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Administrative Assistant Executive

Location:
Sacramento, California, United States
Posted:
January 18, 2018

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Resume:

Ellajay Joiner (EJ) 916-***-****

**** ******** **** ac3294@r.postjobfree.com

Sacramento, California 95828

KNOWLEDGE AND ABILITIES

Ability to think clearly and quickly to analyze organizational problems and formulate alternative solutions; establish and maintain cooperative working relationships; complete assignments with little to no detailed instructions; provide effective oral and written communication; work successfully in a team environment or independently; handle working with multiple tasks, changing priorities, and within strict time constraints; capable of performing projects that are sensitive and confidential with tact and diplomacy; experience with using Microsoft Office, Outlook, and Google Chrome.

EDUCATION

Beaver Falls High School - Graduated 1970

Course in Administrative Assistant, Mather Air Force Base, 1979

EMPLOYMENT HISTORY

California Environmental Protection Agency

Unified Program

1001 I Street

Sacramento, California 95814

Executive Assistant (October 2006 – August 2016)

Meeting Coordination –Assistant for Assistant Secretary, Manager, and 14 staff. Maintain calendars, arrange meetings and appointments; coordinate in- and out-of-state travel, itineraries, and making last minute changes as needed; arrange conference calls and luncheons; invite participants and prepare background information, presentations, and other materials; set-up conference room, audio-visual/information technology tools, and telecommunications as needed; greet all meeting attendees and visitors; prepare monthly travel expense claims by accumulating necessary receipts and calculating mileage and per diem for each meeting attended as needed.

Administrative Assistant – Research confidential and sensitive issues and prepare a report or summary of the findings; organize and review office issues and concerns; review and evaluate correspondence for response by staff; follow up on projects and requests assigned to staff; inspect and evaluate materials submitted by boards and departments for further action; screen, direct and/or respond to telephone calls and written inquiries.

Human Resources Support – Personnel liaison for personnel actions and recruitment; draft position duty statements and job opportunity bulletins; prepare interview questions relative to vacant position; receive and review applications for qualification and skill requirements; conduct interviews, perform reference checks and review applicant personnel files; process information gathered and present recommendations to prospective supervisor; review and update vacancy reports and organization charts; process reclassification packages and various personnel paperwork; prepare IT and facility security paperwork for new hires and/or exiting employees; retrieve and distribute payroll; collect and review time reports, report dock and any discrepancies; maintain leave balances and distribute leave reports to staff; assist staff with personnel issues.

Procurement Administration – Process procurement approval-related requests; research and prepare comparative charts of cost, features, etc., for office machines and equipment before purchase; Serve as sole lead staff for all purchases and requisitions for the office.

Contract Management – Draft and/or review and execute contracts for services, memberships, and goods for the office.

Travel Administration – Receive, record, and track individual travel requests; create, prepare, and present internal travel procedures and policies; train staff on travel policies and procedures when appropriate; review, process and retrieve requested travel advances for staff; review and process travel expense claims; maintain official file records.

California Environmental Protection Agency

Office of the Secretary

1001 I Street

Sacramento, California 95814

Executive Assistant (August 2000 – October 2006)

Meeting Coordination – Create and maintain calendars for the Deputy Secretary and Agency Secretary. Arrange meetings and appointments; coordinate in- and out-of-state travel, itineraries, and making last minute changes as needed; arrange conference calls and luncheons; invite participants and prepare background information, presentations and other materials; set-up conference room, audio-visual/information technology tools, and telecommunications as needed; greet all meeting attendees and visitors including: celebrities, dignitaries, legislators and elected officials; prepare monthly travel expense claims by accumulating necessary receipts and calculating mileage and per diem for each meeting attended as needed.

Administrative Assistant – Prioritize matters for the Deputy Secretary’s consideration and delegate to appropriate deputies or subordinate boards, department or office. Review and evaluate correspondence for response by other staff; follow up on projects and requests assigned to staff; inspect and evaluate materials submitted by boards and departments for further action; perform independent research and prepare summaries on special assignments; review reports, studies, speeches and other materials.

Secretarial Support – Screen, direct and/or respond to telephone calls and written inquiries from the Governor’s office and other high level contacts; answer telephone inquiries from the public concerning various environmental issues, and direct caller to appropriate program by researching on the internet, calling other offices, or using appropriate research materials; establish and maintain office procedures and operating systems; edit all correspondence, press releases, and reports for format and grammar.



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