Administrative Assistant Office

Tonita Y. Walker

*** ******** *****, ***. *

Hercules, CA 94547

*************@*****.*** 510-***-****

www.linkedin.com/pub/tonita-walker/33/223/5a6

Summary

Highly organized, dedicated and confident Sr. Administrative Assistant with demonstrated history of strong office administration and excellent service for employers, clients, and customers. Strong work ethics, detailed oriented, problem solver, who doesn’t believe in the “it’s not my job” statement.

Qualifications

• 10 years diverse experience in Research & Development, Manufacturing and Public Relations industries

• Ability to partner and collaborate effectively with all levels of staff and outside contacts

• Excellent communication and interpersonal skills

• Flexible to constantly changing demands with the ability to manage multiple projects simultaneously

• Excellent organizational and follow-through skills

• Responsible, reliable, and available to help anyone at any time (team player)

• Microsoft Office - Microsoft Word, PowerPoint, Excel and PeopleSoft, proficient use of Outlook

• Maintains confidentiality

• Positive, Fun and Professional demeanor

Skilled in:

-Providing accurate and effective administrative support to Managers within the group, and coordinating administrative duties with other Administrative Associates to provide seamless support for the team

-Identifying and anticipating needs of the group and planning work activities accordingly

-Manage multiple schedules with heavy calendaring of complex meetings, arrange, coordinate and support meetings, events, and activities both on and off-site

-Creating presentation materials, assist with special projects, schedule travel for staff, process payment and expense reports, maintain files, order department office supplies, maintain photocopying equipment, order catering and other supplies for a variety of meetings and events

-willing and able to handle large volume of routine work, as well as more challenging projects and provide a consistently accurate work product

-Able to work with diverse individuals

Transferrable Skills

-Office management efficiently performs the day to day office management/administrative tasks to ensure the office runs smoothly

-“On-board” Contractors (issue Freelance and Non-Disclosure Agreements, Time entry, code and process invoices, create/maintain/secure comprehensive file system

-Enter new vendors in customized software system (quick learner in customized software)

-Some HR experience, “pitch” support

Computer Competency: Microsoft Office - Microsoft Word, PowerPoint, Excel and PeopleSoft, proficient use of Outlook, Professional Google calendar

Career History

Mar 2013 - Jul 2014 - FleishmanHillard, San Francisco, CA

Office Management / Sr. Administrative Assistant (duo-role) - Successfully managed the inherited responsibility of office manager for 80+ employees while multi-tasking a duo role.

- created PO's/BPO's/EO's/SO's, coded and approved invoices

- uploaded invoices to the appropriate PO's/BPO's using PeopleSoft

- wrote procedures and assisted with the on-boarding process of Freelancers

- carefully examined Contracts and NDA agreements, checking for any

Change to the original document (attention to detail). Also created files for

Contractors, complete with signed copies of all legal documents

- set up new vendors and contractors using customized software while interfacing with Project Managers and

Corporate Legal team headquartered in EST zone

- processed client NPF request, assigned project numbers and sub-codes, requiring frequent communication

with the project setup team, via Outlook and VOIP

- created, managed and updated grid of active freelancers

- weekly time entry for contract personnel

- trained new employees, both exempt and non-exempt on entering time in PeopleSoft

- kept teams abreast of all bill cycle and worksheets deadlines

- processed monthly accruals, and variance reports

- interacted with buyers to complete open PO query report

- communicated PO process during team meetings in order to remain compliant

- coordinated interview schedules, and new hire "day1" agendas

- researched aging invoices, distributed variance reports to buyers

-Commuter Benefit Program Administrator - engaged employees to participate in the commuter benefit program, maintained worksheets and summary for all participants. Regular interactions with corporate accounting to secure payment to Commuter Benefit Agency with 1 day turnaround to ensure prompt delivery of payment to participants, totaling $3K - $4K monthly.

-FOB Administrator - assigned fob keys and replacement keys to new employees, interns and contractors ensuring 24/7 access.. Highly skilled in troubleshooting keys and quickly determining the issue was Facilities (building management) or Office suite issue. Created a cross referenced list of active users with their assigned fob number that I managed single handedly through Brivo.com, a real-time security monitoring system. Additionally, I trained the Director of Finance and her assistant on the Brivo.com system.

Oct 2011 - Jul 2014 - FleishmanHillard, San Francisco, CA

Sr. Administrative Assistant - supported an EVP, 2 SVP's & Partners, 1 Consultant, 3 SVP's, 3 VP's, Directors, MS's and Account Exec's across the Digital Practice Group, Creative Design and Social Media teams. Managed busy and complex calendars for Executive staff, scheduled client meetings, setup new vendors using customized software system, secured confidential information. Supported new biz pitch rehearsals, secured and setup meeting conference rooms with logistics coordinated domestic and international travel itineraries, compiled receipts and process expense reports Trained junior admin staff on all aspects of opening/closing procedures for the front desk created and maintained grid for accounting documents shipped to headquarters. Resolved competing, conflicting conference room calendar.

Oct 2010 – Sep 2011- The Sequoia Center, Redwood City, CA

On-Call, Receptionist/Administrative Assistant - Received phone calls, listened intently to determine the needs of the caller and routed to appropriate department. Greet appointments, colleagues and clinicians giving personalized attention. Scheduled assessment and intake appointments, secured confidential client information. Communicated HIPAA policy/compliance to clients and their families, provided referrals and managed the upkeep on the lobby.

Jul 2010 – Sep 2011 - The Latino Commission, South S.F., CA

P/T Weekend Relief Counselor and Mentor – A residential treatment program

to help women recover balance in their lives from the effects of alcoholism and addiction.

Counseled and mentored women in recover, facilitated group activities, supervised house details. Made sure clients were on-time for all appointments, supervised double-scrub detail, dispersed all medication, and maintained medicine log. Administered UAL's,, observed behavior, wrote progress notes, maintained staff journal, prepared discharge of client, assigned disciplinary consequences to clients when needed. Facilitated group meetings, and programs, assisted with meal planning, maintained visitors and telephone logged. Mentored and counseled clients, offer suggestion for writing plan prior to transitioning into the next phase of their recover.

Jan 2010 – Jul 2010 - St. Vincent De Paul Homeless Help Center, SSF, CA

Volunteer - Volunteer at St. Vincent De Pauls' Homeless Help Center - Provide hot meals and bagged lunches to homeless people and those in need. I offer "hugs" to anyone and everyone who wants and needs it. I do this freely to help uplift their spirits, and brighten their day. It matters, it makes a difference.

Apr 1997 – Jan 2010, Devoted time to family activities

Apr 1994 – Feb 1997 - Sun Microsystems, Inc., Mountain View, CA

Administrative Assistant - Supported Department Manager and group of 16 Hardware Design Engineers. Managed daily calendar for department manager, scheduled client and team meetings. Edited ECO's and specifications, coordinated travel itineraries and processed expense reports. Procured and stocked office supplies and peripherals. Planned and organized product launch celebrations, holiday parties and quarterly team-building activities.

May 1990 – Nov 1994 - SRI International, Menlo Park, CA

Administrative Aide – successfully supported a team comprised of 20+ Computer Scientist with occasional admin support to the Robotics lab. Typed RFP’s, RFQ’s, RFI and liaised between the Artificial Intelligence center and various government agencies that included NSF-National Science Foundation, NOSC-Naval Ocean Systems Center, DMA-Defense Mapping Agency, also DARPA. Interacted with IT and Facilities Engineering, prepared office space/cubicles for newly hired employees, ordered office supplies, also coordinated domestic and international travel, processed expense reports.

Contact this candidate