VALERIE R. BUTLER
Bristow,VA
Summary
Experienced Office Management and Administration Professional experienced optimizing productivity, efficiency and service quality across various environments. Highly dependable, ethical and reliable support specialist and leader that blends advanced organizational, technical and business acumen. Works effectively with cross-functional teams in ensuring operational and service excellence.
Overview
34
34
years of professional experience
1
1
Certification
Work History
Executive Assistant and Office Manager
Unison fka Compusearch
07.2007 - 08.2023
- Provided administrative support to three executives (CEO, CF&AO and CTO) in a 350+ person software company that provides procurement software/services to the federal government
- Also served as office manager
- Provided executive assistant support for the CEO, CF&AO, CTO, VP of Marketing & Sales and the General Manager
- Managed calendars, scheduled meetings (on and off-site); supported HR department by scheduling all performance appraisal reviews
- Arranged for catering for board, executive and director meetings with internal/external clients
- Prepared and submitted expense reports for CEO, CTO, General Manager and HR Director
- Arranged travel (flights, rental cars, hotels, etc.) for executive travel
- Created and distributed binders for board meeting materials
- Provided support for proposal initiatives by ordering supplies, preparing and organizing binder materials to bid on government contracts
- Provided office and facilities management support to Accounting and HR Directors
- Developed basic working knowledge of the building HVAC system and ability to troubleshoot issues before submitting service tickets with property manager
- Monitored facilities issues: plumbing, electrical, heating and air conditioning
- Instituted cost saving measures to save on electricity and air conditioning expenses
- Maintained small business vendor spreadsheet for current vendors who conduct business with company
- Managed office cleaning staff and provided building repair list to handyman to ensure building was kept in good operating condition
- Recycled toner cartridges and fluorescent light bulbs to ensure company was in compliance with local laws for proper disposal
- Planned and coordinated annual management off-site meeting for management team
- Arranged for lodging, conference setup, meals and offsite activities
- Distributed monthly financial results report
- Researched and resolved billing issues for Regus (virtual office location) and Verizon wireless invoices
- Updated employee resume database for Human Resources
- Supported HR department by scheduling all performance appraisal reviews; updating HR systems with new hire information or terminated employee information
- Sent email notification to company with picture and brief description of all new hires
- Arranged for floral arrangements for employees who lost immediate family member
- Arranged for baby blankets for all employees with new babies
- Solicited and analyzed bids for office cleaning vendors
- Oversaw office inventory activities by ordering and requisitions and stocking and shipment receiving.
- Entered and maintained billing information in company internal databases for accessibility.
- Interacted with customers to resolve billing disputes and respond to inquiries.
- Executed billing tasks and recorded information in company databases.
- Used data entry skills to accurately document and input statements.
- Collaborated with customers to resolve disputes.
- Kept vendor files accurate and up-to-date to expedite payment processing.
Executive Assistant and Office Manager
AMBIT GROUP, LLC
01.2007 - 07.2007
- Supported a team of 30 employees in a service disabled veteran owned small business (SDVOSB) in Reston, VA, whose main client is the Federal Government
- Hired as Executive Assistant
- Promoted to Office Manager after three months
- Created and administered processes to improve corporate performance
- Created HR on-boarding and off-boarding processes; developed and administered new hire orientation
- Managed on-site IT support
- Scheduled PC maintenance for all employees; reinstituted work order process to report PC trouble
- Processed payroll semi-monthly and all HR paperwork (terminations, salary adjustments)
- Planned and executed company team event
- Reviewed personnel files and created filing system
- Established contracts (Amex Business Travel and Staples Business Advantage) to reduce expenses in business travel and office supply ordering
- Created and implemented procedures for expense voucher reporting (Excel spreadsheet) to reconcile corporate credit card
- Managed calendars and travel plans for CEO and President
- Recorded minutes and tracked action items for executive and management team meetings
- Analyzed company telecom expenses and reduced them by negotiating new phone service with telecom vendors.
Associate Manager
05.1998 - 04.2005
- Led management of $8.47M operating expense budget, execution of resource reduction plans and introduction of PC asset coordination for 60-person team
- Provided accurate and timely financial analysis and results to leadership team, enabling understanding of results and outlooks to achieve budget under run
- Negotiated additional funding for operational expense budget, enabling elimination of budget overrun
- Coached team members in areas of space planning, ordering PCs and office equipment
- Processed requests for system IDs and set up virtual offices
- Coordinated moves and resolved payroll and HR issues, allowing team members ability to focus on responsibilities
- Planned and implemented several team building events for organization, resulting in more cohesive organization
- Assisted executive secretary supporting director scheduling calendar and travel planning
- Managed time-off reports for executive and department members, allowing them to know how much time was used and remained for year
AT&T CORPORATION
07.1989 - 04.2005
Associate Manager
06.1995 - 05.1998
- Performed monthly reconciliations for various accounts and accurately reported all revenues for seven billers
- Initiated process improvement to improve error correction function
- Developed monthly accrual calculations for seven government market services
- Compiled and distributed revenue analysis reports to upper management and product team
- Prepared monthly metric packages used to measure biller performance
- Supervised 10 associates
- Corporate Financial Spot Award; FTS2000 Rainbow Award
Associate Manager
08.1989 - 06.1995
- Managed timely and accurate distribution of FTS2000 invoice and agency reports for U.S
- Government
- Reported all FTS2000 revenues
- Ensured accuracy, validity and reasonableness of all billing data by service by agency by identifying and resolving invoice issues to ensure timely delivery to customer
- Analyzed monthly volumes and usage deviations for services for seven government markets service
- Served as single point of contact for problem resolution for production, bill print and contractors, ensuring accurate and timely delivery of customer invoices
- Maintained audit documents to support billing accuracy
- Supervised 11 associates
Education
Business Courses, Manassas, VA -
Some College (No Degree) - Business Administration
Some College (No Degree) - Business Administration
Skills
- SKILLS SUMMARY
- Office Management
- Written and Oral Communication
- Expense Systems Management
- Anticipating Executive Needs
- Management Training
- Business Writing
- Microsoft Office
- Travel Coordination
- Office Supplies and Inventory
- Event Coordination
- Calendar Management
- Executive Travel
- Email Correspondence
- Scheduling
Accomplishments
- Recognized by management for project managing $300k renovation of facility that resulted in employee satisfaction of overall improvement to the location.
- Investigated, identified and reconciled account discrepancies totaling $10k in company savings.
Affiliations
Highly accomplished executive assistant and office manager with extensive financial and supervisory experience. Innovative strategist with proven record in executive support, office management, budgets, billing, accounts reconciliation, and staff roles. Successful implementation of changes to processes improving bottom line. Certifications
Charter Member – Northern Virginia-IAAP Chapter – 2010 to present
Certification Study Group – Committee Member (Northern Virginia-IAAP)
Certified Administrative Professional (CAP) – International Association of Administrative Professionals, November 2009
Board Secretary – Northern Virginia Chapter – IAAP – 2011 to present
Federal Income Tax Training
H&R Block Basic Tax Preparation - 2005
Certification
- CAP-OM, IAAP - 2009-2015
Additional Information
More than 20 years of administrative experience.
Timeline
Executive Assistant and Office Manager - Unison fka Compusearch
07.2007 - 08.2023
Executive Assistant and Office Manager - AMBIT GROUP, LLC
01.2007 - 07.2007
Associate Manager -
05.1998 - 04.2005
Associate Manager -
06.1995 - 05.1998
Associate Manager -
08.1989 - 06.1995
- AT&T CORPORATION
07.1989 - 04.2005
Strayer University - Business Courses, Manassas, VA,
Fairleigh Dickinson University - Some College (No Degree), Business Administration
Northern Virginia Community College - Some College (No Degree), Business Administration
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