Administrative Assistant Manager

Annette Lorraine Stokes

*** ********* ****** #**, ******** CA 92223, 909-***-****, ***********@*****.***

Summary

Energetic, highly organized Executive Assistant/Administrative assistant with years’ experience within various industries with extensive calendaring, scheduling and expense report experience.

Assisting with preparation of tradeshows, organizing road trips, making reservations for Sales Representatives which consist of creating & maintaining existing reports, flyers, presentations, flow charts and brochures etc. utilizing Microsoft programs such as: Excel, Access, Word, PowerPoint, and Publisher.

Attending regularly scheduled meetings providing administrative assistance: taking minutes, setting up for conferences, preparing the agenda, contacting the attendees to ensure attendance, mail merge and preparing the evaluations for the meetings for tracking purposes etc.

Proficient in Word, Excel, PowerPoint, Publisher, Outlook, GroupWise and Visio.

Professional Experience

Osceola Consulting, LLC

January 2016 – Present, Administrative & Project Support Specialist

Assist HR supervisors with the hiring process, including submitting job postings online and scheduling candidate interviews

Maintain and track ADP hours, expenses and PTO time

Perform administrative work, including scheduling, maintaining files and sorting mail for the Human Resources department

Assist in training staff members and new hires on the ADP system and health care options

Enter employment data into computer database

Track and update hourly employee leaves of absence

Coordinate logistics for new hire orientations and employee training sessions

Provide project support to Director workflow by assigning tasks to other administrative employees daily, ensuring to meet deadlines

Implement and monitor programs as directed by management, and see the programs through to completion

Generate memos, emails and reports when appropriate

Assume responsibility for maintenance of office equipment, including computers, copy machines and fax machines

Maintain office supplies by checking inventory and order items

Respond to questions and requests for information

Answer incoming calls and assume other receptionist duties when needed

Review, track and prepare budgets; maintain records and databases

Coordinate office and/or departmental operations

Liaison between staff and Director and staff and Corporate office

Providing health care benefit information to staff

Maintain and oversee EDD claims and request.

Purchasing

Inventory control of supplies

Project support provide vital assistance to Director. Highly-organized, dynamic professional work on various important projects for all kinds of different organizations, such as: San Diego Gas & Electric, investment banks and I.T. consultancies to hospitals and local authorities.

Every project is different and therefore your duties will change accordingly. However, for the most part, I am responsible for monitoring project schedules and budgets, preparing progress reports, and liaising with key stakeholders.

As the Director’s support person, I play an important role in project planning and risk and issue management. Moreover, I log, manage and analyze information on the progress of the project, using Excel and Access databases. I am also responsible for over-seeing lower-level administrative support staff.

Wright's Adolescents Development Center, Inc.

June 2015 – January 2016, Administrative Assistant

Interviewing and researching various hotels, resorts, restaurants etc. to organize and arrange meetings, award ceremonies and conferences for various committees.

Acting as a liaison between the Director and Staff Members establishing that all arrangements are according to schedule.

Attending regularly scheduled meetings providing administrative assistance: taking minutes, setting up for conferences, preparing the agenda, contacting the attendees to ensure attendance, mail merge and preparing the evaluations for the meetings for tracking purposes etc.

Microsoft programs to create & maintaining new and existing reports, flyers, presentations,

announcements, flow charts, evaluations, brochures and miscellaneous correspondence.

Proficient in Word, Excel, PowerPoint, Publisher, Outlook, GroupWise and Visio.

Other clerical and administrative duties as requested/needed.

University of Redlands Facilities Management, (AppleOne Staffing/Riverside, CA)

December 2014 -February 2015, Administrative Assistant

Assure that all work requests via Service Desk, telephone, or walk-in are managed appropriately and assigned to the respective shop in a timely manner.

Act as the primary contact to campus customers and, as necessary, research, analyze, and take

independent actions to resolve customer issues or problems.

Maintain all R-25 service requests and generate work orders to support all campus events.

Manage charge backs for event support and process them through Event Services.

Maintain department calendars, including those of the Director and Associate Directors, as well as shared calendars including project calendars, etc. Issue appropriate keys and instructions to contractors and service companies doing work for Facilities Management.

Conduct analysis and create reports from computerized work order management system (TMA).

Generate reports and invoices for charging students and other departments for Facilities work as appropriate.

Maintain department website and social media including a department Facebook page.

Maintain department office supplies, stationary, and business cards; manage office supply budget. Initiate preparation of time sheets and check for accuracy against attendance log.

Ensure all time sheets are signed by appropriate personnel; Distribute paystubs/ paychecks bi-monthly.

Process all accounts payable/receivable functions including check requests and invoice processing, processing utility bills for payment, and obtaining purchase orders.

Other clerical and administrative duties as requested/needed.

University of Redlands/Advancement Services, (Arrow Staffing/Redlands, CA)

February 2014- September - 2014, Administrative Assistant

Provides a full range of administrative, clerical and office support including, but not limited to, word processing production for variety of executive team members.

Manages calendars, Assists in phone reception for executive and administrative departments.

Prepares and coordinate mail, faxes, and express packages.

Provide filing and clerical/administrative support, including the composition and preparation of routine correspondence and presentations using computer software applications.

Prepares and maintains telephone directory and other company information. Performs photocopying and other production services. Prepares and maintains Administrative Assistant procedures.

Maintains training curriculum and provides training to back up personnel. Advises supervisor of any issues to ensure excellent customer service. Facilities and Meetings, provides a full range of support including assistance with scheduling, word-processing, and reception and facilities needs as needed.

Advises supervisor of any issues to ensure orderly and efficient administrative operations. Support project manager including, preparation of documents, and follow up on timelines and deliverables.

Attend project meetings and prepare meeting minutes and action items. Participate on cross-functional teams.

Other clerical and administrative duties as requested/needed.

Inland Counties Legal Services

July 2007 – December 2012, Executive Secretary/Special Events Coordinator

Work directly with the Executive Director and the Resource Development Director in the coordination, planning, cultivation, reporting and logistics for these projects.

Non-profit experience in special events, ordering equipment/supplies, organizing, mail merge, save the date notices and physically setting up for the initial events.

Excellent oral and written communication skills. Raising funds for annual giving programs such as special events, community events, employee campaign and special projects.

Computer experience includes Excel, PowerPoint, Word, Access, Publisher, Visio, Internet Research and KEMPS, word processing, windows, data base management.

Travel to off-site locations. Highly organized able to effectively manage many tasks simultaneously.

Works with minimal supervision and uses independent judgment.

Compliance officer maintaining/creating statistical reports to present executive director monthly after ensuring that all data is received in the correct matter. Ensuring that all t’s are crossed and i’s have been dotted.

Also provide administrative support to executive management and other employees

Read, understand and review documents for accuracy and relevant information

Use applicable office terminology, forms, documents and procedures in the course of the work;

Maintain accurate office files;

Meet critical deadlines

Deal successfully with the public, in person and over the telephone; courteously respond to community issues, concerns and needs

Perform mathematical calculations quickly and accurately

Interpret, explain and apply applicable policies and procedures being the Compliance Officer ensuring codes and regulations

Read, interpret and record data accurately; organize, prioritize and follow-up on work assignments

Work independently and as part of a team; make sound decisions within established guidelines analyze a complex issue, and develop and implement an appropriate response

Follow written and oral directions

Observe safety principles and work in a safe manner

Communicate clearly and concisely, both orally and in writing

Establish and maintain effective working relationships.

Other clerical and administrative duties as requested/needed.

Riverside County Medical Association

March 2005 – July 2007, Secretary/Professional Events Coordinator

Interviewing and researching various hotels, resorts, restaurants etc. to organize and arrange meetings, award ceremonies and conferences for various committees.

Acting as a liaison between the Events Coordinator, Doctors, Board Members and Managers establishing that all arrangements are according to schedule.

Attending regularly scheduled meetings providing administrative assistance: taking minutes, setting up for conferences, preparing the agenda, contacting the attendees to ensure attendance, mail merge and preparing the evaluations for the meetings for tracking purposes etc.

Microsoft programs to create & maintaining new and existing reports, flyers, presentations,

announcements, flow charts, evaluations, brochures and miscellaneous correspondence.

Proficient in Word, Excel, PowerPoint, Publisher, Outlook, GroupWise and Visio.

Other clerical and administrative duties as requested/needed.

Century 21 Lois Lauer

February 2004– February 2005, Executive Administrative Coordinator/Recruiter

Maintains calendar, rescheduling and prioritizing as needed, being aware of time lines needed to prepare for meeting.

Coordinates and arranges conferences, travel appointments and meetings

Provides back-up and executive support to the Realtors;

Prepares correspondence, reports, forms, and other documents in support of the Realtors, Office Manager and Clerical Staff.

Prepare overview minutes of all meetings.

Acts as a liaison between clients and staff to ensure that transactions are smooth.

Provides frequent assistance in person or over the telephone, which requires a high degree of tact, technical knowledge and confidentiality.

Performs a variety of clerical duties in support of the department including filing, preparing purchasing orders and check requests; preparing and processing expense reports; processing out going and in-coming mail; ordering and maintaining office supply inventory.

Running errands such as delivering payroll, picking up clients to view homes etc

Performing other related duties and special projects as assigned utilizing Microsoft programs such as Word, Excel, PowerPoint, Publisher, Outlook and Visio.

Heavy Phones (15 incoming lines), Filing (Alpha & Numeric) faxing, typing correspondence to simplify procedures, interfacing/greeting with clients daily (Customer Service).

Other clerical and administrative duties as requested/needed.

County of Riverside – DPSS/CPS GAIN Division

February 2001 - February 2004, Executive Secretary/Administrative Assistant

Providing administrative support in the GAIN DPSS Division. Which consist of creating & maintaining existing reports, flyers, presentations, flow charts and brochures etc. utilizing Microsoft programs such as: Excel, Access, Word, PowerPoint, and Publisher.

Taking accurate and effective minutes monthly at the Staff meetings and the monthly Regional meeting.

Utilizing GroupWise for appointment setting and to maintain my daily duties assigned by the Regional Manager.

Other clerical and administrative duties as requested/needed.

Option One Mortgage

October 1997 - February 2001, Jr. Loan Counselor

Responsible to effectively collect on accounts daily.

Maintaining 12 calls per hours effectively.

Consistently minimize and resolve customer complaints.

Assisting borrowers in making payments by Check-By-Phone, once all information is verified. Being cautious of not violating the third-party rule

Unit Secretary/Administrative Assistant II –

Providing Administrative support to a team of 50 Loan Counselors. Which consist of creating & maintaining existing reports, flyers, presentations, flow charts and brochures etc. utilizing Microsoft programs such as: Excel, Access, Word, PowerPoint, and Publisher.

Inter-facing with Upper Management and Asset Control Unit Staff daily. Acting as a liaison assisting customers with immediate needs when the Project Manager and/or the Project Administrators are not available.

Other clerical and administrative duties as requested/needed.

Baker Tanks

January 1993 – December 1997, Marketing Representative/Receptionist

Providing Marketing and customer support for all 34 Baker Tanks branches within the Western Region.

Preparation of tradeshows, organizing road trips, making reservations for Sales Representatives. Which consist of creating & maintaining existing reports, flyers, presentations, flow charts and brochures etc. utilizing Microsoft programs such as: Excel, Access, Word, PowerPoint, and Publisher.

Preparing check request, maintaining an accurate and effective database working closely with the Director, VP and the Manager of Marketing division daily or when called upon.

Calendaring for (35) thirty-five, Sales Representative and the Marketing Staff (5)

Inter-facing with the President, Executive, Management and Sales Staff daily.

Other clerical and administrative duties as requested/needed.

Education

High School Diploma- John F Kennedy High School, CA(Graduated)

Cal State Northridge University, 1982-1983

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