Freelancer profile translated to English.

Description

It's Tata, 38 years old, administrative assistant/treasurer since 2011 and future freelance Office Manager

I've been the backbone of my association for 14 years. Basically, I run the whole show and frankly, I love it.

As an administrative assistant: I handle the paperwork without it becoming a nightmare. Filings with the prefecture, up-to-date special register, grant applications, insurance, accreditations... I convene the board, the steering committee, the general assembly. I set the agenda with the president, I take minutes during meetings, I write the minutes, I get them signed and I archive them. I manage memberships, cards, certificates, official correspondence. I am the memory of the association. If a document from 2014 needs to be found, I'm the one they call. Nothing gets lost.

As a treasurer: I hold the purse strings. I collect membership fees, donations, grants. I pay the bills, I reimburse volunteers' expenses. Always with a receipt, otherwise I can't sleep. Every month I do my bank reconciliation. If €1 is missing, I track it down until I find it. I prepare the provisional budget with the board, I monitor expenses all year round, and at the general assembly I present the financial report. I translate the figures so that everyone understands. I am the firewall between the president's 1000 ideas and the reality of the bank account.

The invisible job: I act as a buffer, I reassure, I anticipate. By September, I know if December will be a busy month in terms of cash flow. I organize everything so that the person who takes over from me can find their way around in 2 minutes.

My style: Jovial, always positive. I always put things in perspective because panicking has never helped anyone. I am resourceful, hardworking, rigorous. Really rigorous. I like humor, people, contact. You can be strict with numbers and relaxed in life. I am sociable, I like it when work is done in a good mood.

My 3 words: Rigorous, versatile, organized. I juggle 10 topics and know how to prioritize.

Industry field of expertise

Languages

French
Native or bilingual

Workplace preferences

Remote only

Primarily works remotely

Association teranga prod
Administrative and Financial Secretary
CIVIC AND SOCIAL ORGANIZATIONS
November 2011 - Today (14 years and 8 months)
Vitry-sur-Seine, France
For the "Administrative Assistant" part: I manage the administration
1. I handle official paperwork
I file with the prefecture whenever there's a change: board, statutes, address. In 14 years, I've had to do it a few times.
I keep the association's special register up to date. It's mandatory and I'm the one they come to if there's an inspection. I handle insurance and accreditation files, and I put together grant applications with the president.
2. I manage meetings
I send out invitations for the board, the steering committee, the general assembly. I set the agenda with the president.
During meetings, I take notes. Then I write the minutes, get them signed and archive them. I check that what we decide aligns with our statutes. I'm a bit of a safeguard.
3. I handle daily paperwork
I process the association's official mail and emails. I keep the member list up to date, I create cards and certificates.
I archive everything. After 14 years, I have binders that tell the whole story of the association.
For the "Treasurer" part: I manage the accounts
1. I do day-to-day accounting
I collect membership fees, donations, grants. I record every incoming payment.
I pay bills and reimburse volunteers' expenses, always with a receipt. I keep my ledger: income, expenses. And I do my bank reconciliation every month. If €1 is missing, I look for it until I find it.
2. I manage finances
I prepare the provisional budget with the board: "How much will we have next year? What can we afford?"
I monitor the budget all year round. If a budget line goes over, I'm the one who sounds the alarm.
For the general assembly, I present the financial report. I explain to the members where their money went.
I manage obligations
I prepare grant applications
After 14 years, I realize I also do:
I act as a buffer between the president full of ideas and the reality of our bank account.
I reassure volunteers, etc...
La Maison
Venue Scout
July 2005 - February 2008 (2 years and 7 months)
Paris, France
For 3 years, I was a remote venue scout for private events. Weddings, birthdays, baptisms, hen parties, stag parties... you name it.
My job? I found THE venue for people, from my computer. I didn't travel. Zero site visits with clients. Everything was done by phone, email, video call. And it worked perfectly.
What did I do exactly? People would call me: "We're celebrating my partner's 40th birthday, 60 people, budget €2500, we want a venue with a sound system and where we can stay late."
Or: "Wedding in September, 100 guests, rustic style, caterer must be external."
Or: "Hen party for 12 girls, we're looking for a cottage with a pool in Normandy."
And I would get the ball rolling, without leaving my desk.
I spent my days on the phone with owners, estates, function halls, guesthouses. I tapped into my network, compared 15 quotes, asked for photos, videos, floor plans, standard contracts. I checked everything: capacity, hours, noise restrictions, parking, corkage fees, cleaning, deposits, cancellation policies... all the things people overlook.
After 10 days, I would send a complete file with 3-4 venues that were a 100% match. Photos, videos, negotiated rates, pros, cons, and my honest opinion. For example: "This one is gorgeous but the owner never replies to emails. This one is less wow but the manager is great and lets you have the keys for 48 hours."
I would schedule the visits for them, directly with the venue. I'd give them a list of questions to ask on-site and red flags to watch out for. I'd review their contract before signing to avoid scams. Overtime charges at €400, cleaning fees at €900, lost deposits... I saw it all.
Once they signed, my job was done. Everything remotely, all by email. They paid me by bank transfer, we wished each other a good event, and I moved on to the next file. I never traveled, and frankly clients loved it: time-saving for everyone.
My style? Jovial, positive, always available
Determination Customer satisfaction smiling Politeness jovial