed company literature and followed up with meeting arrangements as needed, supporting business development.
- Prepared written correspondence and administrative reports for department manager, improving departmental communication.
- Ordered all office materials for the staff, ensuring timely availability of supplies.
- Developed and maintained PowerPoint presentations as needed, supporting executive communications.
- Developed and maintained filing system to contain sensitive material in a proper fashion, safeguarding confidential information.
- Streamlined office procedures to enhance efficiency and support staff productivity.
- Coordinated scheduling for meetings, ensuring optimal use of resources and time management.
- Managed correspondence and communications, maintaining professionalism in all interactions.
- Developed filing systems to improve document retrieval and organization across departments.
- Answered multi-line phone system, routing calls, delivering messages to staff and greeting visitors.
- Maintained confidentiality of sensitive information by adhering to strict privacy policies and implementing secure filing systems.
Executive Administrative Assistant- Legal and Compliance
JP Morgan Chase
Tampa, FL
10.2011 - 10.2019
- Scheduled and coordinated meetings, interviews, appointments, and events for Chief Compliance Officer, optimizing executive time management.
- Coordinated travel, lodging arrangements, and car services, ensuring seamless logistics for executives.
- Established, maintained, and updated files, databases, and records, improving data accuracy for recurring internal reports.
- Managed printing, maintenance, and other services, supporting daily office operations.
- Exercised independent judgment and decision-making abilities, maintaining high confidentiality and managing all HR employment for the Legal team, including benefits, FMLA, drug screening, I-9, and employee documentation.
- Collaborated with various levels of management to gather information, streamlining communication on key compliance issues.
- Acted as liaison for Executive Director/Assistant General Counsel and Compliance Director, ensuring proper communication across teams.
- Assisted out-of-town candidates with travel, hotel, and car service arrangements, enhancing candidate experience.
- Communicated with external contacts to properly handle direction of business relations, strengthening partnerships.
- Distributed company literature and followed up with meeting arrangements as needed, supporting business development.
- Prepared written correspondence and administrative reports for department manager, improving departmental communication.
- Prepared and tracked budget and quarterly reports for employees under ED Compliance Director in Excel, helping monitor departmental expenses.
- Ordered all office materials for the staff, ensuring timely availability of supplies.
- Developed and maintained PowerPoint presentations as needed, supporting executive communications.
- Developed and maintained filing system to contain sensitive material in a proper fashion, safeguarding confidential information.
- Streamlined executive scheduling and calendar management to enhance productivity across multiple departments.
- Coordinated high-level meetings and events, ensuring seamless logistics and communication among stakeholders.
- Developed and maintained comprehensive filing systems for confidential documents, optimizing retrieval processes.
- Managed correspondence and communications, facilitating timely responses and fostering professional relationships.
- Implemented process improvements that enhanced administrative efficiency and reduced operational overheads.
- Supervised junior administrative staff, providing training on best practices and operational procedures for optimal performance.
- Collaborated with cross-functional teams to support strategic projects, aligning administrative efforts with organizational goals.
- Maintained confidentiality when handling sensitive information, protecting company interests and employee privacy.
- Handled administrative tasks such as expense report processing or invoice reconciliation efficiently; allowing executives to focus on high-priority responsibilities without distraction.
- Handled scheduling for executive's calendar and prepared meeting agenda and materials.
- Responded to emails and other correspondence to facilitate communication and enhance business processes.
- Reviewed incoming communications for urgency or importance; prioritized correspondence accordingly for executive review or action.
- Scheduled appointments promptly, ensuring optimal use of executive time while minimizing conflicts or cancellations.
- Scheduled appointments and handled calenders for senior leadership.
- Seamlessly interacted with colleagues to plan and complete special projects.
- Organized and updated schedules for executives.
- Gathered documents, data, and formulated analytics to prepare issues for discussion and reports for review.
- Enhanced communication between departments through proactive coordination of meetings and events.
- Organized travel arrangements, ensuring smooth transitions for executives during business trips.
- Produced accurate office files, updated spreadsheets, and crafted presentations to support executives and boost team productivity.
- Ensured timely completion of projects by monitoring progress against deadlines, providing updates to executives as needed.
Executive Administrative Assistant
Alpha Business Communications, Inc
Plant City, FL
01.2002 - 12.2011
- Typed all company documents, ensuring accuracy and timely completion.
- Answered phones and met with public to address questions, improving customer service.
- Provided clerical support for secretarial and associate staff, enhancing team productivity.
- Prepared all department's computerized graphs, charts, and visual presentation aids, supporting data-driven decision-making.
- Standardized department filing system, enabling secretarial staff to easily locate information in any filing center.
- Prepared all written communication, answered telephones, and prepared weekly bulletins, streamlining internal communications.
- Designed and implemented Master Schedule and User Guidelines for business and community meetings, reducing scheduling conflicts and building maintenance costs.
- Coordinated executive schedules, ensuring efficient time management and prioritization of key meetings.
- Assisted in project coordination, facilitating collaboration among cross-functional teams to meet objectives.
Education
Associate of Arts - Administration
HIllborough Community College
Plant City. FL06.2010
Skills
- Heavy Calendar Management
- Travel and Meeting Coordination
- Document Management
- Multitasking/Time Management
- Organizational Skills
- Communication and Team Work
Timeline
Office Manager
USCONEC
02.2024 - Current
Administrative Assistant
Alliance Sales and Marketing
10.2019 - Current
Executive Administrative Assistant- Legal and Compliance
JP Morgan Chase
10.2011 - 10.2019
Executive Administrative Assistant
Alpha Business Communications, Inc
01.2002 - 12.2011
Associate of Arts - Administration
HIllborough Community College