Charlene Bryan Email and Phone Number

On a part-time, as-needed basis - I assist busy professionals and businesses with daily administrative duties. Travel arrangements, documents, presentations, calendar management, event planning, product updating, Project Management and data entry.

• Provide a broad range of administrative support to the Mayor and City Council related to constituent matters, developing City projects, compiling data and managing incoming and outgoing correspondence.• Legislative support to elected officials as the primary contact to the general public. Develop and maintain professional relationships with local, state, county and federal officials. Ensure compliance to official duties.• Collaborate with internal departments on special projects as assigned by Mayor and City Council.• Research, public meetings and programs, talking points and other special initiatives or programs. Review Council meeting agenda and staff report items, draft, type and proofread presentation, correspondence and emails.• Provide support during appointments, meetings, media and official visits and functions. Ensure all information and materials are provided. • Organize public relation efforts in hosting Town Hall meetings and Neighborhood meetings for the City of Arlington.• Facilitate travel arrangements and expenses for National, State and Local Elected Official Conferences. Ensure travel meets policies and procedures, reconcile expenses for financial review. (i.e.) NLC, TML. • Maintain Council memberships and registration needs for individual affiliations to organizations.• Departmental liaison between Sister Cities of Arlington, Secretary and event planner.

Process both I.T. and insurance related invoices in WorkPlace by creating Requisitions, Purchase Orders and received the items when they arrived. Followed up with accounts payable for payment status to ensure no facility would lose coverage. Assisted with Insurance renewals by gathering data from all 28 resorts in multiple states and facilities to submit to the insurance company. Was given the title of Local Charity Ambassador. Meaning I would coordinate any charity our facility we would donate to or attend as a group. This includes weekly to monthly conference calls using Go to Meeting to discuss ideas and strategies with Corporate and the resorts.Make travel arrangements for anyone at this location including the Director of Risk Management and the Director of Application Development as well as any employees needing to travel. This was done in Concur or miscellaneous websites as required by location they are traveling. Equipped employee with maps and local places of interest if requested.I also prepared all their expense reports in Concur. Silverleaf Resorts acquired May 2015 by Holiday Inn Club VacationsAssisted the HIVC VP of Information Services with gathering information or sources needed to get a handle of the telecommunication services Silverleaf was using. Created a detailed spreadsheet of all telecommunication services consisting of addresses, circuit numbers, date of contract, amount of cancellation and what that circuit did for that facility. Kept the spreadsheet updated as these services were being discontinued or merged with their system. Planned department outings to promote teamwork as required. Screened incoming calls to the I.T. Department.Became a liaison between the VP and employees keeping a positive attitude through the whole process. Continued to order and process all Silverleaf equipment and computers until it was completely moved to Holiday Inn.

I answered and screened all calls coming into the Chief Information Officers office. Processed all IT related invoices by checking for accuracy, assigning the ordering departments code and submitting for payment. Invoices included but not limited to telecommunications, maintenance, resort paper, toner, storage and long distance invoices. I also created Purchase orders and ordered all computer supplies and equipment needed throughout all 14 resorts and call centers. Implemented scanning processes to help the CIO and Directors view any check request I created on the network at any time. I kept track of the ‘Do Not Call” list by downloading the data monthly and quarterly depending on what is required by law. Informed the programmers when it was time to load them in the system so it stays up-to-date. I was also in charge of creating companywide birthday cards using Microsoft Publisher. Created and printed between 250 – 350 cards each month using an excel database created from payroll. On the Employee Moral Team. This consisted of organizing and implementing any function to help boost morale in the company.

Answered and routed incoming calls on a 10-line phone system. Took messages and scheduled appointments for the President and Project Managers. Coded incoming invoices with Microsoft Star Project, type them into a log and sent them for approval to the Project Managers. Distributed faxes and filed them according to the job they were bidding on. Ensured all the office machines are working properly by checking that they do not need to be serviced or toner. Ordered all office supplies and blueprints as needed and help cut cost by making some prints at the office using the company owned plotter. Ensured the proper blueprints and specs were handed out to each subcontractor to bid a job properly was extremely important. I talked the Owner into letting me create and continually update the company’s first website using Southwestern Bells website controls. Updated the minutes for three different meetings weekly and biweekly. Ensured the proper closeouts got completed and delivered to the clients. Organized all company special functions (Christmas parties, cookouts and picnics).

Worked directly under the Human Resources Director.Assisted her by conducting the new hire orientations. That consisted of assigning magnetic badges, smoks, anti-static footstraps, lockers and getting all of the new hire paperwork filled out properly. Approved and collected temporary employee timesheets and faxed them over the agency. Answered and routed incoming calls. Made travel arrangements both domestic and international including but not limited to creating maps, directions, contacting local extended stay hotels, recreational vehicle rentals as well as list of local entertainment that they may benefit from being away from home. Created the company newsletter from Microsoft Publisher.Created and maintained multiple spreadsheets using Microsoft Excel. Made labels with Microsoft Word. Assisted the Vice President of Sales by making company profile packets and shipping them to potential clients. Used the Internet for planning traveling needs and creating maps for international guests. Was responsible for organizing working lunches. Was on the company’s Activities Committee, which decides what the company can do on special occasions. Assisted the Human Resource Director by making documents, signs, or labels for varies reasons. Received incoming mail, stamped it with the date, and distribute it to the correct person or department. Engaged positively with all departments from office to manufacturing.