Kandi J Gaston

Present Location: San Francisco, CA

ad13xr@r.postjobfree.com

Summary:

Accomplished result-driven administrative professional with hands-on experience in coordinating meetings with Executive / Director Calendars, expense reports, and scheduling requests. Well-versed in Human Resource Management Systems Workday & Kronos. Skilled in Assisting with Full HR support and providing employee Orientation Onboarding, policy development, immigration, and legal compliance policies and regulations FMLA/ADA/EEO/WC. Proficient with common productivity tools such as Word, and Excel.

Skills:

Calendar Management {Outlook/Gmail/Workfront} Correspondence Management.

Travel Arrangements & Agenda Preparation Expense Reports Reconciliation/ Records Maintenance {SAP Concur solutions} Systems Applications and Products Appointments Scheduling/ Scheduling Office Supplies Procurement.

Shipping/Receiving, Prepared documents, work orders, bills of lading, and shipping orders to route materials

Microsoft Office applications: Word, Excel, PowerPoint, Sharepoint, SAP, Gmail & gCal, Google Hangouts, TEAMS, ZOOM, Webex. PC and

Staff Recruitment & Retention Human Resources Generalist.

Proficient with Human Resource Management Systems Workday & Kronos. Recruitment /Orientation & Onboarding

Experience:

Gilead Sciences Inc., Foster City, CA {Contingent Worker}, Feb 2023 – June 2023

Project Administrative Assistant III/HR Global Mobility

Prioritized workload involving multiple large projects/timelines.

Coordinated/leading the implementations of new and/or revised software applications/databases including interfacing with vendors, ensuring user training, etc. with minimal guidance.

Used advanced level software programs: Excel, ChemDraw, Sharepoint, Filemaker Pro, Access, and PowerPoint to create graphs, charts, spreadsheets, and LCD presentation.

Responsible for coordinating large events: planning, organizing and implementation of several event activities. Liaises with guests and speakers to assess needs and coordinated, as needed, such activities as travel, hotel, expense reports and tools and materials for presentations.

Responsible for providing operational and logistics support in Late Phase Research pertaining to all Gilead therapeutic areas (TAs).

Samuel Merritt University (SMU) {Contingent Worker}, Oakland, CA July 2022 –Feb 2023

Project Administrative Assistant III

Provide administrative support to manage the operations and projects of the DNP program for the College of Nursing.

Compilation and maintenance of best practices, continuous quality improvement, standard operating procedures, and new hire onboarding for the DNP program.

Managing administrative processes and activities, giving direction and oversight to student workers.

Orchestrating facility needs, scheduling multiple project requests related to course development and DNP project support.

Developed and managed evaluation questionnaires, analyzed responses, and prepared reports to the Directors.

Collaborated on edits and development of handbooks and other reference manuals and materials; worked on the content development and maintenance of the DNP intranet site, web page updates and the university catalog update.

Stanford University {Contractor}, Redwood City, CA Jan 2021 – June 2022

Admin Coordinator II

Provide administrative support to leadership and designated functional departments; handle confidential and sensitive business critical information.

Schedule and coordinate meetings for leadership and team; including, but not limited to, preparation of materials, reserving of rooms, and arranging food services.

Draft and edit correspondence and presentations, type meeting-minute notes, make photocopies, send faxes, file documents, sort and distribute mail, etc.

Greet and escort visitors from reception areas, as needed.

Consistently convey a friendly, helpful, and professional attitude with employees and visitors. Provide timely and accurate information.

Manage designated leader(s) calendars and scheduling requests, as needed.

Arrange domestic and international travel schedules and reservations.

SamTrans {Contractor}, So. San Francisco, CA Dec 2019 – April 2020

Temp/Hire Administrative Assistant {COVID-19}

Supported North America Interim Leadership Team (4 leaders) with administrative tasks including calendar management, travel planning, expense reporting, and key meeting scheduling.

Recruit and managed other administrative staff members.

Coordinating bi-weekly team activities in the office (e.g., ice cream social, Foosball tournament).

Oversee new hire onboarding, processed expense reports and submitted invoices, Act as point person for guests, vendors, building management, maintenance, and service providers

eBay/Stubhub {Contractor}, San Francisco, CA Feb 2019 – Nov. 2019

Temp. Administrative Assistant {COVID-19}

Supported North America Interim Leadership Team (4 leaders) with administrative tasks including calendar management, travel planning, expense reporting, and key meeting scheduling.

Recruit and managed other administrative staff members.

Coordinating bi-weekly team activities in the office (e.g., ice cream social, Foosball tournament).

Oversee new hire onboarding, processed expense reports and submitted invoices, Act as point person for guests, vendors, building management, maintenance, and service providers

California Rural Indian Health Board, Roseville, CA Feb 2018 – Dec 2018

Temp. Administrative Assistant

HSD AA: Prepared packets for all program meetings, and designed flyers, booklets, and other outreach documents.

Served as recording secretary for Program Directors’ meetings.

Arranged domestic and International Travel schedules and reservations, Purchase Order req., and meeting packages for CRIHB online registration events.

Assisted in coordinating training and conferences, maintaining dept. filling and databases, and other duties as assigned.

Coordinated all aspects of executive-level manager appointments, meetings, and calls.

Expert multi-tasker; capable of coordinating multiple executive calendars

Acts as a delegate for system reviews and approvals in Oracle, WD, VMS, eTime, and Concur, in alignment with expense policies

County Connection, Concord, CA {LAID OFF} July 2014 – Nov 2017

Administrative HR Generalist

Managed Director of Outreaches’ complex and frequently changing travel arrangements and coordinated the pre-planning of trips.

Prepared and developed meeting agendas and assist in creating meeting packages.

Navigated callers through the website to successfully fulfill customers’ needs.

Developed and maintained an alert system for upcoming deadlines on incoming requests, projects, and events.

Proactively managed and coordinated recurring and ongoing activities that involved the leaders of the Data Platform organizations, including all-hands meetings, department leadership team meetings, organization chart, PTO calendar, and other activities that require participation across the department’s leadership teams.

Extensive background in HR generalist affairs, including experience in employee recruitment and retention, staff development, mediation, conflict resolution, benefits and compensation, immigration, HR records management, HR policies development, and legal compliance.

Implemented effective HR policies to ensure all practices are following labor and employment regulations.

Gap Inc., San Francisco, CA Jan 2012 – Nov 2014

Data Entry Assistant- Contractor

Developed and build pre-season style plans and recommend investment quantities and accurate flow forecasts.

Managed the reconciliation of class-to-dept. bottoms-up plans.

Created and executed sizing and packing strategies that support dept. and divisional objectives.

Created and maintained various reports/data using SAP & MS-Excel (macros, VLOOKUP’s etc.)

Ensured receipt accuracy to support in-season allocation strategies.

Insured customer inquiries were responded to promptly by replying to all voicemails, emails, walk-in visits, and mail.

Maintained various reports with the help of SAP data entry.

Twitter Inc., San Francisco, CA Jan 2011 - Nov 2011

Data Entry Specialists Associate- Contractor

Ensured accuracy of spread sheets and documents.

Provided ENA – Enhanced Name and Addresses of Twitter Handler’s Billing customer contacts.

Updated Contact and Billing info of Twitter Account Holders from Salesforce into Oracle database.

Managed data set-up in the Solution Master tool in QA and Production environments, ensured accuracy and effective

database maintenance. Ability to manage high volume email and synthesize actions needed.

BART, Oakland, CA Sep 2009 - Dec 2010

Clerk Assistant- Contractor

Ensured that repaired equipment parts, supplies and components being returned to active use have been inspected and had the proper documentation for tracking and reporting purposes.

Documented, tracked, and repaired the status of varied electronic and electrical mechanical components; in operating materials handling equipment.

Received and screened phone calls; provided information which required the interpretation of policies and procedures and the use of tact and judgment.

Initiated warranty returns and repair procedures, completing the appropriate forms and ensuring that the equipment or component was returned to the appropriate supplier.

CLIPPER CARD Data Entry

American Academy of Ophthalmology, San Francisco, CA Sept 2007 – July 2009

Administrative Assistant {Laid Off}

Demonstrated a thorough understanding of Customer Service, Order Entry, Subscription, Registration, General Inquiry, Batch Control and Receipt Entry modules.

Developed and maintained knowledge of product, subscriptions, meeting registrations, Continuing Medical Education, and misc. services and materials to accurately respond to all customer inquiries.

Insured customer inquiries were responded to promptly by replying to all voice mails, emails, walk-in visits, and mail. Budgeting using MS-Office tools.

Maintained various reports with the help of SAP data entry.

Pixar Animation Studios, Emeryville, CA Jan. 2007 - July 2007

Office Coordinator- Contractor {Ratatouille (film)

Coordinated workloads and group requests with other Assistants to ensure adequate support level for Division Directors.

Scheduled and coordinated logistics for meetings, activities, and functions.

Revived and verified IT invoices. On-Boarding: Setting up workstations and ordering hardware.

Ability to act quickly, seamlessly, and professionally.

Coordinated conference/meeting room set-up, ordered catering, and made logistical arrangements.

Coordination of high-level meetings and events involving multiple external participants.

Education and Certifications:

Certified Associate in Project Management (CAPM), Chabot JR. College Hayward, CA 1996

Certified Administrative Professional

Microsoft Office Specialist

Certified Associate in Project Management

Organizational Management

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