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Executive Administrative Assistant

Hollister, California, 95023, United States
November 01, 2018

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Denise Weitz-Torres

**** **** *****, *********, ** 95023, 831-***-****

Objective I am a self-motivated, hard-working, independent, punctual, committed, focused, and accomplished professional. I’m a goal oriented, take charge individual, determined to complete tasks assigned, as well as be a team player. I am looking to work for a company that will allow me to be the best that I can be. My achievements are limitless.

Qualifications Administrative/Office Systems HR Support/New Hire Set-Up Lease Harbor Administration Mtg. Scheduling/Calendaring Vendor/Contractor Management Contract Maintenance Travel Coordination Concur Expense Reporting Customer Svc (Internal/External) Time Management Problem Solving Self Starter/Min. Supervision Supervision/Management Data Entry/Typing 70 WPM Accts Payable/Receivable Support SAP/ERP Systems Intranet Updates/Publishing Financial Analyst Backup/Assist. Program Manager SharePoint Microsoft Office Suite

Process Improvement Strategic Planning Badging

Project Management HR Admin - PayChex Flex Benefits Admin Experience

HR Administrator/

Exec Admin Assist Cornerstone Earth Group, 1259 Oakmead Parkway, Sunnyvale, CA 94085 02/01/17 - Current

Executive Administrative Assistant to the CEO, COO and several Principals;

HR Administrator & Benefits Administrator;

Complete all On-boarding processes via PayChex Flex;

Complete all background checks;

Maintain all employee HR files via PayChex Flex and hard-copies;

Maintain employment policies;

Primary administrative contact and staff support;

Screen/respond/distribute phone calls and emails as appropriate;

Create correspondence, letters, memos, presentations, etc.;

Handle company planning/calendar management;

Schedule conference calls, Skype, etc.;

Schedule and coordinate meetings, appointments and travel as needed;

Prepare Geological and Environmental Report Binders for Clients with authorized signatures and stamps;

Accounts Payables and Accounts Receivables support;

Process all incoming checks and track on a spreadsheet;

Process all incoming invoices and track on a spreadsheet;

Maintain electronic data bases, filing systems, records and other materials, and set up filing and tracking systems;

Maintain extremely confidential department records, office files, company information and personal HR information;

Proofread, prepare or assist in the preparation of a variety of written materials, including documents, correspondence, newsletters, reports, report binders, presentation materials, contracts and compliance materials;

Aid in general research, basic analysis and project management;

Create check requests and follow through with vendor payments;

Fax/Scan/Upload documents;

Order all needed office supplies, materials and equipment;

Order all business cards, stationary supplies, UPS supplies and logo inventory;

Plan events, make reservations, set up catering, etc.;

Handle customer service for both External Customers and Internal Customers;

Handle all mail, UPS and incoming and outgoing packages;

Assist with special projects;

Perform any other duties as assigned;

Supervise (1) Employee – Administrative Assistant in our Walnut Creek location; Administrative Santa Cruz Staffing, 312 Locust St., Santa Cruz, CA 95060 - On Assignment at Assistant Specialist Central California Alliance for Health, 1600 Green Hills Rd. #101, Scotts Valley, CA 95066 11/07/16 – 12/05/16

Administrator for the Operations Department. Serving as the primary administrative contact and staff support for the Operations Department Director and Sr. Manager;

Performing professional committee management support for the Benefits and Contracts HUBs.

Performing specialized administrative work for the Operations Department;

Preparing and maintaining meeting agendas, materials, exhibits, minutes and calendars, taking and transcribing minutes, and maintaining records of meetings;

Maintaining calendars and reporting reminder systems to ensure timely reporting;

Maintaining electronic filing systems, records and other materials, setting up filing and tracking systems, and filing;

Maintaining extremely confidential department records, office files, company information and (PHI) personal health information.

Proofreading, preparing or assisting in the preparation of a variety of written materials, including correspondence, newsletters, documents, reports, presentation materials, contractual regulatory applications and compliance materials;

Creating and maintaining departmental forms, templates and form letters;

Maintaining and updating departmental policies and procedures;

Performing data entry and utilizing databases to create and produce statistical and graphical reports;

Providing information to and gathering information from providers, executives, coworkers and the public;

Providing back up for other departmental positions, as assigned;

Scheduling and coordinating meetings, appointments and travel as needed;

Providing assistance in general research, basic analysis and project management;

Assisting with special projects;

Perform any other duties as assigned.


Assistant Specialist III Varian Medical Systems, Inc., 3100 Hansen Way, Palo Alto CA 94304 10/01/12 – 05/14/16

Administrator for Corporate Facilities, Engineering, Global Real Estate, Global Security and Maintenance Departments

Supported the VP of Corporate Facilities and the Sr Managers of Global Real Estate, Engineering, Maintenance and Global Security, as well as, several Sr Project Mgrs., the Space Planner and the Financial Analyst

Supported offsite Sr Project Manager working from our Beijing site and managing our Asia Pac Projects

Supported offsite Maintenance Supervisor located at our Las Vegas Site

Screened/responded/distributed phone calls and emails as appropriate

Created correspondence, letters, memos, presentations, etc.

Created meeting agendas/meeting minutes, followed through with action items

Administered programs to offer employees an easy-to-use ordering process and quality service for: Company stationary, Business cards, Office supplies, Arrowhead water, Copier supplies, Indoor plant services and Nameplate Vendor

Administered the Facilities Intranet Site (updates & publishing) via SharePoint

Created Purchase Orders & Requisitions in SAP/ERP

Processed all department invoices and collected proper delegation of authority signatures for invoices up to $5M

Administered all of the various commute alternative programs - Program Manager

Completed expense reports for the department via Concur - Travel/PCard

Booked travel arrangements for all employees within my department - domestic/international

Processed visa applications for travel abroad

Handled department planning/calendar management

Scheduled complex meetings (multi time zones) and conference rooms

Scheduled conference calls (multi time zones), Skype, etc.

Planned department events, made reservations, set up catering, etc.

Processed all contracts, updated Excel Spreadsheets accordingly and Fed Ex to the Vendor

Handled all types of sensitive confidential Real Estate & Lease documents for editing, reviewing, collecting Sr Executive VP/CEO signatures and distribution

Created check requests and followed through with vendor payments

Assisted with "New Hire Set Up" such as: Badging, Order Laptop & Monitor, Cell Phone, Desk Phone, Office Supplies, Secure Login, Company Credit Card, DOA, etc.

Handled all customer service for our dept., for both Internal Customers and External Customers

Managed all online files/databases

Faxed/Scanned/Uploaded documents to: SharePoint, SAP/ERP, Concur, Lease Harbor, Microsoft Suite, etc.

Ordered all needed supplies, materials and equipment for the dept.

Handled department mail, Fed Ex and incoming and outgoing packages

Handled special projects as they arose

Created/managed (2) Excel spreadsheets: Department Summer Vacations and Holiday Vacations for all department employees

Did backup for the Financial Analyst, including: paying the domestic rents ($350K per/mo.), handling the Lease Harbor administration, forecasts & budgets, paying all utilities & updating the Excel spreadsheets accordingly, invoice billing & invoice payments Administrative Support/

Reception Flex Securitas Security Inc., 2480 N. 1st Street, San Jose CA 95131 04/15/12 – 10/01/12

Provided Administrative Support, Clerical Assistance, corporate phone support and Lobby Reception for Corporate Headquarters.

Performed C-CURE 9000 Badging (temp & access reader badges), Badging Office Assistant, Monitoring Station, Datawatch System, and covered breaks.

Used Radio 10 codes, dealt with security issues and handled secure documents.

Managed Contractors and Vendors, did all Hot Work Permits and Asbestos Notices, managed Peninsula Visa, handled all Problem Reports, managed Facilities Helpdesk & Facilities Requests.

Provided all aspects of administrative and clerical support to upper level management to relieve the Supervisors/Managers of administrative details.

Dealt with legal documents, used MK Data Denial List, dealt with Audits and Inspections.

Set up training classes, booked conference rooms, scheduled training rooms and computer rooms.

Handled all incoming mail and packages, and prepared all Fed Ex, UPS, DHL etc. for shipment.

Did calendaring, invoicing, dealt with health and safety issues, handled daily logs and reports.

Processed appointments, received incoming interviews and prepared direct deposit paperwork.

Provided administrative support to the Benefits Dept., did CALSAGA data entry and clerical assistance as needed, and managed the Iron Mountain acct.

Updated various Excel spreadsheets, Word documents and logs, and did assigned special projects.

Issued Eco Passes, managed License Plate Log and handled Sodexo Vending issues.

Handled New Hire Orientation Check-In and Customer Meeting Check-In.

Prepared Investor Kits, distributed Accounts Payable Checks and Commuter Checks, managed Carpool Reservations, Company Car sign out, Equipment Check-out and the Lost & Found.

On 8/1/12, I was assigned as a Contractor to the Administrative Assistant Specialist III position in Corporate Facilities and Real Estate at Varian Medical Systems. IHSS Provider

08/02 - 07/12 San Benito Co. IHSS, 1111 San Felipe Rd., Hollister CA 95023 05/95 - 11/97

Oversee the daily needs and tasks of a severely disabled/handicapped stroke patient w/left side paralysis.

Attend to in-home medical treatments, testing, medications and all Dr. appointment’s.

Oversee financial matters, domestic tasks, and administrative duties. Manager

01/05 - 12/05 Trendwest Resorts, 3003 Oak Road, Walnut Creek CA 94597

Walnut Creek - Tour Department Manager

Managed Swing Shift Crew of 18

Interfaced with the Regional Director in Sacramento for department expectations

Hired, fired, did drug screening, assigned time/security badges

Did all aspects of HR: benefits, time-sheets, time off, sick leave & vacations

Developed all training materials and managed all employee training

Kept positive morale among the workers, including bonuses & incentives with my spiff account

Developed relevant materials to set tours

Ran tour reports and day end worker productivity reports to be sent to Sacramento nightly

Did Event Planning and hosted Tour Events, such as complimentary BBQ`s & catered events Supervisor/Manager

01/04 - 12/04 Trendwest Resorts, 335 Cochran Circle, Morgan Hill CA 95037

Morgan Hill Owner Referral Department Supervisor - Supervised Day Shift Crew of 10, all aspects including hiring & firing, drug screening, and training

Morgan Hill Owner Referral Department Manager - Managed Day Shift Crew of 10 & Swing Shift Crew of 20, with the help of an assistant supervisor

Interfaced with the Regional Director in Sacramento for department expectations

Hired, fired, did drug screening, assigned time/security badges

Did all aspects of HR: employee time-sheets, time off, vacation, sick leave, etc.

Developed all training materials and managed all employee training

Kept positive morale among the workers, including bonuses & incentives with my spiff account

Developed Owner Referral Department materials

Ran all reports requested from my Regional Director and did day end reports on all worker productivity to be sent to Sacramento nightly


Office Manager M & M Roofing, 420 San Benito Street, Hollister CA 95023 09/90 - 09/98

General Contractor: C-39 Specialty in Roofing - Partner/Office Manager conducting all administrative tasks associated with the business

Hiring & firing

Did accounts payable, accounts receivable and payroll

Secured liability insurance, workman’s comp insurance and state bonding

Prepared bids, estimates and invoices

Ordered materials and did inventory

Did job costing, budgets, expense reports and asset to liability ratios

Handled all advertising and marketing

Developed all company forms (estimates, bids, invoices, etc.)

Managed 15 company employees

Letter Carrier/

Mail Clerk U. S. Postal Service (Blossom Hill Station) 5706 Cahalan Ave., San Jose CA 95123 09/88 - 05/94

Level 5 Mail Clerk/Letter Carrier at Berryessa Station (7 months) - Duties included: morning vehicle check, case the mail at your station, pull mail down for delivery, load your vehicle, sign out any certified mail, insured items, packages, keys, etc. and deliver your route safely and consistently

Level 5 Mail Clerk/Letter Carrier at Blossom Hill Station (5 yrs.). Job responsibilities same as Berryessa Station above.

Admin. Markup Clerk

09/87 - 09/88 U. S. Postal Service, GMF 1750 Lundy Ave, San Jose CA 95131

Level 4 Administrative Mail Clerk in the Central Mail Forwarding Department - Duties included mail handling, research, data input, editing and updating information, administrative tasks, and producing forwarding labels to apply to the mail.

Education Gavilan College, Gilroy CA. 95020 UCSC, Santa Cruz CA 09/96 to 05/98 09/98 to 12/99

AA Liberal Arts Combined Major: Political Science/Legal Studies President’s List/Graduated with Honors President’s List Full Scholarship Full Scholarship

References References are available upon request.

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