Administrative Assistant Project Manager

Administrative Assistant

Administrative Assistant with over twenty years of experience coordinating office management,

coordinating complex calendars and travel itineraries, developing presentations and support

materials, and ensuring timely completion of special projects with a high degree of efficiency.

Excellent communication skills, interpersonal effectiveness, analytical problem-solving expertise,

efficient process management, prioritization of competing complex demands, calm demeanor under

stress, ensures complete confidentiality.

Summary of Qualifications

• • •

Project Management Scheduling & Resourcing Customer Transactions

• • •

Expense Management Procedures & Workflows Billing & Collections

• • •

Purchasing Oversight Proposals & Presentations Interviewing & Hiring

• • •

Budget Development Email & Phone Servicing Travel Coordination

Computer Skills

• • •

Windows and Mac NetMeeting Internet Research

• • •

Outlook Peoplesoft Project Time Keeping

• • •

Microsoft Office (all) Purchasing Systems Document Management

• • •

SharePoint HR Systems Defect Tracking Systems

Professional Experience

Office Administrator (temporary assignment) May 2012- Current

Office Team, Santa Rosa, CA

• Supports the Dean of Education & Director of Education

• Provide class registration and enrollment support for Continuing Education classes

• Provides Student Service inquiries in support of the Registrar and Financial Aid functions

• Process and maintain daily updates to Education Calendar

• Manage and prepare materials for continuing education event classes

• Maintains and coordinates all incoming mail/shipping/receiving

• Other administrative duties as requested.

Senior Office Administrator (temporary assignment) Oct 2011- Dec 2011

AppleOne Inc. Santa Rosa, CA

• Supported Corporate and Administrative Services.

• Processed Expense Reports.

• Coordinated travel arrangements (domestic and international).

• Event Coordination.

• Maintained and coordinated all incoming shipping/receiving.

• Managing and issuing Visitor Information Cards for purposes of US Export Control Laws.

• Other administrative duties as requested.

Executive Assistant (contract assignment) Feb 2010 – Apr 2010

Splunk, Inc, San Francisco, CA

• Supported Vice President of Human Resources, Vice President of Finance and their direct reports.

• Coordinated multiple projects and timelines, meeting demanding deadlines.

• Developed and implemented procedural improvements driving efficiency and timeliness.

• Coordinated heavy calendaring and travel arrangements (domestic and international).

• Developed job descriptions and posted jobs to external job boards (Monster.com, Craiglist.com,

etc.).

• Handled scheduling and follow-throughs on candidate interviews across multiple company teams.

• Completed background investigations on all hired candidates.

• Maintained strict confidentiality on employee and candidate PHI (health, age, demographics).

• Implemented and supported onboarding procedures and forms.

• Liaised with HR Records and Benefits department on resolving sensitive employee issues.

• Troubleshot procedural and operational issues crossing department lines.

• Performed other special duties as required by the executive team.

Administrative Assistant/Project Coordinator May 2006 –

Mar 2009

Autodesk Inc. San Rafael, CA

• Provided executive-level project and administrative support to the Directors and Managers of Human

Resources and IT.

• Planned and managed Corporate Real Estate IT projects.

• Defined project resource plans, including internal and contract resources.

• Monitored projects to ensure completion within defined scope, schedule and budget.

• Contacted and communicated with stakeholders to ensure satisfaction with project and delivery.

• Defined practices and processes for managing client and stakeholder expectations.

• Effectively lead and managed internal and external project resources.

• Translated goals and vision into clear actionable tasks for the team.

• Escalate potential risks and issues affecting project objectives; recommended solutions regarding risk

mitigation.

• Managed entire small or low budget projects under supervision of Sr. Project Manager.

• Managed visa and passport procedures and acquisitions, as well as coordinated international travel.

• Coordinated company-wide hiring processes with internal hiring teams, candidates, and recruiters.

• Implemented HR best practices for sharing, process improvements and consistency in business.

• Maintained strict confidentiality on employee and candidate PHI (health, age, demographics).

• Liaised with HR Records and Benefits department on resolving sensitive employee issues.

• Troubleshot hiring issues for recruiters, hiring managers and candidates.

Business Service Analyst (temp employee) Jan 2001 – Aug 2004

Volt Services Group/Agilent Technologies, Rohnert Park, CA

• Provided IT support for new system conversion.

• Processed structured testing and analysis for new system conversion to Oracle and Matrix One.

• Managed database activities in support of new and existing products, instruments, and systems.

• Managed implementations with Engineers, Procurement, Planning, Accounting, and Manufacturing.

• Coordinated and implemented Engineering Changes providing timely corrections to key systems.

• Implemented New Item Setup process and Item Maintenance ensuring accurate reporting.

• Developed departmental processes to meet Corporate, Group and ISO standards and accuracy.

• Conducted periodic quality audits on co-workers ensuring compliance with standards.

• Maintained and accurately reported to key executives on departmental process metrics.

Business Systems Analyst Oct 1980 – Jul

1992

Fireman’s Fund Insurance Company/AMEX Life Assurance San Rafael, CA

• Structured QA testing and analysis for new company-wide administrative system conversion.

• Prepared QA test plan scenarios and documented results.

• Created and evaluated specifications for system enhancements and implementations.

• Ensured new tools and applications were effectively integrated into business processes.

• Created and evaluated all process documentation and job aides including flowcharts and metrics.

• Provided and coordinated training as needed. Lead projects and coordinated resources between

supported business areas and support teams.

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