Executive Assistant

BARBARA PEMBERTON

Oakland, CA ***** 510-***-**** adto9w@r.postjobfree.com

Key Strengths

Professional Executive Assistant who is a strategic thinker and uses independent judgment and project planning skills to support principals/clients in the achievement of their goals.

Calendar Management

Travel Arrangement

Word

Excel

Outlook

PowerPoint

Concur

Professional Experience

Legal Support Specialist/Executive Assistant (Contractor), August 2022 – September 2022

University of California Office of the President, Oakland, CA

Coordinates meetings for the legal staff

Coordinated contract signing with DocuSign

Created pre-travel requests and accompanying expense reports in Concur

Arranged domestic travel for attorneys and their staff

Hired court reporters to document scheduled hearings

Executive Assistant (Contractor), February 2022 – June 2022

Government of Victoria, San Francisco, CA

Researched hotels at meeting destinations to determine appropriate staff lodging

Worked with hotels to obtain room blocks and an economical group rate

Purchased laptops, tablets, and accessories for staff members

Supported the finance manager in the reconciliation process by matching and coding credit card charges

Completed research projects to engage security firms, meeting facilitators, movers, and a host of other services

Executive Assistant, November 2017 – November 2020

Salient Partners, San Francisco, CA

Managed calendars for the Investments Managing Director and investment analysts

Processed conference registrations; confirmed final agendas and meeting schedules

Coordinated extensive domestic and international travel arrangements

Arranged meeting and conference participation

Prepared and submitted expense reports using Concur

Tracked compliance deadlines and prepared quarterly reports for certification

Executive Assistant (Contractor), June 2017 – November 2017

Matthews Asia, San Francisco, CA

Researched and secured meeting venues for sales presentations

Ensured that all contracts were reviewed by the legal department, and recommended changes were communicated to potential vendors

Arranged printing of presentation materials using internal and external sources

Entered and tracked client information in a database to make certain that reports contain timely information

Looked up and clarified expenses for the compliance department

Executive Assistant, Legal and Compliance (Contractor), October 2016 – April 2017

Hall Capital Partners LLC, San Francisco, CA

Calendar management for the Chief Compliance Officer/General Counsel

Coordinated meetings for the compliance and legal staff

Arranged travel for the Chief Compliance Officer, compliance and legal staffs

Completed expense reports for the Chief Compliance Officer, compliance and legal staffs

Gathered and compiled documents for inclusion in monthly reports to senior staff

Executive Assistant (Contractor), June 2016 – September 2016

FivePoint, San Francisco, CA

Heavy calendar management for the Vice President of Commercial Development and Vice President of Marketing

Coordinated meetings for the commercial development and marketing staffs

Arranged travel for vice presidents and their staffs

Completed expense reports for vice presidents and their staffs

Reserved conference rooms and conference call lines, and monitored each to avoid booking conflicts

Scheduled candidate interviews for open positions

Executive Assistant (Contractor), March 2015 – May 2016

Transbay Joint Powers Authority (TJPA), San Francisco, CA

Served as Committee Secretary for TJPA Citizens Advisory Committee (CAC)

Worked closely with the TJPA CAC Staff Liaison to support CAC activities

Managed multiple calendars on Microsoft Outlook

Coordinated scheduling on-site and off-site meetings

Arranged travel for staff and processed expense reports

Maintained vendor certificates of insurance and made certain that coverage was current

Accepted bid proposals and kept submission information confidential

Assigned and tracked conference line number usage

Provided administrative support to TJPA staff

Executive Assistant, HR (Contractor), December 2013 – November 2014

Charles Schwab & Co., Inc., San Francisco, CA

Managed calendars for the Vice President of Employee Relations, Vice President of Talent Acquisition, and Managing Director of Employee Relations

Arranged travel for two vice presidents and job candidates

Scheduled candidate interviews with multiple individuals to occur face-to-face and via telephone

Created expense reports for vice presidents, and arranged for candidate travel reimbursement

Worked with the legal and vendor management departments for contract review and compliance

Handled confidential information including mutual separation agreements

Created and submitted orders for new technology, work space, badge/security access

Human Resources Assistant (Contractor), September 2012 – September 2013

Lawrence Berkeley National Lab (LBNL), Berkeley, CA

Managed the non-recruited hiring process and provided a comprehensive range of HR related support services

Created job requisitions for open positions using Taleo

Designed job offer letters ensuring that appropriate language and salary information were included

Tracked employee appointment end dates and coordinated notification to supervisors of upcoming end dates

Collaborated with International Researchers and Scholars Office (IRSO) to determine the appropriate visa for foreign hires, and assembled documents to support visa applications

Coordinated with UC Berkeley campus staff on filling graduate student research assistant positions

Processed electronic personnel action forms to create appointment extensions, reclassifications, leaves of absence, and a multitude of other actions

Functioned as a point of contact for general HR inquiries and action requests

Independently drafted and generated correspondence, memos, and reports

Updated and maintained employee data on PeopleSoft

Executive Assistant, November 2001 - May 2012

ABM Parking, San Francisco, CA

Provided primary administrative support to the regional vice president and director of business development

Ordered and maintained certificates of insurance, surety bonds, and parking tax collection bonds for all parking facilities which included working with the risk management department to complete annual renewal processes for all of the above

Ensured that all contracts were reviewed by the legal department, and legal recommendations were communicated to the managers involved in contract negotiations

Coordinated efforts to renew certificates of authority to collect parking taxes for the City of San Francisco

Reviewed requests for proposals to gather and generate information in advance of due date

Worked with director of business development to complete proposals for generation of new business

Developed a variety of databases in Access designed for easy review of contract abstracts, tracking company vehicles, maintaining up-to-date client information, and identifying operations staff account portfolios

Made travel arrangements for staff and completed expense reports

Arranged off-site and on-site meetings

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