Executive Assistant

Sharon L. James

*** ***** ***** ***** ******* CA 94591

M: 650-***-**** H: 707-***-****

Email: ***************@*****.***

Professional Experience

Part time Executive Administrative Assistant 6/2014-11/2016

Ostgren Associates, San Francisco, CA 01/2017 – Present

Operated the Front Desk and Served as a liaison between executives, managers & visitors.

Researched and fulfilled information requests from internal & external business contacts.

Tracked client rosters to documents received, and accurate data entry to AVATAR data base.

Managed and maintained any agency IT request.

Maintained and Updated the BVHPF webpage.

Arranged/Set-up new hires, computers and/or add software.

Assisted ED with RFP’s (Request for Proposals)

Coordinated required training, data entry to maintain the consumer databases and other needed documents

Coordinated efforts with Billing Supervisor, and Program Managers to ensure that CAD data base is consistent with billing data,

Mark Cavagnero Associates & Architects, San Francisco, CA 07/2016 – 10/2016

Supports President and C-level Analysts administrative and clerical.

Heavy Travel including international utilizing concur database.

Ensured smooth operation of office services, including sourcing and managing outside vendors and service providers; purchasing and managing inventory of office supplies, furniture and equipment.

Assisted with recruitment - filter through resumes and scheduled interviews.

Organized and maintained accounting and HR filing systems.

Maintained the reception area, meeting rooms and all common areas of the office.

General admin duties, including answering and screening telephone calls, greeting clients and guests.

Lazard Investment Banking San Francisco, CA 05/2016 – 7/2016

Supported (11) C-level Managing Directors/ Analysts administrative and clerical.

Heavy calendaring including international travel. (across multiple time zones)

Managed heavy flow into inbox emails including drafting and correspondence

General reception, including answering and screening telephone calls, greeting clients and guests.

Alert C-level Executives/manager about cancelations or new meetings.

Researched & investigated procurement - getting the best deal - office day to day items, travel, accommodation, shows and conference procurement.

Processed and applied cash receipts and deposit funds to the bank post office etc...

Stifel Investment Banking San Francisco, CA 04/2016 -5/2016

Supported (4) C-level Executives/managers administrative and clerical. .

Heavy calendaring including international travel. (across multiple time zones)

Managed heavy flow into inbox emails including drafting and correspondence

General reception, including answering and screening telephone calls, greeting clients and guests.

Planned & prepared for external - internal meetings, and venues.

Researched & investigated procurement - getting the best deal - office day to day items, travel, accommodation, shows and conference procurement.

Processed and applied cash receipts and deposit funds to the bank post office etc...

TPG Capital San Francisco CA, 03/2016 - 04/2016

Heavy calendaring including international travel. (across multiple time zones)

Managed heavy flow into inbox emails including drafting and correspondence.

Scheduled meetings and arranged conference rooms.

Supported (4) C-level Executives/managers administrative and clerical. .

Arranged outgoing mail and packages to be picked up.

Keeping with the receipts and expense reports.

Merriwether/ Williams Ins Services San Francisco CA, 08/2015 - 02/2016

Provided C-level Executive manager administrative and clerical support to departments or individuals.

Scheduled meetings and arranged conference rooms.

Alert C-level Executives/manager about cancelations or new meetings.

Managed travel and schedule.

Prepared correspondence and stuff mail into envelopes. Arranged outgoing mail and packages.

Prepared statistical reports.

Managed daily logs and spreadsheets.

Greeted and received visitor. Set up new hires.

Prepared confidential and sensitive documents.

Coordinated office management activities.

Determined matters of top priority and handle accordingly.

Prepared agenda for meetings. Takes and transcribes dictation.

Assisted in preparing office budget.

Planned events and volunteered activities.

Maintained office procedures.

Coordinated travel arrangements; prepared itineraries prepared compiles and maintained travel vouchers and records.

Operated office equipment, such as photocopy machine and scanner.

Relayed directives, instructions and assignment to executives. Delegate administrative duties.

Directed the general public to the C-Level Executive staff member.

Signed for GSO/UPS/Fed Ex packages.

Underground Construction Co. Inc. San Francisco CA, 12/2014 – 08/2015

Researched cost of materials for new construction jobs.

Answered telephone calls, takes messages, responds to questions, and directs callers to the appropriate

parties, as necessary.

Responsible for all construction incoming/ outgoing correspondence, meeting minutes, transmittals, invoices and payment applications.

Participated in the preparation of reports, spreadsheets and other documents.

Performed semi-complex work within area of specialization.

Interpreted documented rules, past practices, or instruction on a semi-independent level.

Effectively identified problems as they occur and takes appropriate steps to solve them.

Set-up files for new construction projects and maintain all contractors files.

Obtained updated insurance information for vendors upon expirations.

Scanned and maintain all permits, inspection certificates, electrical underwriting certificates and certificates of occupancy.

Maintained and update vendor contractor list.

Liaison between external and internal clients, auditors, and authorized parties.

Interacted with project managers, property managers, field personnel, and accounting department.

Assisted in construction related meetings - Other duties as assigned.

Mandarin Oriental Hotel San Francisco CA, 06/2014 - 12/2014

Scheduled & maintain the Vice President calendar of appointments, meetings & travel itineraries. Coordinated related arrangements.

Assisted executive management in maintaining & keeping scheduled appointments, meetings, etc.

Used judgment in handling telephone calls & appointment requests for executive.

Independently prepared & distributed minutes of Board of Director meetings. Initiated follow-up on action items discussed in meetings.

Daily Administrative tasks including office supply ordering, mail distribution, check request processing, copying, faxing, and other needs requested by the VP.

Answered and routed incoming phone calls.

Ability to troubleshoot general computer, office equipment and e-mail problems.

Bayview Hunters Point Foundation for Community Improvement San Francisco CA 08/2011 – 4/2014

Executive Assistant

(Laid off)

Operated the Front Desk and Served as a liaison between executives, managers & visitors.

Researched and fulfilled information requests from internal & external business contacts.

Tracked client rosters to documents received, and accurate data entry to AVATAR data base.

Managed and maintained any agency IT request.

Maintained and Updated the BVHPF webpage.

Arranged/Set-up new hires, computers and/or add software.

Assisted ED with RFP’s (Request for Proposals)

Coordinated required training, data entry to maintain the consumer databases and other needed documents

Coordinated efforts with Billing Supervisor, and Program Managers to ensure that AVATAR data base is consistent with billing data, and with services clients are receiving

General filing, take minutes at agency Board of Director meetings and distribute as required.

Provided hospitality for guests and meetings.

Posted/ Maintained accounts payable/ receivable computed by payroll data.

Created spreadsheets, reports, proofread signature requests, prepared routine correspondence via email, & PP presentations.

Maintained an effective follow - up system. Provided / tracked trend analysis, business suggestions, and solutions.

Resolved routine and inquiries and problems requiring in-depth knowledge of organizational, divisional and departmental policies, procedures & projects in progress.

Researched background information for executive to reply to issues posed in correspondence and other queries.

Initiated routine and some non-routine correspondence & memoranda. Drafts correspondence for executive’s final approval.

Planned, organized and prioritized special projects and agency events.

Transcribed dictation of a complex and HR confidential nature.

Regular exposure to highly confidential information & files.

Wildman & Morris Architects Engineers & Consultants Inc. San Francisco CA 07/2005 - 10/2009

Sr. Administrative Assistant

(Company closed the SF office, position was eliminated)

Administrative/ Secretarial responsibilities within the organization to the President, Office Manager and Sr. Management.

Posted/ Maintained accounts payable/ receivable computed by payroll data.

Created reports, proofread signature requests, prepared routine correspondence via email, & PP presentations.

Provided / tracked trend analysis, business suggestions, and solutions.

Queried reports for Sr. Management and department heads.

Coordinated/ Mandated safety audits-schedules.

Entered payroll data for the Architects & Engineers.

Field tested new software, and made recommendations for improvement.

Ensured smooth operation of office services, including sourcing and managing outside vendors and service providers; purchasing and managing inventory of office supplies, furniture and equipment.

Tracked accounts receivable aging and contacted customers to collect aged accounts.

Assisted with recruitment - filter through resumes and scheduled interviews.

Organized and maintained accounting and HR filing systems.

Assisted with HR, monitored Holidays, Sickness and other attendance.

Maintained the reception area, meeting rooms and all common areas of the office.

General reception, including answering and screening telephone calls, greeting clients and guests.

Planned & prepared for external - internal meetings, and venues.

Researched & investigated procurement - getting the best deal - office day to day items, travel, accommodation, shows and conference procurement.

Processed and applied cash receipts and deposit funds to the bank post office etc...

Technical Skills

Lotus Notes, AVATAR, Adobe Acrobat Reader/standard, Photoshop, IRIS, Altigen Phone System, Concur, Fontinality (phone system) MS Office Outlook, Word, Excel, Access, PowerPoint, Novell, SAP, FrontPage, Deltex, Dreamweaver, Easy 2000, Phoenix Payroll System, Ebuy, Corporate Express/ Office Max Office, Give Something Back Supply Ordering, Reg Plus, Retail Pro, Mainframe (MMRS), CICPS, Internet Explorer, Windows XP, QuickBooks, Visio, Winn II, Typing, 10-key by touch.

Education:

San Francisco Community College- Associate Administration

Contact this candidate