Carole Whitman-Smith Email & Phone Number

Livermore, California, United States

Pleasanton, Ca

Process ADP payroll every two weeks for 75 staff members.Track spending on GM’s monthly expense tracking sheet.Provide onsite HR support for on boarding, terminations, raises and interpersonal differences. Make new hire packages and maintain current and separated hard and soft copies of employee confidential files.Maintain off-site storage and purge dates for expired business documents and files.Prepare audit documents for annual business audit.Order office supplies for 75 staff members.Process daily cash reports and submit them to corporate accounting office.Prepare deposits and replenish change bank as needed.Organize events calendar to schedule site tours, planning meetings and vendor site surveys.Set-up new event profiles, process payments and final event accounting to close out account.Events Coordinator for weddings, corporate events and other social occasions.Track event inquiries, tours and sales in SalesForce and submit Sales Tracking stats on a weekly basis.Coordinate orders and deliveries with outside vendors for each event.Create prep-lists, floor plans, event time lines, and detailed event execution plan for banquet staff.Event set-up and execution.

Fremont & The Eastern Bay Area

500 Hour Registered Yoga Teacher (RYT) with Yoga Alliance. Teaching up to 16 different yoga related classes per week.Travelling to both corporate and private yoga studio client locations to teach group session classes.Enrolling new students in yoga classes and assessing their areas of strength and weakness while helping to customize their yoga practice for optimal benefit.Ensuring that the yoga studio is a safe place of practice and learning for all students.Helping to maintain the yoga equipment and props so that they are clean and inviting to use.Teaching specialized classes for larger groups and private one to one lessons or special occasions.Substitute teaching for other yoga instructors so that classes don't have to be cancelled when a teacher is sick or on vacation.

Pleasanton

Plan and manage: Annual offsite meeting for 85 people, bi-annual Corporate State of the Company meeting for 350 people and onsite training sessions 4 times a year for 20+ people. Build slide decks, posters, banners and other corresponding signage for meetings.Keep SVP’s schedule organized and prepare next day’s meeting folders & printed materials.Code invoices in Ariba - online invoice processing system.Book travel, ground transport and accommodations for SVP and create door to door travel itineraries.Monthly Expense Accruals up to $250K.Send Separation Agreements out for approval, tracking documentation is complete and sending to the Legal department.Order all office supplies for the entire Corporate HR department, up to $6k a month.Prepare and submit SVP’s expense reports in the Concur expense report processing program.Plan and support recurring monthly Leadership activities:- Weekly Friday morning department breakfast - SVP monthly blog- Monthly Lunch & Learn series4 times a year update the Corporate HR contact list and Director and above emergency contact cards.Track where new hires and current employees will be/are sitting. Coordinate all HR space planning with facilities/Property management, IT and Telecomm. Prepare and send out Anniversary Certificates with year button for 170 team members.Prepare and send out Birthday Cards for 170 team membersUpdate both hard copy and (shared drive) soft copy file systems in a consistent and organized method.

Sf Bay Area

Organize and maintain all company hard copy records including: Employee expense reports for both Clients and AT employees credit card and bank statements, and client invoices. Processing payroll twice a month to TriNet payroll service. Track Compensation Time & Floating Holiday(s) used:Review and Validate Misc Expense and Quarterly Cell Phone reimbursement reports.Organize and maintain electronic records on SugarSync.Process and mail out employee reimbursement checks.Print supporting documentation for Invoices and mail out to clients.Order and pick up completed business cards.Setting up new employee profiles with TriNet payroll service.Sending out all the New Hire set-up information and oversee employee administrative orientation. Employee Relations for Team Building, Event Planning, Sending Birthday, Holiday and Anniversary cards.Migrate company records from excel based into QuickBooks accounting.Reconciling Bank & Credit Card Accounts in QuickBooks.Updating SIMPLE IRA worksheet for company matching contributions and end of year taxes.Defining and writing company policies.Financial reporting/expense analysis/performance analysis.Monitor accounts receivable, aging, late payment follow-up.Invoice clients.Research for business and personal matters for the CEO.

Providing administrative support for the CFO and COO of SYNNEX Corporation.Planned and managed the SYNNEX 2010 Analyst Day at the New York Stock Exchange for 100 top analysts and investors.Coordinate the fiscal 2010 executive staff meeting at the Ritz Carlton in Half Moon Bay for 120 employees.Plan and manage the annual employee appreciation luncheon in 2009 & 2010 for 650 employees.Schedule and monitor the SYNNEX quarterly earnings announcement conference calls attended by 75-100 analysts and investors, as well a listened to live by employees nation wide.Ordered and distributed 350 holiday gifts from Tiffany & Co for SYNNEX's top customers and vendors in 2009 and 2010.Coordinate all Board meetings, Board member communication and printed materials.Put together monthly and quarterly power point presentations deck of 200-200 slides from 10-12 different presenters for Sales & Operations to the executive staff.Order all office supplies for corporate HQ, approve all orders in North America, track budget to actuals and reconcile the Staples account on a monthly basis.Manager for the Receptionist and the Cell Phone Admin.Responsible for all travel and daily scheduling for the CEO & COO.Set-up and coordinate scheduled for the CEO, CFO & Investor Relations team to go out 4 times a year for multi-day, multi-city investor road shows as well as 8-10 investor conferences a year.Reconcile $50,000 corporate credit card on a monthly basis.Order all business cards for North America and all letterhead materials for the Corporate HQ.

Plan and manage events for a client base demographic of 30% corporate, 55% non-profit and 15%.private with budget ranges from $2,500 - $265,000 and guest ranges from 50-6,000 people.Specialized in key event elements: marketing, contract negotiations, setting budget targets and tracking actual amount spent. Manage all event logistics including: customer relations, writing an event narrative and timeline, vendor relationships, financial sponsor and in-kind donor interface, securing permits, purchasing supplies, equipment and decorations, volunteer planning and recruitment, meal planning, event load-in, set-up and tear-down, and post event debrief.

Coordinated the quarterly employee meeting and sent out the corresponding employee video to all worldwide sites.Tracking department expenditures for multiple projects with a total department budget of 2.4 million dollars. e-Communications included: contributing to and distribution of the employee bi-monthly e-news letter; posting updates to the internal Solectron website; photographing and editing pictures of executives and management team for use on the company website and portal. Company wide business card administrator.

Registered & coordinated CEO/CFO along w/ IR team to attend 12-14 IR conferences a year incl: speaker presentation time; 1:1 mtgs & preparatory background research; travel & hotel arrangements. Set-up & coordiated schedules for the CEO, CFO & IR team to go out 3x a year for multi-day, multi-city investor road shows. Planned & managed the logistics for annual SLR hosted events: Stockholders Mtg, Analyst Day & Bankers Day and quarterly events like Analyst bus tours of 40-75 people coming to the Corporate HQ to meet w/ Solectron Execs, IR team & tour the manufacturing facilities. Scheduled, organized, set-up & monitored quarterly earnings release conf. calls. Researched & documented comparative EMS industry trends, buy-side investor profiles & sell-side analyst reports. Updated & maintained an IR database with over 1,000 contacts. Created & maintained a complete hard copy library of all SLR financial rpts: 10K, 10Q, annual reports, proxies, & equity offerings.