Executive Assistant Project Coordinator

SKILLSET SUMMARY

Executive Assistant to Corporate Officers: Senior Directors, Departmental Directors, and other professionals in major Fortune 500 corporations, utilities, different industries and government agencies; including cross-functional teams.

Collaborate on presentations, filling in details of executives’ plans and concepts, by thinking “outside the box.”

Executive Document Control: File management, contract compliance, HR data retention, HIPAA requirements, ISO, USM&SS, CFR and other internal systems and standards, management systems, job process research, documentation, and QA/QI execution and audit of work-place and other procedures. General office management.

Document production on all levels, from correspondence to technical writing and manuals.

Programs Support Specialist / Project Coordinator / Microsoft Project facilitation: SharePoint and Portal Access.

Accounting Skills, Assistant Auditor / Bookkeeper: Accounts Payable/Account Receivable, Billing/Invoicing, Vendor Management and Reconciliation, Purchase Orders, and Change Orders full-scale processing.

Software: Microsoft Windows 10 / XP; MS Office 2016/365, including Word, Excel, PowerPoint, SharePoint, Project, FrontPage, and Visio. Other software, programs and websites include WebDocs, Netfile, and CPUC, FERC, SOX and other State and Federal government websites. For international and domestic travel coordination, hotel and accommodation management and expense processing use Concur; eProcurement / SRM / Ariba; SAP R3.0D/AFIS (CATS, Timekeeping, HR & Finance Model 620-B3); WebEx; Adobe: Pro, Photoshop, PageMaker.

WORK HISTORY

Break in employment due to providing family care issues. 04/2017 – 05/2018

Rose International, Inc. (Contractor), at Pacific Gas & Electric Utility Company, San Francisco, CA 08/2016 – 03/2017

Executive Assistant / Business Analyst; and Projects Coordinator duties; Financial Reporting & Governance (FR&G) / Customer Energy Solutions

Research and analyze past expense reports, contracts, change orders, work orders, etc., supporting internal audit team responding to California Public Utility Commission (CPUC) Annual Audit of Energy Efficiency customer programs. Draft and complete final edits on executive’s responses to CPUC data requests to accomplish a passing of a state audit of PG&E Customer Services requirements per CPUC standards.

Work with individual team members drafting guidance materials documenting processes to comply with PG&E Guidance Document System Management and achieving for the first time the complete documentation of department procedures with Word and Adobe Premiere Pro.

Support FR&G, Energy Efficiency, and Customer Energy Service projects; manage all day off-site conferences, including negotiating caterer and conference center contracts, scripting minute-by-minute on-site/off-site conferences including queuing of light, sound, video, etc. Responsible for orchestrating presenters’ time, props, and support personnel. Act as official meeting recorder; prepare and edit presentations, merging multiple PowerPoint presentation slides into single presentations and finalizing completed deck for conferences.

Pacific Gas & Electric Utility Company, (FTE), San Francisco, CA 2014 –2015

Executive Assistant and Project Coordinator; Demand-Side Customer Care Systems & Customer Facing Systems departments/IT Business Technology Line of Business (LOB) 04/2014 – 04/2015

Handle daily duties like calendering/scheduling, coordinate all-day “All Hands” statewide off-site conferences, managing site/vendor contracts for facilities, catering, AV, etc. As meeting recorder, track action items, transport, etc.

Carry out, monitor, report, and oversee numerous production and administrative projects, coordinating project activities on cross-functional teams for managers, analysts, and consultants, including travel and hotel arrangements.

Develop dashboards and data files using Excel tracking principals and contractor time/expenses reports.

Heavy use of Excel for metrics on expense/financial reports; maintain historical files with SharePoint site, etc.

Monitor expenses and projects, reporting metrics and Excel graphics/charts for two directors and their teams.

Manage and streamline director and management interview process to improve efficiency by developing new best practices, thus accomplishing an improved interview process. IT-HR adopted this procedure: teaming with vendors and HR, thereby assuring optimal time management for corporate executives.

Organize executive-level meetings; plan and execute conferences, workshops, and other business meetings.

AllSource PPC (Contractor), at Pacific Gas & Electric Utility Company, San Francisco, CA 2013

Executive Assistant and Project Coordinator to the Director - Political Resources/Corporate Affairs 06/2013 – 11/2013

Help coordinate and administer political contributions recommendations (PCR) procedure in state government website, processing check requests; track and manage documentation requests to meet legal and regulatory requirements in Excel.

Draft and edit Corporate Senior Vice President of Corporate Affairs’ correspondence for review, approval, and distribution: handle daily calendar/scheduling, develop and produce reports, and research requests using Word and Excel.

Streamline the updating/organization of financial and political contribution files and PCR records in arrears for over a year within three weeks, meeting and passing internal audit by PG&E Risk & Compliance/Audit and Compliance LOB.

Executive Assistant/Project Coordinator to the Director - Compliance & Ethics/Risk & Compliance 01/2013 – 06/2013

Handle calendar management, process contracts, and supply orders. Prepare expense account reports, etc.

Prepare agenda, meeting materials, and coordinate Chairman’s Ethics Council/Compliance Champions Meetings.

Reorganize the compliance and project goals database, to more efficiently create reports/metrics and track distribute of Compliance & Ethics packets Company and Statewide.

Netsource, Inc. (Contractor), at Pacific Gas & Electric Utility Company, San Francisco, CA 2011 – 2012

Executive Secretary and Project Coordinator: Land Surveying & Acquisitions (LS&A) 05/2012 – 08/2012

Serve as the Notice-of-Construction (NOC) administrator and “case manager” facilitating the CPUC required public notice process. Documenting the NOC process procedures by creating and achieving the creation of a written set of draft procedures for Guidance Documents development and for use for by LS&A and Corporate Regulatory Relations LOB on how to file NOCs with CPUC and the general public. Other duties: heavy invoice, accounting, contracts, and further financial processing.

Executive Assistant/Project Coordinator: Corporate Sustainability 10/2011 – 05/2012

Carry out basic daily executive assistant duties: calendar/schedule management, meeting support, and necessary duties.

Perform benchmark research requests; prepare charitable contribution reports and correspondence.

Create, organize, and maintain reference manuals for various research topics in Word and indexed in Excel.

Mindlance, Inc. (Contractor), at Pacific Gas & Electric Utility Company, San Francisco, CA 2011

Project Coordinator: General Rate Cases 08/2011 – 09/2011

Execute document research, retrieval, and production of CPUC Information Requests and Responses using CPUC Website.

Prepare and draft technical documents, deficiency reports, and supporting materials related to the 2011 Responses for witness binders with detailed history in Excel and using records retention guidelines in SharePoint repository and hard copy.

Executive Assistant to the Director – Regulatory Relations and State Agency Relations Dept. (SAR) 05/2011 – 08/2011

Doing basic daily executive assistant duties: calendar/schedule management, meeting support and duties as necessary.

Indexing and filing written comments with CA state agencies websites and inter/intra-departmental communications.

Financial duties include: manage expense report accounts process, draft and expedite POs, and CWAs; vendor invoices, and check requests in SAP Finance, Concur, and Excel. Responsibilities include historical expenditure research to record and review for recovery of “aged” expense receipts and in old expense accounts; as well as resolve discrepancies, create current expense reports, and submit documented expenses for account reconciliation.

Clean up of a year’s past-due expenses against an outstanding management employee expense account, meeting the accounting deadline and preventing debt collection against employee’s compensation, per the Director’s priorities.

Handle domestic and international travel and hotel accommodations including visa and passport arrangements, etc.

Apple One, Inc. (Contractor), at Pacific Gas & Electric Utility Company, San Francisco, CA 2010 – 2011

Executive Assistant and Project Coordinator to the Directors – Environmental Stewardship & Policy 09/2010 – 01/2011

Support the Director - Environmental Stewardship and backup support for Senior Director - Environmental Policy, like the primary daily executive assistant duties of calendar/schedule management, meeting support and other responsibilities.

Research and develop briefing manual and PowerPoint presentation for the San Bruno Pipeline Explosion event response for the annual 2010 Joint Utilities Group (JUG) conference including index daily news reports clippings.

Handle multiple domestic flights and travel arrangements including arranging to hold a plane due to travel delays.

Update and prepare ClimateSmart™ Program greenhouse gas replacement credit program contracts for internal audit achieving for the first time a complete and accurate set of all PG&E Cap & Trade contracts.

Conduct benchmarking research on sustainability programs and national awards comparing PG&E against other international and domestic utility companies.

Provide event planning, coordination, and execution services for the PG&E 2011 statewide Environmental Stewardship and Policy Management off-site conference including travel and hotel arrangements, venue, catering, insurance and vendor contracts, meeting minutes, action item capture/follow-up and post-conference debrief, etc.

Convert financial reports from SAP to Excel spreadsheets with pivot tables to track budget trends for reports.

CoreStaff Services (Contractor), at Pacific Gas & Electric Utility Company, San Francisco/Oakland, CA 2008 – 2009

Executive Assistant and Human Resources Analyst – PG&E Human Resources Dept. 08/2009 – 10/2009

Administer daily duties: calendar/schedule management, email, phone, filing, meeting support, and other responsibilities.

Research and track compensation and benefits issues for HR Compensation Plan changes in Excel and SAP HR, then drafted presentation of findings for use by the HR Compensation Committee.

Executive Assistant and Project Coordinator – Director - Electric System Engineering Dept. (ESE) 04/2009 – 07/2009

Support Director of ESE (the “Grid”): project coordination and reporting, calendaring and scheduling, and preparation of meeting and conference presentations and agenda. Utilize Excel and Access tracking projects for management reports.

Executive Assistant / Project Coordinator – Director - Economic & Project Analysis (Finance) 07/2008 – 03/2009

Run Director’s office providing direct support: calendar/scheduling, organize meetings, develop and execute projects, etc.

Receive praise from all Finance Principals for the seamless takeover of responsibilities within a month.

Manage SharePoint site, including developing document libraries and managing access permissions.

Perform Executive Assistant and Project Coordinator duties: converting 500 corporate employees to utility company employees, and tracking all logistics of transfers between PG&E Corporate and PG&E Utility entities. Successfully manage Utility Company project and serve as central point-of-contact a very fluid project environment, accomplishing the transfer of personnel without a single error and receiving high praise from both Corporate HR SVP and CFO for a job well done.

EDUCATION

Bachelor of Arts: Political Science and Government, Montana State University

Bachelor of Arts: History, Montana State University

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