Executive Assistant

Janice Ellen James

******.*********@*****.***

Ph. 510-***-****

LinkedIn Profile

Employment

MUFG Union Bank, N.A., San Francisco, CA 02/19 – Present

Sr. Legal Secretary Specialist, Americas Legal Department

Provide Executive Administrative Support to the Deputy General Counsel, Head of the Trust, Investment & Brokerage Section, five Attorneys and one Para Legal with direct administrative executive support.

Act as delegate for Deputy General Counsel on areas of timekeeping review for her direct reports, timesheet amendments and ensuring that Bank Policies on recordkeeping are observed.

Provide additional secretarial support for five attorneys in the San Francisco office.

Processing mail, answering telephone calls, drafting memoranda and correspondence, opening New Matters in Serengeti Legal Tracker, now Onit and transmitting engagement letters to outside counsel, processing PAC Payroll Deposits, Bank Statements & Reconciliation in Quickbooks, maintaining electronic and physical files, creating binders, maintaining calendars, scheduling & sending meeting requests, making travel arrangements, processing expenses, creating PowerPoint presentations, and other tasks as needed.

Proactively engage in learning all bank policies, procedures and obtaining all required certifications by each designated due date, such as LEAP Courses, Ariba, Expense and Travel Management, Iron Mountain, etc. Continue to develop expertise in Powerpoint, Excel and Word by taking online tutorials.

Assist Office Manager in the onboarding of new hires, helping visiting executives, assisting with caterings, office events and managing of the shared office resources with the HR team.

Provide back up support to other administrative support staff during absences or vacations.

Wells Fargo Bank, San Francisco, CA 03/16 – 01/19

Administrative Assistant 4, Treasury, Merchant and Payment Solutions – International Division

Provide executive support to the Sr. Account Executive, Head of the Global Product Development Team and several Sr. Account Executives:

Managed complex Calendar and Travel Management, both domestic and internationally – Proactively and efficiently managing the leader’s calendars, schedule and travel needs. Managing multiple executive calendars, scheduling across time zones for multiple teams and management meeetings, both internally and externally.

Arranging all travel needs, both domestic and international, per company guidelines. Arranging hotel accommodations to car service to and from the airport, via Empire Car Service.

Timely reconciling Sr. Executives monthly Expense Reports via Concur.

Provide support to the West Coast Regional Sr. Account Managers and out of town GPC Managers – On-Site Coordintion of meeting needs, from scheduling/coordinating each event/meeting to printing all required material and catering needs, office and internet access and conference room reservations.

Exercise sound judgement and discretion handling sensitive/confidential information in managing special projects. Maintain confidential material related to employees and company operations.

Coordinated the logistics for all on/off-boarding requirements for new hire contractors.

Managed executive mail, calls and voicemail, re-directing executive calls when needed.

Managed logistics of the team staff meetings, via teleconference for multiple offices both domestically and internationally.

Backup support for the assistant to the Sr. Executive Director for GPM and other assistants.

Bay Area Rapid Transit - BART (Contract Assignment), Oakland, CA 01/15 – 04/15

Sr. Administrative Analyst, Deputy General Manager’ Office

Perform a variety of confidential administrative and technical analytical support duties for the Deputy General Manager and her department/division; as assigned, participate in administrative and financial processes including budget preparation, purchasing, personnel and payroll and perform related duties as assigned.

Analyzes and proactively makes recommendations and/or solutions for budgetary, fiscal or operational concerns and issues.

Coordinates and completes forms, paperwork or other administrative procedures to implement program areas including purchase orders, human resources request forms and payroll processing form.

Independently prepare administrative, operational and management studies, identify problems, gather and analyzes sensitive and confidential data, make recommendations, prepare reports on conclusion and assist with implementation.

Respond to complaints and questions from the general public relating to assigned areas of responsibility and proactively direct all complaints and concerns to the appropriate individuals within agreed parameters, reviewing problems and recommends corrective action and prepare summary reports as required.

Coordinate activities with other District departments, divisions, the public and outside agencies by representing department at various meeting.

Relieves manager of administrative work such as investigating and answering complaints, issues and responding in writing as necessary.

Manage multiple schedules, team meetings, confirming travel request, assisted with phone coverage for both Deputy General Manager and General Manager. Also provided back up administrative support to the General Manager.

Blue Shield of California (Contract Assignment), San Francisco, CA 03/14 – 09/14

Lead Administrative Assistant, HCQA, SIE

Provide support to the Director, Strategic Integration & Execution & the HCQA Team:

Calendar Management – Schedule internal and external meetings using Google Calendar with management and clients, executive meetings, team meetings to one-on-one’s with team members and management.

Event Projects - Arranged on/off-site Town Hall events, HCQA Senior Leadership Strategy Mtgs. /Dinners, requiring a solid understanding of event requirements and coordination of dependencies. Placing food orders, luncheons and dinners, etc.

Coordinated multiple projects with the ability to organize, prioritize and meet deadlines.

Expense Reports

Provide good judgement and descretion in detailing with information that’s considered sensitive and confidential in nature.

Travel Management Projects - Arranged all domestic and international travel for the team from booking fights to confirming hotel accommodations, processed travel visas to reconciling expense reports

Assisted in the preparation of Word and PowerPoint presentations using my administrative ability and experience.

Pacific Gas & Electric (Contract Assignment), San Francisco, CA 10/13 – 12/13

Administrative Assistant, Corporate Affairs – Community Relations

Provide support to the VP, Chief Sustainability Officer, and Sr. Manager Corporate Sustainability:

Handle details of a confidential nature where judgment and discretion is considered

Project Coordinator for the Employee Engagement Supervisor, Campaign Coordinator and Events Outreach Supervisor.

Log and input data entries in Excel.

Organize and distribute event packets for Campaign Coordinator events.

Kaiser Permanente, Oakland, CA 6/12 to 6/13

Executive Assistant, Health Plan Institute, National Sales Operations Plan

Responsible for advanced administrative and business operations supporting 2 Executive Directors, 1 Senior Director and their teams in the National Sales Operations (NSOP) Division.

Calendar Management - Manage multiple calendars; schedule department, team and management meetings.

Manage and route all incoming correspondence; email and calls to reconciling expense reports.

Event Management - Arranged complex special events. Assisted in the preparation of PowerPoint presentations. Prepare presentation materials for Management Meetings.

Travel Management – Arranged all domestic and international travel, hotel and ground accommodations to reserving the venue.

Compiled and analyzed data, preparing reports and recommendations.

Exercised sound judgment and discretion handling sensitive/confidential information and managing special projects.

Processed special Company Store request, maintaining team supplies.

Processed bi-weekly payroll time for each member on each team.

Schedule and process the implementation of the Ergonomic Review process for each new team member.

Bank of the West, San Francisco, CA 8/11 to 6/12

Sr. Administrative Assistant, Information Products Solutions

Provided support to the Information Products Solution (IPS) Team. I supported the Principal and 3 Senior IPS

Consultants managed their calendars, scheduled meetings, (i.e., quarterly reviews, management reports, etc.):

Calendar Management – Schedule and maintain internal and external meetings from management meetings to team meetings.

Event Management – Scheduled and organized internal/external management and team meetings. Set-up and reserved venues, and catering for each Management Meetings. Prepare presentation material for internal workshops and seminars.

Travel Management - Schedule all domestic and international travel hotel and ground arrangements. Processed Visas

Established, maintained and managed client subject files, personal working files and legal plan documents.

Coordinated the production of documents using available resources.

Prepare and ran a series of weekly and bi-weekly management reports (DBR, Flash, Revenue Reports and Weekly Billings, etc.)

Recorded new client data into the IPS Database (M-drive). Track and maintain IPS client log. Report on client progress at bi-weekly management conference calls to Processing Engagement Letters (EL) and Statement of Work (SOW) documents.

Time entry and process expenses reports.

Woodruff-Sawyer & Co., San Francisco, CA 5/98 to 7/08

Executive Assistant, Risk Management Division

Provided executive support to the CEO, COO, Chief Growth Officer (CGO) and several Sr. Account, Sales and Legal Insurance Executives manage the executive workflow, which included:

Calendar Management Projects – Managed and scheduled multiple executive meetings and schedules, appointments, including team meetings, all hands meetings to 1-1’s.

Exercised sound judgment and discretion handling sensitive/confidential information in managing special projects. Maintain confidential material related to employees and company operations. Coordinate new hire processing. Monitor phones and voicemail systems and answer or re-direct Executive’s calls. Pro-actively escalate issues that need immediate attention.

Process confidential agency and broker agreements between our clients and the company.

Event Management Progects - Managed and coordinated logistics of all internal and external events and meetings which included, administer budget, research and preparation of meeting materials, scheduling, scouting and confirming venues and rates, distributing invitations, recording/logging confirmations, catering, AV both on and off-site. Assist with the creation and modification of presentations, spreadsheets and documents.

Travel Management Projects - Manage and coordinated the logistics for all domestic and international business travel.

Developed and managed monthly travel reports, all travel expense account records, researching and obtaining travel visas.

Conduct and implement weekly new hire travel orientations for all new hires.

Create presentations and maintain organization charts. Maintain and update websites, including building or redesigning pages.

Maintain email aliases, distribution lists, shared directories, and permissions. Manage information by organizing and tracking on databases to synthesize and generate reports. Track Executive's expenses and generate expense reports using Concur.

Draft correspondence, memos and emails. General office administration tasks such as filing, copying, collating etc.

PG&E (Contract Assignment), San Francisco, CA 2/97 to 4/98

Human Resources Assistant, Employee Assistance Program

Provide support to the Employee Assistance Program Supervisor, Fitness-for-Duty Counselor and Benefits Analyst:

Calendar Management - Maintain multiple calendars and schedules.

Proactively identify, resolve or redirect potential employee issues.

Process and update the internal workflow and clerical procedures for confidential Medical Leave of Absence (MLOA) files for Department of Transportation - DOT and EAP referrals.

Process confidential FFD/EAP invoices and check requests.

Manage all travel, hotel and ground accommodations.

Confidentially maintain personal profiles and performance evaluations.

Education

California State University Hayward

Bachelor’s Degree Candidate, Business Administration – in Progress

San Francisco State University - completed

Certified Meeting Planner (CMP)

Learn It!

Microsoft Office– completed

Software Skills

Microsoft Suite (Outlook, Word, Excel, PowerPoint)

Concur

SAP

Lotus Notes

PC and Mac

Responsibilities

Keeping a Sense of Humor!

Calendar Management (Managing Executives & Management’s Calandars)

Event Management (Managing all Internal and External Events for the Company – CMP Certified)

Project Management (Coordinating Multiple projects, Organization, Priortization, Maintaining Confidential Executive Projects, etc.)

Travel Management (Managing all Domestic and International Travel for the Company)

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