Executive Assistant / Office Manager

OLEVIA E. O’DONOVAN

415-***-**** *******@*****.***

PROFESSIONAL EXPERIENCE

VALLEJO CITY UNIFIED SCHOOL DISTRICT, Vallejo, California Dec. 2016 – May 2017

Executive Assistant

Provided executive level administrative support to Superintendent and Chief Officers, including managing and controlling calendar.

Liaison between School Board of Trustees and District.

Coordinated, organized and took minutes for the Governing Board meetings and related school district events.

Reviewed meeting agenda items and minutes for approval and adoption.

Coordinated/prepared travel arrangements for chiefs, and prepare expense reports.

Answered and screened incoming calls for the Superintendent and district office line.

WESTERN MACHINERY ELECTRIC, Benicia, California November 2013 – December 2016

Office Manager/Service Coordinator

Supported Vice President with administrative functions

Managed daily schedule for services (repairs, inspections, load testing, install, etc.) on generators/energy systems.

Billing, accounts receivables and aging, accounts payable, monthly reconcile.

Customer service as first contact and liaise changes/discrepancies/repairs needed.

Ordered and inventoried parts and office supplies.

Reviewed contract and ensure compliance.

Prepared monthly reports, and prevailing wages reports to respective agencies

HR functions, including onboarding process, benefits, payroll, and accounting.

Prepared/Organized travel arrangements for technicians’ factory certifications

Reacquired and reestablished lost customers.

MANPOWER, Oakland, California August 2013 – November 2013 (contract)

Office Administrator/Technician

Managed daily operations for a clinic including patient intake, schedule appointments, review and process documents, accounting, housekeeping, etc.

Performed a variety of daily, weekly and monthly tasks utilizing established procedures in support. of bus transportation, fleet and facilities maintenance and statistical reports.

Organized document retention records.

CENTER FOR COMMUNITY, Sitka, Alaska April 2012 – March 2013

Developmental Disability Program Assistant

Provided and trained for independent living skills to developmentally disable clients.

Interviewed candidates, and trained new-hires as training specialists.

Reviewed and inputted timesheets into payroll/accounting system.

Coordinated group events and facilitated training exercises to enhance clients’ social skills.

Conducted training sessions on documentations for state and Medicaid compliance.

Maintained fleet management, including reviewing and approving invoices.

Implemented scheduling system that enabled management to have a snap look at where Training Specialist are and with which client(s) at a given time of the day.

TRITON TRUCK REPAIRS, INC., Vallejo, California May 2010 – December 2011

Office Manager

Managed daily repair shop operations, including assignment of tasks or projects.

OLEVIA E. O'DONOVAN Page 2 *******@*****.***

Liaison to customers on repair status or fleet management companies.

Parts research for availability and pricing.

Prepared repair estimates.

Daily billing, and accounts receivables.

Marketing

Human resources functions, including labor, safety, and environmental compliance.

Timesheets and payroll.

Developed and established job reporting processes.

Increased business by 300% by acquiring and maintaining corporate accounts

FLUOR CORPORATION, SFOBB PROJECT, Oakland, California January 2008 – August 2009

HSE Office Manager

Supported the Project Senior Safety Director in the timely, optimal completion of various initiatives, including presentations and monthly report generation.

Tracked project environmental modifications and additions (SWPP).

Updated project database and maintained accurate employee files.

New hire process, including safety training and compliance requirements.

Certified first aid and CPR and administered first aid;

Compiled incident reports.

Planned and executed such morale boosting events as Safety Man-hour celebrations for the company’s 155-person staff of craftspeople and office staff.

BRAND SCAFFOLD RENTAL & ERECTION OF California, Vallejo, California Feb.-Dec. 2007

Safety & Employment Specialist

Facilitated the execution of numerous multi-state projects on the West Coast in fulfillment of contracted agreements through intuitive and consistently high-quality support to various project managers.

Inspected and audited project sites, building viable relationships with project teams and customers.

Directed and managed Job Safety audits.

Detailed project progress in monthly reports.

Documented up to 2500 employee layoffs and terminations during refinery turnarounds.

Met package pre-bid/re-qualification requirements for future construction project, including project insurance, bonds, and safety plan.

Decreased unemployment compensation costs by 40% within 6 months of hire after devising and executing effective processes while working with a 3rd party vendor.

Capably represented the company during unemployment claim hearings and court appearances.

Performed new employee orientation and safety training.

Processed new hire paperwork.

ADECCO INC./BAYER HEALTHCARE, Berkeley, California July 2004 – February 2007

Executive Assistant to VP of PMO/Project Safety Coordinator

Oversaw the master schedule, expense reports, and travel arrangements of the Vice-President of the Project Management Office and a >20-person project team.

Liaised with the general contractor and subcontractors on safety training compliance and other project requirements.

Conducted equipment pre-start reviews.

Prepared, coordinated and organized domestic and international travel arrangements, and expense reports

OLEVIA E. O'DONOVAN Page 3 *******@*****.***

Purchase order processing and management for laboratory equipment.

Arranged and directed various events for a 750+ workforce, including teambuilding for project team members, employee recognition, and job fairs for potential employees.

Orchestrated clinical lab equipment commissioning and validation.

Tracked vital project components, including RFIs, change orders, and ASIs.

Authored offer letters and spearheaded background checks and physical exams for new employees.

Examined and authorized IOQ and commissioning processes and procedures.

SKILL CLEAN, INC., Pittsburg, California October 2003 – July 2004

Administrative Assistant

Fulfilled insurance emergency residential and commercial requirements to address flooding, fire, repairs, and water damage.

Liaised with various policy holders, service managers, and insurance companies on diverse claims while directing project management and off-site personnel.

Completed general office and payroll functions, including timekeeping.

Mapped daily job and work schedules while concurrently following up with customers and detailing job status reports.

Technical Skills: Microsoft Word, Excel, PowerPoint, Outlook, Access, QuickBooks, MS Project, Peachtree

SOFT SKILLS: Executive-Level Administrative Support Project Management Work, Job Scheduling Report Generation Training & Development Presentations Job Safety Audits Database Management Event Planning Overhead Reduction Confidentiality Relationship Building

LANGUAGE: Tagalog (fluent), Spanish (conversation)

EDUCATION: Bachelor of Science in Business Management/Administration, University of Phoenix

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