Rachel Newell
Puyallup,WA
Summary
Dedicated and professional administrative support professional with a proven track record of providing exceptional assistance to executives. Experienced in various industries, including fundraising, real estate, and banking. Able to quickly adapt to new environments. Skilled in managing busy schedules and serving as an effective gatekeeper. Excel at collecting data, compiling reports, organizing travel arrangements, handling expense reports, and managing both internal and external communication. Strong focus on project management and daily office tasks. Resourceful and independent problem-solver. Organizational skills and attention to detail ensure efficient and accurate completion of tasks. Effective communicator who engages with multiple stakeholders to achieve desired outcomes.
Overview
18
18
years of professional experience
Work History
Executive Assistant
Weyerhaeuser
01.2024 - Current
- Provide administrative and project management support to 4 Vice Presidents and the leadership teams of Wood Products
- Adept at building strong partnerships with external/external stakeholders across multiple time zones
- Point person for VPs to ensure proper lines of communication throughout the wood products organization
- Manage complex calendaring for various leaders located in multiple time zones, including scheduling day-to-day meetings, booking travel and event planning
- Manage day-to-day operations and tasks for the team, such as processing invoices, preparing presentations, ordering supplies and equipment, preparing materials for meetings, etc
- Check requests, paying invoices, and Concur expense reporting using SAP system
- Partner with other administrative team members and provide back-up support as needed
- Oversee logistics and planning for on-site and off-site team meetings and events, including preparing materials, arranging reservations, schedules, and catering
- Presentation preparation, spreadsheet creation and maintenance, database creation and maintenance.
Transaction Coordinator and Executive Assistant
Commencement Bay Brokers
01.2021 - 07.2023
- Supervise all administrative duties for home buyer and seller transactions from contract to close
- Identify, develop and implement processes for smooth transactions for our clients
- Input client information into the client database system Salesforce, track transaction flow and activities, and submit the required documentation for file compliance
- Ensure that buyer offers, and counteroffers are approved by the seller, ensuring customer satisfaction and a smooth real estate sales process
- Review all documentation for completeness, and confirm proper signatures and dates to complete the sales transaction timely
- Manage all aspects of the transaction from contract to close, tracking contract timelines, lender and escrow check-ins, and file management
- Complete pre-listing prep and paperwork, including scheduling photos and coordinating the staging
- Aid real estate agents, clientele, and other stakeholders with paperwork and ensure the completion of all escrow documents, such as appraisals, titles, and mortgage loans
- Implement operational improvements, working with the team to execute best practices in structuring an efficient workflow
- Coordinate broker-owners calendar, scheduling meetings via virtual or in person
- Liaison between managing broker and clients
- Prepare materials for consultation, showings, open houses, and closings
- Manage client database, inputting transactions and client data
- Provide concierge-level customer service to clients and partners
- Manage day to day to office operations and maintain office records, digital and paper files for audit
- Work on a variety of projects and maintain communication on progress
- Sit on leadership committee, assisting with the mission/vision of the company.
Executive Assistant
Scotiabank
10.2019 - 12.2020
- Champion a customer-focused culture to deepen client relationships and leverage broader Bank relationships, systems, and knowledge
- Provide high-level administrative support for two district Vice Presidents, requiring discretion, confidentiality, a good understanding of technical and business vocabulary, and detailed knowledge of the organization's operations, procedures, and people
- Gather, compile, verify, and analyze information for the executive's use in documents such as memos, letters, reports, speeches, presentations, and news releases
- Perform tasks using independent judgment and discretion; e.g, preparing documents and presentation materials; screening and responding to incoming correspondence, inquiries, and phone calls; drafting letters and official information releases; arranging and attending meetings
- Monitor, review, and approve standard expenditures to ensure the activities of the office are conducted within established budgets
- Understand how the Bank’s risk appetite and risk culture should be considered in day-to-day activities and decisions
- Actively pursues effective and efficient operations of their respective areas, while ensuring the adequacy, adherence to, and effectiveness of day-to-day business controls to meet obligations concerning operational and regulatory compliance risk.
Office Manager
Executrade
09.2011 - 05.2013
- Assist Vice President with all staff onboarding, branch development and initiatives
- Answer Phones, manage suppliers and greet candidates
- Plan and Organize Branch Social Events
- Manage Tracking Reports and daily calendar
- Create Branch Stats and Reports.
Office Manager
Clear Communications
09.2009 - 05.2011
- Answer inbound customer calls
- Coordinate Payroll
- Set and maintain schedules for technicians
- Prepare computerized correspondence, reports, spreadsheets, proposals
- Work with customers to ensure customer satisfaction
- Inside and Outside Direct Sales
- Shipping and Receiving Coordinator
- Maintain and track inventory.
Sales Assistant
MacGregor Publishing
04.2008 - 09.2009
- Set up appointments and maintain schedules for sales reps
- Respond to customer needs
- Acquisition of prospective clients
- Assist in maintaining accounts receivable
- Prepare computerized correspondence, reports, spreadsheets, proposals
- Work with clients to ensure customer satisfaction.
Office Manager
Valpak
01.2008 - 04.2008
- Enter and track all client orders, and transmit invoices and statements
- Schedule sales reps’ appointments, and prepare proposals
- Assist in improving/developing and administering systems and communications relative to job production coordination with Valpak Corporate
- Troubleshoot and assure that software and hardware are properly maintained
- Answer phones and fill out lead tracking sheets
- Pursue solutions to problems and questions relative to production
- Greet and receive visitors, clients, etc
- Arrange meetings, travel, and promotions, and draft correspondence, reports, spreadsheets, proposals.
Sales Coordinator
Sauder Moulding
04.2007 - 01.2008
- Answer inbound customer calls, and respond to customer needs by providing product information, verifying stock information, and client inventory needs
- Submit purchase orders, enter orders and verify the accuracy and completeness of POs
- Receive orders and ensure proper matching
- Generate backorders as necessary, fax confirmations, and record completed invoices in the control notebook
- Utilize Vendor Management (VMI) to manage affiliate distribution center inventories
- Maintain shipping schedules, ensuring the accuracy of order details
- Respond to customer inquiries and schedule trucks
- Produce periodic sales and inventory reports as needed
- Update inventory records and research records to respond to customer inquiries
- Prepare and submit purchase orders with supplies, tracking and receiving the shipment
- Makes sales presentations to managers and works with clients to ensure customer satisfaction
- Prepare quotes/proposals for customers
- Greet customers and give tours around the facility.
Assistant Coach
Western Washington University
07.2006 - 03.2007
- Coordinate and lead practices for the Western Washington University Softball Team
- Provide energy, creativity, and positive encouragement to players and facilitate team-building exercises
- Instruct players in proper technique
- Assist with the recruitment process
- Coordinate and lead softball clinics
- Counsel and advise players, including academic progress and requirements.
Education
Bachelor of Science - Exercise and Sports Science, Fitness and Health
Western Washington University
03.2007
Skills
- Executive Support
- Administrative Support
- Office Management
- Strong Problem Solver
- Meticulous attention to detail
- Schedule & calendar planning
- Expense Reporting
- Travel Arrangements
- Meeting planning
- Computer Skills
Volunteer Experience
- Cystic Fibrosis Foundation- Calgary Chapter: Chapter President, Board Member, Co-Chair 2014 Great Strides Walk, Sixty-Five Roses Princess Ball Committee Founder & Member, Gift Wrap Committee Member, Sponsorship and Silent Auction Coordinator
- Executive Board Member, All Stars Gymnastics
- Fundraising Chair- Dance Academy of Puyallup
- Ambassador Cystic Fibrosis Foundation
Competencies/Skills
Proficient in Microsoft Office Suite, MS Teams, SharePoint, FileMaker Pro, Concur, OneNote, Sales Force, Dropbox, LIMS, SAP
Timeline
Executive Assistant
Weyerhaeuser
01.2024 - Current
Transaction Coordinator and Executive Assistant
Commencement Bay Brokers
01.2021 - 07.2023
Executive Assistant
Scotiabank
10.2019 - 12.2020
Office Manager
Executrade
09.2011 - 05.2013
Office Manager
Clear Communications
09.2009 - 05.2011
Sales Assistant
MacGregor Publishing
04.2008 - 09.2009
Office Manager
Valpak
01.2008 - 04.2008
Sales Coordinator
Sauder Moulding
04.2007 - 01.2008
Assistant Coach
Western Washington University
07.2006 - 03.2007
Bachelor of Science - Exercise and Sports Science, Fitness and Health
Western Washington University
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