Administrative Assistant Manager

Michael Soto 415-***-**** ************@*****.***

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EXPERIENCE

Program & Administrative Assistant, North Bay Association of Realtors - NorBar Santa Rosa, CA 9/2017-4/2018

• Support operation of NorBar systems and programs, with critical support to CEO, Government Affairs Program, Professional Development and Communications.

• Perform research, fact-finding and summary analysis on pertinent issues.

• Track ongoing and emerging state, local and federal policy issues and candidates.

• Manage membership database and render administrative and logistical support for campaigns, special events.

• Draft and maintain program documentation (resources, rosters, meeting schedules, summary info).

• Support the creation and distribution of media content, and routine and specialized correspondence

• Monitor government agendas and regional media outlets.

• Provide membership and affiliate support. Coordination of meeting schedules, notices, reports, etc.

• Support financial reporting and other campaign activities, administrative, technology, and management directives

• SME for Microsoft Dynamics CRM database system; make recommendations on database process and efficiency.

• Provide basic tech support and platform instruction to staff. Oversee the functioning of office technology - hardware and software. Research and pilot new hard and software. Administrative Assistant, Moss Adams LLP Santa Rosa, CA 02/2016-8/2017

• Proactively provide a broad range of administrative tasks in support of executives in various departments.

• Manage daily calendars for Partners and Senior Managers to support productivity and avoid conflicts.

• Coordinate travel arrangement for Partners and Senior Manager.

• Subject Matter Expert of the CRM system for the Santa Rosa/Napa/Silicon Valley offices. Create and maintain CRM for Partners and Senior Managers.

• Track and follow-up on meeting deadlines.

• Accurately process time and expense reports to manage expenses and reimbursements.

• Create, proofread, and edit documents, proposals, presentations, contracts, and spreadsheets as requested. Assist with filing, printing and tax packet preparation.

• Organize meetings and conference calls.

• Provide training and back-up support to Administrative team members. Provide back-up reception when needed.

• Routinely handle sensitive/confidential information where the highest level of discretion is expected.

• Complete special projects of various levels of urgency as assigned. Senior Administrative Analyst, Bank of the West San Ramon, CA 10/2014-07/2015

• Direct assistant to Senior Vice President/Executive Vice President, back up assistant to Senior Executive Vice President when on-site. Prioritize special projects, monitors deadlines, maintains manager's schedule.

• Independently initiate research into complex information request. Compile, analyze and summarize data and statistics for projects and reports, and prepare relevant presentations.

• Prepare technical documentation such as budget variance reports, sales reports, exception reports, tracking reports, memoranda, and special projects documents for unit staff.

• Initiate responses to correspondence for manager signature. Schedules and coordinate meetings and facilities, arranging travel and lodging.

• Order office supplies, prepares and processes unit purchase requisitions and vendor invoices.

• Resolve matters which may develop in manager's absence.

• Perform administrative functions to include business communications and correspondence, scheduling and coordination of meetings and facilities, processing and maintenance of confidential information for internal and external clients, ordering office supplies, receiving, screening, routing calls and answering questions. Project Associate, Bank of the West San Francisco, CA 10/2012-10/2014

• Support the design and implementation of the operational and technical aspects of the project plans. Support programming requests to meet project goals.

• Monitor tests and project tasks development and implementation.

• Support Project Manager in establishing milestones as needed for reporting to appropriate management levels and communicates budget and status milestones as defined for the project.

• Maintain stock levels and inventory of office supplies. Michael Soto 415-***-**** ************@*****.*** 2 of 2

• Prepare documents, presentation materials using Microsoft Office and Microsoft Visio.

• Back-up assistant to Executive Vice President.

• Organize travel arrangements and assist with event planning.

• Calendar management for SVPs, schedule meetings, set up conference calls domestic and international.

• Manage vendors, contracts, and accounts payable for processing of invoices and expense reports.

• Monitor/create Confidentiality Agreements, Professional Service Agreements, and Statements of Works.

• Compose memos, letters and emails, answer phone calls and book conference rooms. Sales Administrative Assistant, EO Products Corte Madera, CA 06/2010-02/2012

• Processing retail, wholesale, and distributor orders from website. Conduct customer care, order fulfillment, product support and conflict resolution

• Maintain stock levels and inventory of office supplies.

• Perform data entry, filing, receptionist duties and provide general support to all staff. Customer Service Representative, American Tank Company Santa Rosa, CA 11/2008-1/2010

• Provide assistance to customers through multiple phone line system, email, and Live Chat from various websites to process orders and provide resolve to customer concerns. Maintained office order. Relationship Specialist, Comerica Bank San Francisco, CA 06/2006-12/2007

• Process deposits and release requests; transferred funds, prepared deposit confirmation letters and receipts, post to accounts, opened new accounts, prepared closing letters and assisted with month-end reports and statements. Home Equity Loan Agent (Temporary), National City Mortgage Santa Rosa, CA 08/2005-03/2006

• Handled 50-100 calls per day in call center, communicated with customers to originate loans, lines of credit and to educate borrowers on home equity products available to them.

• Performed data entry and calculations, internet research, email correspondence, and retrieved FICO scores Authorizations Customer Service Rep, American Home Shield Santa Rosa, CA 04/2004-05/2005

• Handled 100+ calls per day in call center.

• Processed work orders, answered coverage inquiries, maintained customer database, processed payments for past due service fee and contract premium.

• Dispatched calls, authorized incoming calls, assisted with escalated calls, approved trip and overtime charges, customer follow-up, and analyzed work to determine necessity and cost-efficiency.

• Provided technical assistance, warranty coverage items, generated authorization numbers to contractors and handled customer options related to upgrades, cashing out or denials. SKILLS

• Tools and Environments: Outlook, Microsoft Word, Excel, PowerPoint, Visio, AFS, Hogan Systems, Hyperion, Financial Portal, Legal Research, Legal Writing, Records Management, QuickBooks Pro

• Other: Type 55 WPM

EDUCATION

Empire College

Specialized Associates Degree in Paralegal Studies Dean’s List (GPA 3.5)

Completed degree while working full time

Santa Rosa Junior College

Completed Business Office Technology, Computer Studies coursework American Red Cross

Adult and Pediatric First Aid/CPR/AED Certified

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