John Paul Burke

adwi4z@r.postjobfree.com

925-***-****

Professional and competent with the ability to manage multiple projects while providing excellent team support. Capable of managing office operations with the highest level of quality and efficiency. Expert at building vendor files, maintaining confidential employee files, processing billing and invoicing, and creating dramatic documents and presentations using MS Office suite. Well versed facilitating group collaboration with team building events.

PROFESSIONAL EXPERIENCE

City of Oakland-Department of Transportation, Oakland, CA 94603, February 2022-March 2023

Administrative Assistant II

Researched historical property records to determine history and status of street trees

Audited properties to determine potential or actual infrastructure tree related damage

Reviewed records to determine repair responsibility and liability.

Prepared reports supporting audits

Verified data through section audits

Performed record search requests in City of Oakland Records database

Managed master spreadsheet of audit

LBX Immersive, Vallejo, CA, 94590, April 2021-November 2021

Office/Inventory Manger

Managed CEO’s calendar

Scheduled CEO’s internal/external organizational meetings

Managed travel arrangements

Managed asset inventory

Coordinated packaging and shipping of leased inventory

Visited client sites to observe equipment usage

Managed office operations

Executed multiple projects and deadlines

Managed vendor, contractor, and property management database

Managed all internal events and subleasing logistics

Verified qualifications of event planners and caterers for property sub leasing

Acted as main contact for property and facility management

Coordinated tradeshows and events with Business Development team

Liaison Landscapes Inc., San Francisco, CA, 94103, January 2020-June 2020

Logistics Manager/Lead Estimator

Reviewed architect’s plans and documentation to determine project requirements

Completed take-offs to gather information for bids

Assessed project risk levels to prepare project forecasts

Researched item’s costs-materials, transport, labor and necessary equipment

Established and maintained relationships with contractors, vendors, subcontractors, and architects

Visited sites, warehouses, and venues necessary to gather essential information for estimates

Obtained timely quotes from suppliers, contractors, subs, and vendors

Prepared and submitted quotations and cost details

Monitored costs throughout project’s phases to ensure budget compliance

Designed project solution’s to meet requirements of the building owner, building codes, product manufacturer and insurance companies

Reviewed building codes and insurance requirements to design solutions for installation projects

Used proprietary software to create bids and estimates for submission to appropriate parties

RSI, San Mateo, CA, 94403, October 2019-December 2019 – Contract

Senior Administrative Assistant-The State Bar of California

Provided Senior-level administrative support processing legal requests and accounting items.

Processed all Invoices, Payments, P-Cards, and Attorney Expense Reports

Processed document copy and Administrative Service Request Forms

Processed legal correspondence

Processed requests for legal certificates

Mailed Bar Exam test letters

Performed outer-jurisdiction mailing requests

Shipped certificates, test scores, and test dates to proper jurisdictions

Processed expense reports for attorneys

Updated all electronic Invoices and Expense Reports

Randstad, San Francisco, CA, 94111, August 2019-October 2019 -Contract

Executive Assistant to Global Chief Technology Officer-Wells Fargo

Provided C level support calendaring using MS Suite, arranging travel using Concur, and managing employee onboarding. Prepared CTO’s expense reports in Concur, and assigning office/hotel space.

Managed CTO’s calendar

Supported 9 direct reports

Scheduled CTO’s internal/external organizational meetings

Scheduled weekly CEO/direct report/team meetings

Coordinated logistics with CTO’s Remote Personal Assistant

Managed travel logistics using Concur

Managed expenses using Concur

Worked with Direct reports Admins to arrange meetings, conferences, retreats, dinners, etc.

Managed on-boarding of direct reports

Assigned office space to new-hires in NY/SF office

Ordered all new-hire office equipment

Created offsite office space for CTO

Managed logistics of offsite company assets for CTO

CoverHound, San Francisco, CA, 94111, July 2018- February 2019

Administrative Assistant

Provided C level support calendaring using Google Suite, arranging travel, and employee onboarding. Prepared expense reports, and reconciliations. Managed company culture, catering expenses, office supplies, and snack budget. Planned team building events, charitable drives, and preventative health programs.

Planned new hire works space

Worked with ergonomic planners

Planned and coordinated departmental moves

Coordinated new employee onboarding

Reviewed all new hire paperwork for accuracy and completion

Managed employee supply and snack inventory

Managed weekly and special event lunches

Managed office safety and security including key card management access

Prepared conference rooms for special meetings and supported calendar management

Acted as main contact for property and facility management

Coordinated with the leadership team to facilitate company culture

Managed employee recognition programs, team building and company events

Provided administrative support to CEO and Executive Team

Achievements

Reduced snack budget cost by 50%

Increased snack volume by 50%

Created inventory management process

Created secured snack storage room

Reduced beer, alcohol, and coffee beverages expenses 40-50%

Increased beer, alcohol, coffee, and beverage supplies by 35%

Converted a 1,462 sq. ft. training room into $450/hr. leasable public conference space

Lawrence Berkeley National Laboratory, Berkeley, CA, August 2017- June 2018

Administrative Assistant III (Contract)

In compliance with Department of Energy, provided advanced level administrative support to the Protective Services Department, Site Access Office, and Human Resources Department to effectively administer the onboarding of new employees, contractors, vendors, and the vetting of visitors both domestic and foreign. Created and issued new hire badges, determined parking qualifications, and linked completed training modules to all systems to activate individual security access levels.

Reviewed all new hire paperwork for accuracy and completion

Assisted employees with radiation training (GERT) and linking certifications to all security and HR systems

Prepared and generated parking permits for new hires, contractors, vendors, and visitors

Managed Vendor, Contractor, and Security Access databases

Assisted the Unclassified Foreign Visits and Assignments (UFVA) program to process guests and visitors, employees and contractors

Scheduled HR interviews for foreign affiliates

Coordinated various activities between Protective Services and Site Access

Achievements

Reduced Site Access labor costs 50% for 2nd and 3rd quarter

Updated entire HR, contractor, vendor, parking filing system

Streamlined mass hiring/badging process increasing departmental productivity

Aided in workspace ergonomic reconfiguration process

Aided in yearly badge return audit

Streamlined lost and found return process

Life Extension Institute, Pleasanton, CA, March 2008- February 2017

Executive Assistant to CIO, Vice President of Operations

Offered loyal and dedicated support to Executive C Level Associates, Software Engineers, Website Developers, Business Analysts, and Network Team Leads by functioning as a liaison between the local and corporate office. Communicated frequently with clients, vendors, and contractors. Responsible for calendaring, arranging travel, and employee interviews. Prepared expense reports, performed reconciliations, and approved staff’s timecards.

Provided administrative support to multiple executives

Scheduled and managed complex calendars

Arranged and coordinated travel plans and associated meeting requirements

Reconciled invoices and expense reports

Coordinated all staff meetings and team events

Served as an information resource on department, division, and organization policies

Collaborated as a team member with other executive assistants and staff

Created quality documents using Word, Excel, PowerPoint, Publisher and other tools

Planned new hire works space

Worked with ergonomic planners

Planned and coordinated departmental moves

Achievements

Overhauled billing process-Streamlined event coordination reducing overall yearly event costs by 35%

Created HR and vendor filing system

Created emergency fire safety programs and building evacuation location/procedure

Created hourly reporting/time off procedure

Created Wellness Room

Coordinated office relocation reducing cost of move

Consolidated office suppliers reducing supply costs

EDUCATION

Bachelor of Science Degree-Business Administration, Humboldt State University 2000

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