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Manager Executive Assistant

Lake Forest, CA, 92630
February 25, 2016

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Jacquelyn Gray

Lake Forest, CA


Professional Experience

**/****-******* ******* & Son & Sons Costa Mesa, CA Office Manager / Executive Assistant

Provide administrative operational support to the President as well as organize and coordinate office operations and procedures. Also, provide knowledge in multiple administrative areas including HR and safety.

• Manage Office Personnel

• Coordinate with outside HR resources to manage through employee relations issues

• Council supervisors on handling employee relation issues

• Maintain employee personnel files

• Keep Employee Policy and Procedure manuals current

• Work with HR outsources to ensure the company is compliant with all laws

• Coordinate and conduct as needed HR training for managers (Diversity, Sexual Harassment Training, etc.)

• Develop job descriptions

• On-boarding for new employees

• Manage employee benefit packages and the company 401k plan as well as handle insurance(s)

(audits, annual renewals, etc.)

• Act as company liaison with workers compensation provider

• Ensure appropriate work place safety procedures and practices are in place throughout the company

• Monitor safety reporting and ensure proper safety documentation is completed

• Coordinate, oversee, and manage all Safety related items

• Act as a liaison for the company with the building landlord 01/2013-07/2015 Invensys/Schneider Electric Lake Forest, CA Executive Assistant

Provide day-to-day support for the Vice President of North American Sales, Vice President of HMI & Supervisory, Vice President of Global Industry Solutions Growth Markets, Director of Sales Advanced Applications, Director of Operations Management Software, Marketing Manager Software North America and their direct reports

• Maintain calendars

• Schedule internal and external meetings

(I.E. Prepare conference rooms, greet guests, coordinate and facilitate meeting needs)

• Submit and approve expense reports

• Organize all travel arrangements

• Set up new hires in onboarding system

• Update leads monthly

• Submit and track all Facilities ticket(s) for building

• Assist Director of Facilities input all purchase orders

• Order and keep inventory of all office supplies

• Provide back up for Receptionist

01/2011-03/2014 Student - Orange Coast College Costa Mesa, CA 05/2010-01/2011 Keller Williams Realty Los Alamitos, CA Director of First Impressions / Administrative Assistant Provide day-to-day support for the Los Alamitos Realty Agents and Brokers.

• Greet Clients

• Answer multi-line switchboard

• Order and keep inventory of all office supplies

• Coordinate internal office meetings

• Assisted the Lead Correspondent with all charity events (I.E. Working Wardrobe, Keller Williams

“Red Day’, etc.)

• Maintain calendars for multiple Agents

• Create and distribute monthly event calendar

• Input new agents into email system

• Create and distribute new hire packets

• Lead weekly training meetings for all new hires

05/2008-05/2010 South Bay Studios Long Beach, CA

Receptionist / Assistant

Responsible for all front desk operations. Position required extreme use of confidentiality and professionalism.

• Greet Clients

• Answer multi-line switchboard

• Order and keep inventory of all office supplies

• Sort and distribute incoming mail and packages

• Create airway bills for USPS, FedEx, UPS and DHL

• Data entry

• Assist Accounting Manager with expense reports as well as accounts payable and receivable

• Submit my departments hours directly to pay roll

• Assist Stage Manager with scheduling stages as well as any catering needs

• Track and keep inventory of studio equipment (I.E. Lighting, Paint, Camera gels, etc.) Skills

Microsoft Outlook, Microsoft PowerPoint, Microsoft Excel, Microsoft Word, Organizational Skills, Travel Arrangements / Planning, Calendaring, Sales Software:

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