Shinobu Swindell

*** ******* ******, ****** ** **459 617-***-**** ad2jch@r.postjobfree.com

Highlights

10+ years of administrative experience in various types of industries. Currently as an administrative assistant working alongside the director of our division and assisting 20 engineers, I handle overall administrative duties for a very busy R&D laboratory. I can learn new tasks quickly and adapt to each unique work situation. I’m always courteous but can be firm depending on the situation. Very motivated and efficient. Organized and a problem solver. Highly efficient with computer applications such as Word, Excel, PDF editor, PowerPoint, Outlook 365 Suites, etc. Fluent native Japanese language speaker.. Job Experience

2023 - Present

Panasonic Massachusetts Laboratory, Waltham MA - Administrative Assistant Overall administrative duties assisting office’s day-to-day operations including

● Vender registration, PO, approval request

● Weekly invoice processing and preparing voucher for check issuance request to HQ acct

● Submit expense report on behalf of the director

2021 - 2023

Panasonic Device Solution Laboratory, Marlborough/Waltham MA

- Administrator

Overall administrative duties assisting office’s day-to-day operations including -

● Generating POs, placing orders, follow-up on order fulfillment

● Preparing non-disclosure agreements

● Preparing voucher for check request to HQ accounting

● Data entry (PO log update, journal entry )

● New vendor onboarding, vendor data maintenance

● Purchasing and maintaining supplies

● Preparing monthly and yearly forecast and creating variance reports

● Planning corporate events

● Assisting travel arrangement for director and managers, and preparing expense reports 2016 - 2021

Panasonic Boston Laboratory, Waltham MA - Administrative Assistant /Lab Assistant Overall administrative duties assisting office’s day-to-day operations including -

● Visitor’s check-ins/outs with Visitlog system, prepare PowerPoint welcome

● Data entry & update (PO log, journal entry)

● Purchasing and maintain office / kitchen supplies

● Preparing backups for purchases and send check request to HQ AP

● Communicate with vendors to obtain necessary documents for vendor maintenance

● Assisting lab director with travel scheduling and submitting expense report after travel

● Keeping track of fixed asset items (leasehold, machinery & equipment)

● Planning corporate outings, holiday parties and reception events. Catering arrangement 2

2015 - 2016

Consulate General of Japan, Boston MA - Office Assistant (Short Term Contract)

● Visa and official certificate issuance, Phone & in-person customer service 2014 - 2015

Rummage., Cambridge MA - Store Owner

● Operation and managing all aspects of a retail store, inventory, ordering, accounting, hiring, display, PR, SNS, vendor relations, sales

2013 - 2014

Beth Israel Deaconess Medical Center, Brookline MA - Practice Assistant

● Provide patient services including check-in/out, scheduling, answering phone

● Patient registration, chart management, medical record preparation, insurance verification 2010 - Present (Family Business)

Junk Pro, Inc,, Newton MA - Marketing and Administrative coordinator

● Marketing via social media, newspapers, direct mail

● Bookkeeping, generating invoices, accounts payable/receivable

● Company website maintenance

Training/Courses

OSHA certificate program (2022)

MS Excel Basic, Beyond Basic, Advanced, Diving Deep (2019) Front desk safety and security seminar (2018)

Service Excellent Training, HIPAA training, Beth Israel Medical Center (2013) Computer Registration System Training, Beth Israel Medical Center (2013) Nail Technician MA licensed -- Mansfield Beauty School, Quincy MA (2006 May-Aug) Other work experience

Office Assistant (Organizing, Inventory) - SkinHealth Centers Translator (English <-> Japanese) - Freelance

Travel Agent (general, and corporate travel) - IACE Travel Market research / Marketing team leader - Kameyama USA Assistant Manager / Designer/Shop planning - Kameyama Candle Co. (R&D) Editor/Illustrator/Photographer - Cheek, Cheek Homme Education

Associate Degree in Editorial Design /Tokyo Institute of Design, Nagoya, Japan (1985-1987) Louisiana State University (ESL), Baton Rouge, LA (1990-1991) 3

Hobbies and interest

Mushroom hunting in my local woods for culinary creations Travel

Gardening

Playing ukulele and guitar

Cooking

Clubs and associations

Garden club

Japan Society of Greater Boston, Woman’s club

JB line volunteer member

Boston Mycology Club

Career accomplishments

Started an edible office garden (using waste coffee ground) Created a cloud based time-off & travel calendar for the office and invited everyone to update their work & business travel schedule.

Created an auto-calculation sheet for foreign per-diem charges (it was especially useful for the per-diem calculation for travel related to government grant projects as they have complicated and confusing expense reimbursement policies)

Replaced the K-cup coffee machine with an espresso machine so employees could have freshly-ground coffee every cup while saving overhead cost and the planet! Created Amazon purchase record worksheet where all the purchases from employees at one place can be easily sorted by appropriate category / project code, etc. Scanned 10 years’ worth of accounting paper documents and converted them to PDF files and organized them chronologically and alphabetically for much easier look-up. Created a fixed-asset location map to make monthly internal audit easier and quicker. Set up recurring-orders on Amazon for the frequent purchase of office items to save cost. Ordered extra hand sanitizers, alcohol as soon as I learned about the Covid-19, so we had plenty of supplies to keep the office safe.

Involved in three office relocations during my time with Panasonic. Kept track of relocation cost, paid close attention to logistics while working with movers, project management. Contributed to the smooth transition.

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