Executive Assistant
Resume:
Marie Mendoza
******@*****.***
PROFESSIONAL EXPERIENCE
Homecision (Powered by Premium Security, Inc.)
Executive Administrator November 2021 – July 2022
Provide organizational and administrative support to the President, Executive Team and Facilities Manager.
Assists the President and Executives with daily administrative duties and completes a broad range of administrative tasks that include but not limited to managing appointment calendars, expense reports; travel coordination and reservations, meeting preparations (i.e., agendas and meeting minutes).
Work in conjunction with Facilities Manager to include: assist with on-off boarding which includes issuance of company equipment (i.e. access cards, keys, laptop, etc.), set-up desk station and coordinate with IT to ensure all necessary office equipment is ready for current and new employees.
Responsible for ensuring the office runs smoothly each day to include; phone systems, mail, office supplies, and occasional errands.
Teachers Health Trust (DBA: THT Health)
Executive Assistant and Facilities Manager December 2017 – June 2021 Executive Assistant (December 2017 – August 2019)
Provide organizational and administrative support to the Chief Executive Officer (CEO) and Chief Operating Officer (COO) by routinely exercising considerable independence, sound judgement and decision making. Provide high level support as follows:
Manage calendar appointments, process expense reports, travel plans, itineraries and agendas for meetings.
Communicate and coordinate with internal team and clients on behalf of CEO and COO.
Draft reports, presentations and prepare and coordinate oral or written communication with Board of Trustee Members, school leadership and related leadership.
Provide administrative support to HR Director.
Key administrative liaison to the Board of Trustee Members and manages Board activities which includes Board meetings, finance committee and dinners.
Facilities Manager (August 2019 – June 2021)
Responsible for organizing, coordinating, planning and supervising all facilities. Responsibilities include but not limited to the following:
Plans, assigns, supervises and reviews the efficiency of the workplace.
Oversee vendors and ensure service level agreement is met or exceeded.
Responds to escalations and issues concerning existing Facilities Infrastructure.
Provide solutions that is cost effective, reduce waste and improve building operations.
Apply project and budget management, organizational and analytical skills and the ability to draw conclusions, develop recommendations and communicate clearly.
Oversee purchasing and reconciliation including incorporating bid requests for competitive quotes.
Manages all building and property maintenance.
Work directly with property management regarding issues / complaints
Coordinate work with contractors. Acts as primary liaison with all vendors related to the facilities, building operations, repairs and remodeling.
Order supplies and equipment as needed.
Assign all company issued equipment (i.e. access cards, keys, laptop, etc.) The PEDS / The DOCS June 2010 – June 2017
Medical Assistant – Pediatric Endocrinologist and Diabetes Specialists Perform administrative and clinical tasks to support the physician in providing superior patient care.
Administrative tasks include: Checking in and Out Patients, collecting required copay or deductibles, schedule appointments, answering multiple phone lines, insurance verifications, maintaining patient medical records, completing family medical leave of absence forms, process referrals, assist with medication refills and lab results. assisting the Physicians with travel arrangements.
Clinical tasks include: Maintain patient rooms, record patient vital signs, perform AIC and obtain patient medical history.
Marie Mendoza
******@*****.***
2
Kelly Technologies/KS Design, LLP January 2006 – October 2008 Project Coordinator Document Control
Develop and maintain document control systems for Architectural Firm/Design and Build. Responsibilities included processing incoming and outgoing correspondence and assist project managers. Primary responsibilities include:
Develop and maintaining document control systems.
Processing, logging and distributing Request for Information (RFI), submittals shop drawings and change orders.
Creates and updates project directory contact listing.
Maintaining and organizing project library.
Processing, filing, copying and distributing all incoming and outgoing project correspondence.
Provide administrative and technical support to the entire design and build management team. The Allen Group, LLC – San Francisco, CA July 1997 – July 2004 Executive Assistant / Project Coordinator / HR Administrator Provide high executive assistance to company President and Owner, supporting daily business and personal affairs. Primary responsibilities include:
Provide high Executive administrative support for Executive and Project Senior Management Team.
Schedule and prepare company meetings for Executive and Project Senior Management Team.
Facilitate communication between field Executive and Project Senior Management Team.
Prepare PowerPoint Presentation for all company marketing, meetings and proposals.
Schedule appointments, handling post and email correspondence, arranging meetings and making travel arrangements for Executive.
Assist Project Management with Subcontract Agreement for Projects.
Assist Controller with AR/AP and prepare company invoices to Projects.
Organized Human Resources systems for growing business with staff of 37.
Interpret Human Resources policies and procedures to management.
Screen and interview job applicants and temporary staff.
Maintain employee new hire, orientation, and exit interview packets.
Draft hire and termination notices.
Process and maintain employee medical, dental, long-term disability and 401K plan Phelps Program Management – San Francisco, CA April 1995 – July 1997 Project Administrative Assistant
Develop and maintain document control systems for multi-million dollar construction projects, includes United Airlines GSE Building projects at S.F. International Airport. Primary responsibilities include:
Provide administrative and technical support to the entire construction management team and client.
Develop and maintaining document control filing systems.
Create and maintain project schedules on spreadsheet.
Process, distribute request for information (RFIs), submittals and change orders.
Process all incoming and outgoing correspondence.
Create and maintaining project meetings and schedule.
Prepare contracts for subconsultants.
Schedule and take minutes for weekly subcontractor's meetings.
Process certified payroll reports, verifying completeness of each report and status of contractor on-site. COMPUTER SOFTWARE SKILLS:
MS Word, MS Excel, MS FrontPage, MS PowerPoint, Microsoft Outlook, Teams, Asana, SharePoint, Quickbase, Timberline, ACT 4.0 for Windows, Keyboarding: 60-65 WPM, Alteer, E-Clinical CERTIFICATION:
PIMA Medical Institute, Las Vegas, NV May 2010
Medical Assistant
Employers Group - San Francisco, CA June 2000
Human Resources Management
REFERENCES AVAILABLE UPON REQUEST
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