Executive Assistant Administrative

Executive Administrative Assistant

EDUCATION:

M.B.A. University of Phoenix, 2011,San Diego, CA (Master of Business Administration)

B.S. San Diego State University, San Diego, CA (Business Administration / Real Estate)

Summary

Highly organized, dependable, self-motivated Executive Assistant exemplary track record of efficiently handling complex tasks in high-pressure, challenging, and deadline-driven environments

Excellent organizational and analytical skills, also great ability to pay attention to details.

Expertise in performing a wide variety of administrative tasks including managing projects, drafting memos, creating correspondence, sending messages, answering phone calls, and providing additional office support

Proficiency in monitoring compliance with all relevant policies, rules, regulations, procedures, collect data and maintain confidential files

Proven customer service skills, excellent communication and interpersonal skills

Extensive experience in coordinating travel arrangements and preparing travel requests and reimbursements for staff

Exceptional ability to cultivate a positive attitude among team members

Skills: MS Office Suite, Excel (Pivot Tables), Outlook, Word, PowerPoint, QuickBooks, SharePoint, Concur

WORK EXPERIENCE:

Ostendo Technologies Carlsbad, CA

Sr. Administrative Assistant

September 2011- October 2018

Provided administrative support to CEO, CFO, Finance Manager, VP, and Accountant Manager by screening calls, booking conference rooms, maintaining calendars, collecting reports, and performing other general office management tasks.

Ordered caterings and provided support in preparation of Board meetings.

Greeted outside visitors and direct all meetings in a highly manner.

Handled travel arrangements, airline booking, car and hotel rentals for company employees.

Monitored and processed all employee expense reports and ensure that company travel policies are followed prior to submitting documents to the Accounting Department.

Conducted E Verify for employees and ensure that I-9 forms are completed accurately and according to all relevant federal regulations. Assist with periodic verification to ensure that all personnel records are maintained in compliance with legislative requirements.

Coordinated and participate in onsite and phone interviews of prospective candidates. Maintain resumes on file for EEO documentation.

Assisted with on-boarding new employees

Collected employee timecards and input them into QuickBooks.

Assisted with payroll processing by verifying the accuracy of employee deductions.

Filed invoices, petty cash, and log documentation for Credit Card purchases.

Filed and organize electronic and hard copy Non-Disclosure agreements to increase office organization.

Updated employee profiles using MS Word and Excel.

Maintained office supplies inventory and placed new orders for supplies as necessary, verified receipt of supplies.

Supported front desk, handle shipping tasks, and resolve issues with FedEx.

Collaborated with managers in business department for special Ad-hoc projects.

Balanced and close invoices for accounting department.

Effectively handled all I-9 forms, employee files, employment applications, and resumes for all employees.

Created and issued employee ID cards

Audited monthly Health plan for PPO / HMO / Dental / Vision / Life Insurance invoices

Callaway Golf § Carlsbad, CA

Assistant to Project Manager / - temporary project

January 2011-Jun 2011

Tested the company’s GPS devices to make sure that users were able to download and remove golf courses to and from each device. Reported device sync testing outcomes to the immediate supervisor. Filled out scorecards for golf rounds. Plotted golf results on the Google Earth simulated program. Confirmed that accurate results were uploaded to the company’s website.

Oversaw quality control and usability testing of the website. Ensured that registered users could access the website at all times. Checked devices to see if golf courses were downloaded properly.

Followed complex steps for extended testing to ensure that all functions of the website were working properly. Reported any and all problems with the website using MS Excel and followed up to see if problems reported were corrected.

Assessed and evaluated data and performed regression testing for the website.

Assigned to perform a sensitive task of crediting membership refunds back to credit cards of clients

H. Markoni § San Diego, CA

Executive Assistant / to CFO

2007-2009

Accountable for organizing all administrative activities and facilitating the smooth running of the CFO’s office.

Ensured that office equipment was properly maintained, relevant records were up to date, and all administrative processes worked effectively. Verified allocations to funding sources and expense categories.

Assisted with expense reports and fee payment requests for CPA.

Monitored the operational budget to ensure that costs were within the budget guidelines. Provided information and reports to CFO upon request.

Reviewed and revised policies and performed data entry upon request. Compiled and processed Data for reports.

Designed financial spreadsheets using MS Excel to improve the efficiency of the documenting system, and updated Excel files on a weekly basis to ensure accuracy

Extensively used QuickBooks software to reconcile financial transactions and compile reports

PROFESSIONAL DEVELOPMENT

Human Resources for Anyone with Newly Assigned HR Responsibilities

and

The Essentials of HR Law

Fred Pryor Seminars / Career Track (2016)

MEMBERSHIPS & AFFILIATIONS

Member Delta Mu Delta Society, Lambda Sigma Chapter (University of Phoenix)

Member The Finance & Real Estate Society (SDSU)

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