Job Related Summary

Over * years’ experience as an Administrative Assistant who is proficient in scheduling with multiple calendars, meetings, travel arrangements, expense reporting, expense reconciliation, tracking and researching data from various sources, and summarizing large data sets with Pivot Tables and Pivot Charts.

Proficient with Microsoft Office ( Word, Excel, Power Point, Access), Internet Research, and Google application

Technical Skills:

MS Office (Word, Excel, Power Point, Outlook, Access, VISIO, and Publisher)

Database (MySQL, Access and PeopleSoft)

Google (G-mail, Docs, Calendar, Drive, Spreadsheet and Slides)

Operating Systems MS Windows 7/Vista/8/10, Mac OS X

Web master Adobe (Flash, Dreamweaver and Fireworks), Word Press, HTML, CSS,

Social Media Management Flickr, YouTube, Wikipedia, Tumbler, Google, & other Related Tools,

Recruiting and Research Dice, Linked-In, Facebook, Twitter and Zip Recruiter, Interviewing, cold calling, email, Boolean search, & scheduling

Other software: PeopleSoft, Oracle, Curriculum State Inventory, & Tableau Public, Concur

Education:

BA Communications, Ashford University, Clinton, IA, 2010

MA Education emphasis in Distant Learning, Ashford University, Clinton, IA, 2012

Professional Experience:

Sr. Executive Administrative Assistant August 2017 - Present

Veritas, Mountain View, CA.

Manage a highly complex calendar for multiple Executives.

Process highly confidential and critical information (e.g. salary, promotions, requisitions, bonus allocations, variable pay and performance management rating assignments, etc.) on a routine basis with discretion.

This position requires a highly organized individual with the ability to multi-task effectively.

Coordinate cross-functional and global meetings and domestic/international travel arrangements.

Responsible for all meeting logistics including room reservations, catering, audio-visual equipment, etc.

Maintain a comprehensive filing system, answer phones, process mail, and represent the Executive in a professional manner dealing with high level customers, clients, and other Veritas Executives on a regular basis.

Continuously streamline processes.

Act as an expert on company policies, processes, procedures, strategic objectives, Siebel (if a Sales Representative) and all software applications.

Independently collect statistics, data, materials, and research cross-functionally, externally and internally, to produce accurate metrics, professional presentations, comprehensive analysis, and detailed reports.

Coordinate projects assigned by the Executive(s) and continuously follow up on items delegated to team members to effectively keep teams aligned and focused.

Participate in Executive meetings taking minutes, notes, and recording action items for distribution to meeting participants.

This role requires a clear understanding of the strategy of the division and possibly adjacent divisions depending on their importance to the primary's divisional goals.

Research Specialist/ Admin Assistant January 2017 – June 2017

Merritt College, Oakland, CA

Data entry of course outlines, learning outcome information or other program information in databases and online systems (e.g. CurricUNET META, Task Stream, CCCCO Curriculum Inventory, Excel)

Create and organize data sets, tables, charts and graphs

Compare databases, systems, and documents for alignment

Update college website using Word Press CMS

Calendar managing on behalf of Coordinators.

Assist with completion and tracking of faculty and staff stipend forms and time sheets

Assist with program review and learning assessment components, tracking and updates

Assist with production of meeting agendas and minutes

Copy, scan and organize various documents and forms

Data management using advance features of Access and Excel

Creating pivot tables, organize charts, and formulas

Other general assistance with learning outcomes assessment, research and planning

Executive Administrative Assistant January 2016 – June, 2016

Air Liquide, Fremont, CA

My day-to-day duties included the following: greeted guests, answer phones, made travel arrangements for guests and staff, scheduled interviews, informs calls, coordinate meetings for staff using Google Cal, generated purchase orders, handled requisitions, conference rooms, and handle expense reports, handle incoming and outgoing mail

I am also responsible for processing, managing, ordering (office supplies and catering, service requests using online ticket system),

My secondary duties include (preparing documents (memos, binders, entering orders, and shipping invoices), on boarding, update all emergency alert systems, and trained new hires

Entrusted with processing all purchasing and buying activities from invoices and air label, manage, track, and confirm all shipping deliveries with Excel and Google docs (Confirmation, Pivot Tables, V-LOOKUP and conditional formulas).

Assisted HR with on boarding such as ( ordering office supplies, ordering and setting up new computers and printers, creating new hire manuals, and providing training for workday.)

Provided hardware (PC, laptop, projectors, and cell phone) and software (Microsoft Office, Google Docs, Excel, and Word) support for staff members, hiring managers, and new hires.

Responsible for gathering information from various places and making sure that the information is accurate.

Reviewed, tracked, and documented all employee training with Google Docs records to make sure the information is up to date.

Created an on line manual for all new candidates and current staff members using Google Docs, and Word.

Extensive experience scheduling, setting up and administering global meeting facilities, technologies (WebEx & Go 2 Meeting)

Provided an analysis on product information via excel (tracked shipping dates, product, sales, and carrier)

Assisted with preparing Presentations, printing & binding presentations.

Administrative Assistant April 2015 - Jan 2016

Mizumi Technologies, San Jose, CA

My day-to-day duties included the following: greeted guests, answer phones, arrange travel arrangements for guests and staff, schedule interviews, meetings using Outlook & Google Cal, book conference rooms, handle expense reports, handle incoming and outgoing mail

I am also responsible for processing, managing, ordering office supplies, service requests for from a ticket system, update and maintain company contact list of employees

My secondary duties include (preparing documents (memos, binders), on boarding, update all emergency alert systems, and trained new hires

Entrusted with processing all purchasing and buying activities from invoices and air label, manage, track, and confirm all shipping deliveries with Excel and Google docs (IE. used Pivot Tables, QOH, VLOOKUP and conditional formulas).

Provided hardware (PC, laptop, projectors, and cell phone) and software (Microsoft Office, Google Docs, Excel, and Word) support for staff members.

Responsible for gathering information from various places and making sure that the information is accurate. I would also create an excel spreadsheet to create an expense report, track information using Filters, pivot tables, and other statically formulas for accuracy.

QA Tag Specialist April 2014 - April 2015

Latitude 36 on site at Facebook, Menlo Park, CA

Researched, verified, analyzed, updated, categorized, & labeled content such as text, images, games, applications, video for accuracy.

Also, removed, tracked material using excel, and declassified material that did not meet Facebook’s advertising policy.

Assisted Engineers in updating Facebook Ad policy to meet a basic standard for new team members.

Organized, shared, conducted meetings, booked rooms via Shared Point and Outlook with Quality team.

Provided Engineers with feedback regarding advertising tool by determining and identifying bugs & common problems with Facebook’s mobile software

Administrative Assistant June 2011 - April 2014

Quantice Blue, San Jose, CA

Inventory and ordered supplies for entire company

Provided customer care, tracked orders, and solved issues during the customer life cycle of purchase.

Coordinate budget tracked all receipts and expenses using Excel and Concur

Assisted with expense reports

Responsible for responding to pricing inquiries, billing invoices in a timely matter, and research client inquiries.

Monitored, processed, tracked shipping functions from DHL, FedEx, Amazon, and UPS.

Organized and scheduled meetings, arranged travel arrangements (hotel, flights, taxi, car rental), catering, & booked special events.

Processed all customer feedback from surveys and updated the data base using Excel and MySQL Also, responsible for filtering and sorting data into a more readable format by using (Pivot Tables, VLOOKUP, HLOOKUP, & Conditional Formatting)

Handled customer inquiries, feedback (complaints & comments), billing questions, and payment requests.

Resolved billing and invoice inquiries from venders

Assisted with team to determine if we have a recurring trend with customer complaints with policy, schedules, and events.

Assisted in updating data on company web set using Dream weaver, Word Press, HTML, and CSS

Responsible for processing and updating customer feedback into our data base and excel; then track user feedback over time.

Research required information using available resources

Provided support with digital campaign (organizing website bugs, drafting social media posts, updating photos and videos to our Facebook/YouTube/Medium feeds, working on Word Press)

Administrative Assistant July 2004 – June 2011

Silicon Valley Tutorial Center (Volunteer), San Jose, CA

My day-to-day responsibilities included but not limiting to (answer phones, greeted guests, scheduling meetings, inform guests regarding their appointments, call and remind customers for updates, and provided support to visitors over the phone and in person, and assist with maintaining contact list)

I was also responsible for the following:

Updated, sorted, research, and verified employee information from various places such as Access, PeopleSoft, Excel (PIVOT Tables & VLOOK UP), & INTERNET

Compiled, tracked, credited billing invoices, & payroll

Archived and verified data from various departments to improve quality and care.

Maintained, updated data by entering new and updated product information in a timely and accurate manner

Configure raw data from various sources and consolidate into master data files

Processed and Handled customer inquiries, feedback (complaints & comments), billing questions, and payment requests.

Provided first level technical assistance to staff with hardware (printer, fax, and scanner) and software (Microsoft Office (Word, Excel, Outlook, and Shared Point), Mac OS X, Google Docs, and Google Calendar) via the phone, e-mail, and chat.

Prepared, delivered memos, expense reports, and email to the staff

Processed all customer feedback such as complaints by researched them with follow-up with clients.

Helped customers with new orders over the phone, and over the Internet (e-mail and chat)

Scheduled and monitored customers with other staff members to process for future client prospects via Outlook, and Google Cal.

Entrusted in assisting the owner in scheduling interviews; guide candidates through application process; posting websites such as CareerBuilder, Monster, and Indeed to attract interested candidates; and source jobs online.

Handle different forms of transactions using credit card reader, & PayPal

Assisted with updating company web set using Dream weaver, Word Press, HTML, and CSS

Documented all call/chat information according to standard operating procedures

Assisted with preparing Presentations, printing & binding presentations

Provided support with digital campaign (organizing website bugs, drafting social media posts, updated post, photos and videos to company Facebook/YouTube/Medium feeds, working on Word Press)

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