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Administrative Assistant Project

El Sobrante, CA
March 27, 2018

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Louis “Kenny” Leonard




Demonstrated and tested proficiency in all standard “Windows” applications including but not limited to: OneLink, Share Point, Concur, Remedy, SAP, Word, Excel, Access, Micro Soft Project, Power point, Outlook, Lotus Notes, Visio, Electronic Common Technical Documentation, HTML, HTTP, Phoenix, DART, EBUY, ARIBA, Adobe (PDF), Incident and Customer Claims Management, Sales Force Automation Systems, Experienced and trained in Project management office (PMO) Agile Technology including SCRUM, WATERFALL and Clarity. I also possess working knowledge and trained in GxP, GmP as well as various Learning Management System applications, and other proprietary databases COREDAPTIX, iKnow portal, Articulate Quizmaker, Maximo (facility maintenance), and Lectora, with test scores in the upper 90% quartile.


Castlemont High School - Graduated

Apprentice Electric Engineer – Pacific Gas and Electric Company - Completed 1978

Merritt Jr College – Real Estate – 1979 completed courses licensed real estate salesman


Lynn Safety November 2017 – March 2018

Project Coordinator (Contract ends)

Ensure all Exterior Building Maintenance equipment is installed, inspected and tested in accordance with Cal OSHA regulations.

Schedule annual inspections and equipment testing

Follow-up on action items to closure

Develop and maintain a leading/lagging pivot table for metric evaluation

Actively attend all leadership team meetings

Ad-hoc duties as assigned

Gilead May 2017 – August 2017

Administrative Assistant II (Contract maternity leave coverage)

Provided administrative and clerical support to a Sr. Director, and group of managers.

Coordinated administrative activities which support clinical trials, medical information, sales etc.

Provided administrative and clerical support to the departments’ interview process.

Ensured computer equipment, and all new hire materials are arranged for the persons first day at Gilead.

Tracked and verified data using a variety of software to conduct data entry and sorting of information.

Track department budget as directed by immediate director.

Created and assisted in the creation of presentation materials and drafted technical documents as needed.

Manipulated Excel spreadsheets as directed by immediate director.

Gathered and collected records, verified relatively complex data and information from multiple sources.

Liaised with external agencies or organizations to coordinate activities which are important to the function of the department.

Santen Inc. Emeryville Ca (Contract) July 2016 – Dec 2016

Administrative Assistant/Contract management

Management of contracts made with customers, vendors, partners, or employees as well as the personnel involved in contract administration required to negotiate, support and manage effective contracts.

Ensured written or oral legally-binding agreement between the parties identified in the agreement to fulfill the terms and conditions outlined in the agreement.

Secure Curriculum Vitae as necessary

Updated multiple executive Outlook calendars daily without overbooking or conflicts, Onboard consultant team Provided basic internet WiFi access, completed requests for laptop computers, Established test and proofed video conference links

Managed conference room space and time requests

Secured IT peripheral support

Made international and domestic travel and lodging arrangements

Handled expense report reconciliation (domestic and international currency) in Concur, Invoice processing, SharePoint updates, Maintained office supplies, Badge requests meet, greeted and escorted guests

Managed catering requests

Developed metrics from various reports for analytics, Database updates

Kaiser Permanente, Oakland CA (FTE Left due to reorganization) December 2014 – May 2016

Executive Administrative Assistant/Contract Administrator

Responsible for preparing and reviewing business contracts for the purchase or sale of materials and services.

Engaged Scrum technology to define definition and prioritization of tasks to be done.

Developed methods where to balance hard and soft skills to avoid reasons for project failure, including failure to adequately identify and document requirements, poor planning, poor effort estimation, and inadequate communication.

Provided complex administrative and/or project support to the department head, managers and/or staff members to include the following: Answers phones, takes messages, screens calls. Monitor emails for others.

Managed multiple calendars, and schedules/plans meetings. Researches, plans and arranges events including hotel and conference facilities. Makes travel arrangements for the department/staff or manager.

Wrote detailed correspondence for managers & staff; independently updates department documents as needed.

Researched and collected information needed to complete project tasks or reports.

Managed expenditures and purchases to include billing and payment authorization Managed expense reports through One Link

Kaiser Permanente, Pleasanton CA (FTE) January 2013 – December 2014

Administrative Assistant /Lifecycle Management Unix Refresh Project Coordinator

Responsible for organizing and coordinating meetings, often between departments and companies and making travel arrangements also prepared the topic and materials presented at each meeting and in charge of taking the meeting's minutes action items and follow up to closure in Lotus Notes

Developed training schedules to insure all parties are trained and meet the relative criterion objective

Achieved 2012 goals and on track to complete Q2 2013 deliverables on time within budget

Assisted in the remediation of end of service life Unix hardware in order to ensure system availability and supportability for Kaiser systems

Used Excel to import and export reports into Access, v-lookup, pivot tables, macros and charting

Worked with the developer to create tools for maintaining lists reports and other documents in SharePoint (PM Central bamboo ver)

Granted end user access at the appropriate hierarchical level and coordinated a detailed project schedule in SharePoint to ensure that all aspects of the project stay on task

Novartis Biopharmaceutical Emeryville, CA (FTE Offered a better career path) January 2007 – January 2013

Administrative Assistant/Business Analyst

Reduced application and server footprint by retiring unused servers and applications that are no longer needed.

Creation of a tangible deliverable such as a work breakdown structure, (WBS) project schedule, critical path diagrams, project budgets, and dashboards.

Developed and maintained a high-level program schedule in SharePoint

Participated in Project Team Meetings, coordinated meetings, including travel arrangements and expense reports, prepared and/or edited meeting minutes in accordance with SOX guidelines to accurately report financial data, presentations and tables, monitor project team member adherence to deadlines. Used Excel to import and export reports into Access, v-lookup, pivot tables, macros and charting

Responsible for tracking project changes and produces updated site based schedule as agreed with project management

Conducted GxP research to ensure that the business partners are not disrupted during the re-architecting and refreshing of applications and servers which involves re-architecting and refreshing software applications and servers in different Novartis Biopharmaceutical Vaccine and Diagnostics sites

Reduced software applications and servers by 40 percent by 2011, including virtual servers and GIS-managed servers resulting in a $500,000 annual savings.

Pacific Gas and Electric Company, Oakland CA January 1975 – November 2006

Sr. Executive Assistant, Project Manager, Electric Construction/Environmental Remediation -

Responsible for the design, engineering, construction and maintenance of electric distribution, transmission substations, and lines, Manage Engineer, procure and Construct projects, Design architect of SB198 IIPP Program, Contractor pre-qualification, Analyze and implement cost measurement tools, monitor time tables and costs associated with construction activities, Provide senior level executive assistance. Strong Union interaction, Supervise accounts payable and receivable department

Used PowerPoint for Senior Presentations

Utilized critical path methodology to report schedules and milestones

Provided Executive summaries and detailed reports

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