Executive Assistant

Posted on: 2006-07-12

Frances (Fran) P. Whitley 615 Wynnes Ridge Circle, Marietta, GA 30067 H: (770)303-0999 / C: (404)234-0134 E: [email protected] PROFESSIONAL EXPERIENCE Fellowship of Christian Athletes, Atlanta, GA 3/2006 - Present Executive Assistant to Sr. V.P. Stewardship • Set up regional office for the ministry; purchase supplies, secured contractual agreements with vendors, set up and maintain office equipment/filing system and more. • Cultivate and research information on potential major donors through media, ministry database, and development of relationships. • Coordinate major donor events; i.e., secure location and necessary contracts, develop initial creative collateral (brochure, invitations, event materials, etc.), manage event activities and wrap-up of event (budget analysis, correspondence and best practices overview). • Create correspondence to major donors, ministry peers and vendors from thank you notes, to words of condolence, to vendor contact and more. • Maintain major donor information in the ministry database. • Generate ministry reports to update partners and report activities. • Provide monthly accounting of division accounting system. Hardin Construction Company, Atlanta, GA 9/2000 – 11/2005 Executive Assistant to President/COO and Vice Chairman/CFO • Processed confidential documentation from HR issues to budgeting to company policy. • Collected, analyzed, and processed research information related to company initiatives; i.e., provided research results on Senior Living for company to analyze and make a decision as to whether it would be profitable to move in that direction, or not. • Facilitated meetings and events from company-wide to small groups; i.e., Annual Educational Conference. • Managed and coordinated annual company-wide United Way Campaign increasing total gift amount each year. • Contributing writer for company-wide publication. • Coordinated communications between company executives, staff and vendors through setting up meetings, managing calendars, assisting in time management and planning travel. • Processed company financial reports and numerous company entities’ financial information and minutes. • Provided additional administrative functions to the executive staff and owners as requested. Parke-Davis, Atlanta, GA - Womens’ Healthcare Division (entity of Warner-Lambert) 1/1999 – 9/2000 Administrative Associate to three National Business Directors • Coordinated projects and presentations by providing thorough research and implementation by preparation using Word, PowerPoint, and Excel. • Coordinated regional and divisional meetings by managing the budgets, providing on-site inspection, vendor bids, entertainment activities, and theme inception; an example, planning a regional meeting at The Four Seasons Hotel in Las Vegas with only a week’s notice working directly with the Catering Manager, securing and organizing all vendor promotional materials, setting up and adhering to agenda, selecting meals and coordinating entertainment for sales reps. • Managed office environment, office equipment, and office technology (i.e., telephone system, computer system, etc.). • Created new methods of support implemented into company procedure manuals and communicated to the field colleagues; trained sales force in the use of a new database that I created to stay connected with other regions’ activities and sales information. • Provided additional administrative functions for three National Business Directors. Simmons Company, Atlanta, GA - Specialty Sleep Products Division 11/1995 – 11/1998 Executive Assistant to V.P./G.M. • Only sales representative for the division including initial contact (cold calling), product demonstration in the showroom and at trade shows; sales to Marine Corps, naval fleets, Red Cross of America, and multiple fire departments throughout the nation. • Developed marketing strategy of the product and promotional marketing tools for the ready-to-assemble mattresses through coordination with advertising and public relations firms. • Divisional trade show development, design, management, budgeting and selling, winning “Best In Show” at 1998 Specialty Sleep Products Show in Las Vegas, NV; planned, attended, managed, set-up and sold “Bed In a Box” at numerous other trade shows. • Coordinated company sales force, licensees, vendors and dealers to promote Simmons’ Specialty Sleep Products Division and generate sales that provided the division with a greater presence in increased brand name/product recognition on the consumer show floor; managed company sales floor display of all products. • Maintained operating cost within the divisional budget. The Federal Reserve Bank of Atlanta, Atlanta, GA - Research Department 8/1989 – 11/1995 Executive Secretary to V.P. Finance • Assisted in researching and processing economic issues for economists having the ability to transfer extremely complex equations to hard copy for research papers. • Prepared and coordinated national conferences from inception of the idea to recapping the results; prepared presentations, organized tracking of guests, prepared mass mailings, set up conference venue, and planned catering needs. • Documented bank holding company applications. • Acclimated and trained new employees. • Established and maintained databases used by Research Dept. and others. Other Experience and Training • North Georgia College & State University, BA course work. • Treasurer, State Candidate Campaign – House of Representatives, 2002; attended all fundraisers ensuring contributions were collected and recorded properly; maintained financial aspect of the campaign applying all state rules and regulations to the recording and managing of the finances of the campaign and ensuring that there were no ethics violations. • Office manager for a medical clinic performing duties in all areas of medical office management. • Promotional model and sales in cosmetic industry. • Special Events Director for 200+ member private social organization in Atlanta; plan events at facilities such as The Cherokee Town Club, St. Ives Country Club, Ravinia Club, Horseshoe Bend Country Club and more; managed event so as to stay within the budget set for each event. • Office equipment troubleshooting including computer, fax, scanner, copier. • Computer skills including Microsoft Office products, WordPerfect, Lotus, and Draw3. • Group and individual training including “Leadership Skills,” “Dealing with Negativity in the Workplace,” “Team Building Techniques,” and other numerous computer skills and personal development courses.