Professional Summary

Executive Administrative Assistant with more than 15 years of experience expertly multi-tasking administrative support services in addition to managing above-and-beyond responsibilities including human resources (HR) and financial management. Analytical and detail-oriented administrator skilled in compiling, interpreting, and reporting data as well as developing highly-organized systems and workflows that deliver higher levels of quality and efficiency. Poised, adaptable problem solver with a proven record of overcoming challenges, solving complex problems, and resolving conflicts to provide a seamless experience for leaders, staff, and clients.

Areas of Expertise

Administrative Support

Data Interpretation

Analysis & Reporting

Database Management

Human Resources (HR)

Hiring & Recruiting

Onboarding & Training

Financial Management

Office Management

Client Services

Calendar Management

Travel Planning

Select Accomplishments

Expertly balanced competing priorities in providing quality, efficient administrative support to multiple senior leaders and departmental teams simultaneously, while also delivering a red carpet customer experience to

high-profile clientele via in-person, phone, and email correspondence.

Entered, evaluated, reported, and interpreted data enabling leadership to make informed decisions, maintaining detailed records and highly-organized filing systems and databases of business-critical information.

Took initiative to perform additional responsibilities above-and-beyond formal job duties, including processing payroll for a total of 40 union and non-union employees.

oSpearheaded a process improvement to the payroll workflow that provided a much-needed interval for processing complex approvals such as FMLA, acting pay, meal allowances, and others within deadlines.

Promptly and effectively resolved complex issues, including identifying and correcting inaccurate billing from a third-party vendor that ultimately protected the company from $11,000 of financial losses.

Professional Experience & Achievements

Mare Island Dry Dock – Vallejo, CA 9/2022 – 11/2022

HR Generalist

Administrated HR support for a total workforce of 160 employees, including screening talent, processing I-9 forms, creating offer letters, and facilitating new hire orientation for the onboarding of 30 new hires.

Demonstrated self-motivation in scheduling and performing both applicant screenings and new hire orientations in absence of manager, receiving recognition from leadership for taking initiative.

Scheduled staff trainings and drug screenings in addition to learning and utilizing HRIS Ease to maintain detailed employee records.

City of Vallejo – Vallejo, CA 6/2020 – 8/2022

Secretary to the Assistant Director of Public Works

Expertly multi-tasked administrative support to the Assistant Director, Superintendent, and two Assistant Superintendents, which included calendaring, coordinating travel arrangements, creating and updating spreadsheets, and typing and proofreading letters, memoranda, and statistical charts.

Conducted a range of office support functions such as responding to phone and email correspondence from residents, while also delegating work activities to a team of two administrative clerks.

Performed financial monitoring and reporting of a multimillion-dollar budget, including processing accounts payable (A/P) and reimbursement requests, as well as allocating a $100,000 procurement fund.

oAdditionally, created pre-requisitions, purchase order (PO) requisitions, and requests for quotes (RFQs) ranging in value up to $250,000.

Liaised with HR to coordinate recruiting, hiring, and promotions, gaining greater knowledge and experience with HR compliance policies and practices.

Osterweis Capital Management – San Francisco, CA 7/2016 – 4/2020

Front Office Receptionist

Leveraged organizational skills and exceptional attention to detail in providing administrative support for three executive leaders as well as performing a range of support services for all departments, with responsibilities including calendaring, expense reports, mass mailings, filing, and operation of a multi-line phone reception.

Developed a highly-detailed training manual for operating the front desk, in addition to outlining all assigned duties for opening and closing the office, which streamlined the onboarding of new administrative staff.

Undertook additional responsibilities to ensure seamless operations in the Office Administrator’s absence, including event planning, purchasing, and shipping and receiving packages.

Provided stellar client service to the clients and brokers of the high-end wealth management firm, greeting and accommodating a myriad of high-profile guests.

Niven & Smith Attorneys at Law – San Francisco, CA 5/2014 – 7/2016

Front Office Manager & Receptionist

Managed the front desk, kitchen, conference rooms, and reception area on behalf of the law firm, which included maintaining conference room calendars, preparing for and catering meetings, filing legal documents, purchasing office supplies, and operating a multi-line switchboard while providing excellent service to all in-person and over-the-phone clients.

Volunteered to undertake responsibilities of Office Manager during absences, in addition to assisting the Bookkeeper with data entry, time slips, and various other administrative tasks.

TerraVia Holdings – San Francisco, CA 1/2014 – 4/2014

Operations Coordinator (Contract)

Skillfully navigated a fast-paced, startup environment while providing administrative support to 20 outside sales representatives, with priorities including entering data and running reports in Microsoft Excel and Oracle.

Rapidly learned to use Oracle without any prior experience in the system, becoming an expert in processing and submitting purchase orders (POs).

In-Home Supportive Services – San Francisco, CA 7/2010 – 10/2013

Peer Mentor Program Coordinator

Championed a comprehensive overhaul and reorganization of the Peer Mentor Program that improved mentor/mentee matches by 98% and superseded previous program referrals by 245% within only two years.

oPursued and secured a 100% increase in second-year program funding following the highly-successful, data-proven revitalization.

Created and managed a detailed filing and database system that enabled detailed recordkeeping across the program’s 27 mentors and 60 mentees.

Collaborated with job developers in identifying potential Peer Mentors, leading the screening, interviewing, and recruitment of all participating mentors.

Supervised the team of 27 Peer Mentors, including facilitating both orientations and ongoing trainings; took initiative to enhance the program’s Peer Mentor training manual to better equip and engage mentors.

Self-Employed – San Francisco, CA 1/2006 – 12/2011

Personal Assistant

Provided administrative support to small, local businesses with key services including implementing and organizing filing systems, coordinating travel arrangements, managing calendars, and performing financial functions such as purchasing, accounts payable (A/P), accounts receivable (A/R), general ledger (G/L) management, and bank account reconciliation.

Developed both print and digital promotional materials such as website copy and layouts as well as brochures and flyers to increase awareness of the companies’ products and services.

Previous Experience: Avalon Natural Products – Export Manager Customer Service Representative

Education Bachelor of Arts (BA), Psychology: Charter Oak State College

Proficiencies HRIS Ease DocuSign QuickBooks Salesforce Microsoft Office Suite

Google Suite Adobe Creative Suite SharePoint

Contact this candidate