CARLA GUMS

adnqnb@r.postjobfree.com

510-***-****

Objective: ADMINISTRATIVE Assistant

Summary of Qualifications

Highly organized, detailed oriented professional with 10+ yrs. experience providing thorough and skillful project coordination, administrative and logistical support to Senior Executives, small business owners and other clients.

Dedicated and focused; able to prioritize and complete multiple tasks and follow through to achieve project goals. Excellent computer skills, with proficiency in MS Office Suite.

Core Competencies–

Assistant to Executive Leadership

Contract Management

Program & Project Management

Proficient Office Suite Skills

Database Management

Policy & Procedure Compliance

Invoice Coding

Event Planning and Logistics

Procurement Using Ariba

Google Docs/Google Calendar

On/Off Boarding Employees

Timekeeping using NIKU

Professionnel Expérience

AJILON PROFESSIONAL STAFFING MAR. 2021 to JUNE 2021

Assisted with Policy document processing and transfer into CSBA's new proprietary document sharing system.

Migrating old school district policies into the new system and reformatting policy documents according to District guidelines.

Data entry and formatting and editing documents within a document sharing database.

RGM KRAMER INC – CONCORD, CA. OCT. 2019 to MAR. 2020

Telephone reception, checking company main mailbox and direct all incoming and messages to the appropriate employee.

Provide administrative support to the Operations Manager and Controller.

Filing, scanning, copying and other administrative duties as assigned.

Compiling Proposals for binding and distribution for potential new business opportunities.

PACIFIC INTERWEST BUILDING CONSULTANTS – WALNUT CREEK, CA. MAR. 2019 to OCT. 2019

Managed the front desk reception area, checked company main mailbox, and directed all incoming and messages to the appropriate employee.

Data entry into a custom based inspection reporting software (Qtech). Requested and followed up with clients, inspectors, and others for project information.

Prepared project closeout documents for clients; Scheduled travel arrangements and event reservations.

Obtained, distributed, organized, and archived project related information such as architectural plans, reports, specifications, project data, and sequence sheets; Filing, scanning, and photo-copying various contract submittals.

Performed detailed document reviews with close attention to spelling, grammar, and formatting.

Provided administrative support to inspectors, executives, and administrative team in the Southern and Northern CA offices.

Scheduled meetings and created spreadsheets, presentations, marketing materials and other documents using Microsoft Office and Adobe Suites.

Assisted with the internet research for prospective clients, up and coming projects, events, marketing, and other miscellaneous topics.

AJILON PROFESSIONAL STAFFING - SAN RAMON & OAKLAND, CA. SEPT. 2018 to MAR. 2019

Word Processor for an Engineering Firm.

Typing Technical Reports and Letters.

Created folders on a computer network for filing documents and maintaining project document records.

Strong grammar, spelling, and punctuation skills.

Processed flooring invoices for various vendors.

Ordering supplies for the office.

Scheduling flooring for large homebuilder.

Updated several tracking reports using Excel and SharePoint.

Ability to focus on detail while keeping up with workflow

Capable of handling work in a fast paced, time sensitive environment anticipates or resolve problems.

Ability to work independently with minimal supervision or as part of a team.

ELITE DELIVERY - BENICIA, CA. JULY 2018 to SEPT. 2018

Scheduled furniture deliveries as a 3rd party high end furniture delivery company.

Answered inbound calls from customers, designers, and high-end furniture companies.

Processed online orders and weekly deliveries from various furniture companies.

CSR/ADMINISTRATIVE COORDINATOR – office team - Concord, CA. MAR. 2018 to JULY 2018

Answered inbound calls from members who had questions about upcoming events, ticket purchases and prices.

Processed online orders, mailed confirmation letters and tickets to the members.

Reconciliation of daily ticket sales.

INTAKE COORDINATOR - Randstad staffing - Pleasant Hill, CA. AUG. 2017 to FEB. 2018

Scheduling Initial visits/appointments for new clients; inputting very detailed information into Salesforce.

Input essential authorization information into company billing & service initiation systems.

Work within the internal data systems processing assessments and scheduling the initial boarding of clients to providers. Once treatment information is received, it must be sent out to providers in the computer system.

Ensure a warm handoff of clients to the appropriate teams.

Forward to assigned provider (internal or external) on receipt of the treatment letter.

Deliver confirmation of authorization documentation to regional treatment teams.

May ensure that incoming phone traffic related to client services is routed and followed up on appropriately.

Assist with consent packet distribution and tracking.

Administrative Assistant - Noble Star Insurance Services, vallejo, CA. JUNE 2016 – May 2017

Supported the Independent Allstate Agent and her staff.

Prepared payroll and billing for (2) offices.

Managed Calendar and email for Independent Agent (Business Owner)

Provided customer service, collected, and processed payments and policy changes.

Greeted and interacted with clients and other visitors

Prepared, edit, and sent correspondence on behalf of Independent Agent and Sales Staff.

Arranged and confirmed appointments and prepared meeting materials in advance.

Managed day to day office needs

Assembled and scanned client documents.

Administrative Assistant - Autodesk Inc., San Rafael, CA. FEB. 2012 – APR. 2016

Supported an Executive Director which included heavy calendar management; maintained and supported the sales team of five (5) Directors and team members.

Provided complex travel and accommodation arrangements (international & domestic).

Processed and submitted expense reports including the reconciliation of corporate card and credit accounts used for business purposes using Concur.

Coordinated event planning & coordination for senior team meetings such as the Quarterly Business Reviews and other ancillary team meetings.

Administrative Assistant IV - Rose int’l @ Kaiser permanente, Oakland, CA. JULY 2011 – FEB. 2012

Provided all aspects of administrative support to Executives and Staff.

Scheduled meetings and assisted with calendaring.

Booked conference rooms.

Created highly effective organizational and filing systems, including quick and thorough indexing, filing, resulting in easy access to critical information and streamlined office functioning.

Invoiced coding for vendors in relation to numerous projects including cost centers, expense codes by region and department coding and groups.

admin support Entrepreneur endeavor’s FEB. 2009 – JULY 2011

Coordinated meetings, trainings, and conference calls.

Compose and draft correspondence for internal and external communications.

Assisted in the preparation of materials for meetings and presentations.

Administrative Assistant lead. Kaiser, Oakland & pleasanton, CA. JULY 2005 – FEB. 2009

Scheduled meetings maintained executive calendars, and travel itineraries.

Provided support to executive level manager by performing complex administrative activities that requires independent initiative and excellent judgment.

Reviewed executive's mail drafts responses or refers issues to appropriate staff member.

Strong Customer Service Orientation.

Triages emails for executive's attention.

Adheres to strict confidentiality and information privacy requirements.

Independently supported team with very little supervision.

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