Executive Assistant, Coordinator, Project Management
Resume:
Miriam Farfan
San Diego, CA
adioxt@r.postjobfree.com http://linkedin.com/in/miriam-farfan-629119179
ADMINISTRATION PROJECT MANAGEMENT EXECUTIVE ASSISTANCE
Chaos manager who is highly motivated and a personable business professional. Accomplished a tour abroad with experience providing quality administrative support to a U.S. Ambassador and other top executives. Experience in coordinating and overseeing presentations, meetings, special events and projects. I am adaptable to any environment and a quick learner. I am very diplomatic when making decisions or when engaging with clients, executives, and co-workers. Experienced in handling sensitive and confidential documents. Certified Microsoft Office Specialist.
QUALIFICATIONS
Bachelor’s Degree
Excellent Communication Skills
Tech Savvy
Customer Service Oriented
Time Management and Organizational Skills
Marketing
Project Management
Expense Reporting
Travel Planning
Calendar Management
PROFESSIONAL EXPERIENCE
Marine Corps Community Services – Twentynine Palms, CA 08/2019 - Present
Administrative Specialist
Schedule and coordinate meetings, appointments, and travel arrangements for a leadership staff of 8.
Manage a collective 3-million dollar annual budget for 6 different programs.
Reconciled statements, track expenses and sponsorship awards through various spreadsheets.
Trained 6 Program Managers on how to manage and reconcile their annual budgets.
Review Annual contracts for various accounts and submit documents to Finance for approval.
Ensure that the team understands all aspects of the contracts relating to their programs.
Develop new filing and spreadsheet practices to ensure accurate financial reports.
Develop financial plans, obligating funds, liquidating travel claims
Maintain upmost discretion when dealing with sensitive topics or information.
Continuously organize the flow of operational program processes within the Personal and Professional Development Branch.
Review and intercept directives and regulations, maintained official files and advised staff on development and implementation of local administrative directives and procedures.
Ensured compliance of managers and supervisors by reviewing and revising purchase order requests, marketing requests, after action reports, and temporary additional duty requests (TAD).
Utilized Excel spreadsheets to track spending on materials and supplies, incentive awards, travel and sponsorship awards for all cost centers within the Personal and Professional Development Branch.
Represent the collective concerns of the military community and present them to management to facilitate cohesion and deliver relevant services.
Kalamazoo Steel Processing -- Kalamazoo, MI 08/2017 – 01/2019
Account Customer Service Representative
Oversee front-office operations and provide impeccable customer service.
Processed orders and ensured accurate information was distributed and documented.
Served as a liaison between customers and businesses to ensure the quality of services.
Prepared tracking spreadsheets to monitor daily work schedules.
Drafted incoming purchase orders for various companies to have their material processed, packaged and shipped.
Orders required attention to detail to include calculations of gauge, width and length, as well as packaging specifications.
Maintained Inventory spreadsheets up to date for each customer.
Conducted inventory on a regular basis of processed material and coils in the facility.
Sent documents of all incoming and outgoing material to customers.
Managed the schedule for incoming deliveries and outgoing material.
Created package of all orders to be processed and distributed to Line Operator.
Coordinated run schedule with line operator and office manager.
Inputted all company invoices in QuickBooks as well as credit/debit memos.
U.S. Department of State -- Kampala, Uganda 10/2014 – 05/2017
Community Liaison Office Coordinator/Executive Assistant
Effectively performed administrative and secretarial support functions for the U.S. Ambassador at the Embassy. Organized and managed an effective sponsorship program for incoming embassy personnel and their families, connecting them with needed resources pre and post assignment.
Gathered, synthesized, and disseminated information to the entire embassy community on a variety of critical and relevant topics, including host nation developments.
Managed expense reports for official engagements and official residence, ensuring timely payments.
Established and maintained relationships with the international schools that USG children attended in order to account for all American children for emergency preparedness.
Managed a fluid roster of family members currently in the country and shared that information with the Regional Security Office.
Prepared the annual School Summary Report for the office of overseas schools.
Coordinated pre-departure seminars for personnel departing post, decreasing administrative errors and delays by 30%
Managed the intern and volunteer programs by mentoring and supervising up to 2 summer hire employees and volunteers; assign various tasks, monitor performance, and provide feedback to help them build professional skills.
Enhanced morale of embassy families and service members by planning and executing official and non-official events within an average budget of $5,000. Marketing efforts increased participation by over 75%
Provided administrative support to the Deputy Chief and other senior leaders. Served as a community representative on various committees.
Planned, coordinated and executed embassy events monthly to benefit morale and diplomatic relationships in the country.
Developed and implemented programs that directly impacted morale, productivity, retention, community spirit, and individual and family well-being in a foreign environment.
Attended weekly meetings with senior leaders at the U.S. Embassy and provided the team with relevant information pertaining to what projects my office was currently executing.
Other Work History
Army/Air Force Exchange Service, Ft. Leonard Wood, MI, Sales Representative, 2009 to 2010
Prudential Dunn, Realtors, San Diego, CA, Administrative Assistant, 2006 to 2007
A-Star Staffing Solutions, San Diego, CA, Executive Assistant, 2006 to 2006
Cethron Property Management, San Diego, CA, Administrative Assistant, 2005-2006
Home Loan Consultants and Realty, Jr. Loan Processor Assistant, 2004 -2004
EDUCATION
Bachelor’s Degree in Business Administration & Human Resources Management
Columbia College – St. Robert, MO
Microsoft Office Specialist (MOS) Certification
Microsoft
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