SHELLEY STEFFENS

831-***-****

acxl5n@r.postjobfree.com

Executive Administrative Assistant Permissions Specialist Purchasing and Budget Administrator

Special Projects Coordinator Legal Assistant

Experienced and dedicated professional with a proven track record of successfully anticipating and proactively supporting

executives while exercising sound judgment with the highest level of discretion and confidentiality. Expertise in extensive

scheduling, planning and organizing domestic and international travel arrangements, complex meetings and tradeshows.

Exceptional organizational, analytical, leadership, and customer service capabilities. Enthusiastic with outstanding

communication skills and an exceptional ability to build productive relationships, resolve complex issues. Consistently

demonstrates thoroughness, efficiency, accuracy, and attention to detail. Offers a working knowledge of legal terminology,

and legal proceedings. Fosters a collaborative working environment creating and implementing processes to effectively

organize the office and increase efficiencies.

Leadership/Motivation/Teamwork Executive Support/Management Office Administration/Management

Creates and Edits Correspondence Communication/Customer Relations Computer/Technical Proficiency

Maintains Strict Confidentiality Project and Process Management Travel and Meeting Coordination

PROFESSIONAL EXPERIENCE

Special Projects Coordinator, Holman Ranch, Carmel Valley, CA via OfficeTeam 2016

Organized 10 years of records for retention or shredding

Worked with all departments to organize tasks and create Policies & Procedures Manual

Organized and monitored various survey results and websites of venue for consistency

Assisted with monitoring and responding to event and venue queries

Multitude of individual tasks to organize and streamline department functionality

Purchasing and Budget Administrator, Dole Fresh Vegetables, Inc., Monterey, CA via Kelly Services 2015

Performed routine administration and duties related to purchasing within the IT Department (create Requisitions, code

invoices, receive invoices against Purchase Orders, release P.O.s from Blanket Purchase Orders, etc.)

Facilitated the periodic cycle of accruing expenses, facilitating departmental forecast, maintaining actuals, and obtained

data necessary for period end closing

Assisted in annual budget preparation

Performed other financial and administrative responsibilities and duties, as necessary

Administrative Support Coordinator, CSUMB, Seaside, CA, Contract Position via Warphire 2014 - 2015

Administrative support for Director, Early Outreach and Support Programs

Maintained, tracked, and reconciled department operating budget expenditures

Ensured that large scale, complex projects with a broad, visible impact that involved coordination with other departments

were planned and executed

Coordinated and oversaw complex travel arrangements, to include meeting or event scheduling, facility reservations,

transportation, lodging, conference registration, travel authorization, and claim forms; made special arrangements

for hospitality, and processed all travel and expense reimbursement requests

Established and maintained various data-tracking systems (physical and electronic) in order to fulfill

departmental function reporting requirements

Acted as building manager and building emergency coordinator. Responsible for building access, Work

Order documentation and associated functions

Permissions Specialist, CTB/McGraw Hill, Monterey, CA, Contract Position via Kelly Services 2013 - 2014

Created and maintained spreadsheet databases to track project selections and status

Researched copyright ownership to locate proper rights holder and obtain contact information

Compiled, organized, and verified third party materials to accompany permission request

Wrote proposed acknowledgement lines

Wrote permission requests to publishing houses, agents, authors, illustrators, photographers, etc.

Tracked and followed-up on requests and selections (granted, public domain, dropped, denied or on hold)

Interacted with Production team and editors

Received and tracked agreements and invoices; compiled material with supporting documentation

Maintained electronic and hard copy filing for each passage, video, photo, illustration and/or poem

Assistant to Executive Director, Monterey Museum of Art, Monterey, CA 2011 - 2012

Provided high-level support to Executive Director and senior staff

Prepared presentations and other agenda items for Board meetings

Assisted HR Manager with personnel records and issuesI-9s, proper identification, job description changes, and salary

increases; ensured files were properly maintained and up-to-date to meet requirements

Interacted with and assisted the Museums Board of Trusteesresponded to inquiries that required research and

investigation

Recorded, compiled, distributed, and maintained Board and committee meeting packets and minutes

Composed correspondence and prepared presentations that included charts and spreadsheets to secure grants

and donations

Compiled and distributed membership and museum reports

Conducted information research that assisted with and supported marketing and grant proposals

Processed donations and membership renewals and prepared donor reports

Senior Executive Administrative Assistant to Superintendent, Monterey County Office of Education, Office of the

County Superintendent of Schools, Contract Position via OfficeTeam, Monterey, CA 2010 - 2011

Executive Administrative Assistant, Micro Motion, Inc.Emerson, Boulder, CO 1998 - 2010

Provided high-level support to 1 to 2 Vice Presidents, 2 Directors, 7 Managers, and 80+ Engineers worldwide

Coordinated intricate domestic and international travel arrangements, obtained passports and Visas, and followed-up

on charges

Managed various websites on the company intranet updating and maintaining accurate information

Coordinated large and small meetings, and conferences including guest presenters and catering

Monitored all technology projects, prepared charts for executives and maintained supplier databases

Served as a direct liaison between technology teams of engineers in the U.S., China, and India

Maintained the proper calibration of equipment and coordinated all equipment sent to calibration suppliers

Analyzed documents to ensure accuracy/completeness for audit purposes and prepared BOM documents

Created Welcome Packages for engineers coming to the U.S. for training from India, Mexico, and China

Maintained all equipment, transcribed interviews, recorded meeting minutes, and prepared meeting materials

Provided backup coverage for the receptionist and security; answered telephone calls on multi-line system

Led team with a budget of $250K that researched, managed, and distributed donations to 90+ charitable

organizations throughout the greater Denver, Colorado, area; maintained all records and communications for audit

purposes and monitored budgets

Administrative Assistant, National Center for Atmospheric Research (NCAR), Boulder, CO 1995 - 1997

Monitored, managed, and maintained budgets, prepared scientific reports, and coordinated travel arrangements

Communicated with international airlines, scientists, transportation officials, and various government officials

EDUCATION & TRAINING

- B.S. Degree with a major in Natural Health

Clayton College of Natural Health Bachelors Degree Incomplete as school closed (2010)

- B.S. Degree with a major in Business Administration - In Progress

University of Phoenix, Santa Clara, CA Bachelors Degree to be completed

- Certified Paralegal - San Jose State University

- A.A. Degree with a major in Art History- San Diego City College / San Diego State College, San Diego, CA

Associates Degree completed

Development Training, Certifications, and Additional Information: Certified Legal Assistant San Diego State

University VP, Sales and Advertising Salinas Trad-Jazz Festival Association VP, Media and Marketing Doe Doe

Productions Recipient of Boronda International Study Art Scholarship Certified Wine Cellar Manager / Sommelier

International Wine Guild, Denver, CO Owner / Artist of A Glass Act Stained Glass, Warm Glass, and Mosaics

Computer and Technical Proficiencies: Apple PC Peripheral Hardware Products MS Office (Word, Excel,

PowerPoint) MS Outlook Windows Google BASECAMP Adobe Acrobat FileMaker Pro QuickBooks Access

(User) JD Edwards software and more

Shelley Steffens -2-831-***-****

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