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Administrative Assistant Executive

Location:
San Francisco, CA
Posted:
May 31, 2023

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Resume:

MICHELE L. BARAJAS

Senior Executive Assistant Legal Admin Personal Assistant

925-***-**** adxfqj@r.postjobfree.com

Summary Profile

I am an administrative professional with 10+ years of excellence as an executive assistant providing senior-level support to C-level executives as well as law partners.

My demeanor is direct, forthcoming, calm and unflappable. I am a quick learner not intimated by new challenges, responsibilities, and situations, works with a high level of organization and always maintains a positive attitude. I embody a proactive worth ethic along with meticulous attention to detail. Possess reputation as a trustworthy, self-directed professional with excellent communication skills and the ability to work well within a team and with clients.

Relevant Work History

MATTHEWS ASIA LLP / Contract

Executive Assistant San Francisco, Ca

February 2023 to Present

Proactively manage multiple calendars and travel schedules for several Portfolio Managers.

Coordinate extensive travel and hotel reservations (domestic and international), including preparing itineraries.

Compile extensive and frequent expense reports in Concur.

Update and edit various Excel reports for Portfolio Managers

Manage meeting agendas, email correspondence, and follow up items, etc.

Prepare and bind presentation books and upload Power Point presentations for clients and prospective clients.

Responsible for maintaining current Salesforce client records.

Maintain efficient filing and organization of correspondence, reports, research data and meeting materials.

CENTRAL CONTRA COSTA SANITARY DISTRICT

Executive Assistant Martinez

November 2015 to September 2022

Provide executive-level administrative support to the Director of Administration and the direct reports of the Administration department with a demonstrated ability to improvise, improve procedures, and meet demanding deadlines.

Complete a variety of administrative tasks for the executives including but not limited to: managing extremely active calendars, managing meeting agendas, email correspondence, and follow up items, etc.

Support the executives with a variety of personal related tasks, including but not limited to: personal errands, personal appointments, house care, couriering, etc.

Coordinate extensive travel and hotel reservations (domestic and international), prepared itineraries and expense reports.

Draft and composed correspondence such as memo, letters, and forms; gathered data for reports.

Organize the details of team luncheons, including corporate and local office meetings and social events

Screen and routed phone calls effectively, prioritizing and delivering messages.

Prepare mail and packages for USPS, FedEx, UPS and other services as needed; responsible for office supplies, ordering and inventory control.

Maintain logs, filing, and other record-keeping systems.

Maintain regular communication with managers and staff and provided assistance as needed.

Customer Service duties as CCCSD is a public agency.

ATM, INC

Project/Administrative Assistant

- Emeryville, CA

September 2013 to October 2015

Provided support to the President, Vice President and Contracts Administrator as well as project managers as needed.

Received and screened communications, including a high volume of phone activity, e-mail messages, and recorded messages responding to general inquiries and various issues and complaints.

Compiled data for reports and other materials; and prepares administrative reports and projects.

Established, maintains, and modifies executive office files, records, spreadsheets, and logs.

Coordinated meetings, prepares agendas, arranges facilities and equipment, and assembles meeting materials and related media including folders, binders, and copies.

Made travel and conference arrangements; submitted and tracked reimbursement requests, as instructed.

Assisted Accounting Manager with customer invoicing, purchase orders, sales orders, accounts payable duties including bank deposits, posting payments.

K&L GATES LLP

Legal and Personal Administrative Assistant

- San Francisco, CA

June 2001 to February 2012

Personal assistant responsibilities to Government Contract Partner acting as liaison with a variety of service providers such as: stylists, tailors, doctors, as well as scheduling vehicle maintenance and assisting with childcare as needed.

Interfaced with clients, assistants, and other internal/external partners both nationally and internationally.

Drafted letters, legal documents (varying by practice area) and memos in Word, spreadsheets in Excel, slide shows in PowerPoint, Word styles, DeltaView or Change Pro (document comparison software); created and worked with tables.

Received and screened communications, including a high volume of phone activity, e-mail messages, recorded messages, responding to general inquiries.

Scheduled and calendared professional and personal appointments in Outlook.

Prioritized and resolved scheduling conflicts.

Coordinated travel, including ground transportation, hotel accommodations, itinerary planning, and ensure office requirements and facilities at destinations arranged, if required.

Maintained accurate and up-to-date files and records for assigned areas; developed and monitored various logs, accounts, and files for current and accurate information; developed, organized, and maintained filing systems; prepared and processed expense reports.

Assisted in off-site marketing seminars including registration, material distribution and basic client questions.

Completed various forms, such as trial and courtroom requests, and applications for clients.

Collected time data from the partners and associates in written, verbal or electronic form and entered appropriate billing information into electronic time -keeping system.

EDUCATION

Bachelor of Science, Business Administration

Cal State East Bay

Associates Degree of Legal Administration

Heald Business College

United States Army Reserve

Patient Administration

Core Skills

• Proficient in Microsoft Office (Outlook, Word, Excel and Powerpoint)

• Adobe Acrobat, Concur, Salesforce

• Personal Assistant Experience

• Event Planning

• Calendar Management

• Office Management

• Bilingual / Spanish



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