Project / Executive Administrative Support Specialist

Eva McGee

Antioch, CA ***** 1-925-***-**** ***********@*****.***

Professional Summary

Proactive and flexible administrative support professional experienced optimizing productivity, efficiency and service quality across financial, project and informational technology environments. Dependable, dynamic, empathetic, and optimistic support specialist and leader that blends advanced business and organizational acumen utilizing strong communication/interpersonal skills, time management and problem-solving skills. Works well with cross-functional teams, ensuring operational and service excellence.

Skills

55 wpm / 10 key touch / Peachtree

Account Payables/Receivables/Reconciliations

Audits (Internal Prep) / Banking

Active Listening / Attention to Detail

Adobe (Photoshop, Reader, Illustrator, InDesign)

Brainstorming / Mediating / Encouraging

Business / Financial / Leasing Documentation

Calendar / Schedule Management

Communications / Collections / Presentations

Expense reports / Purchase Orders

Invoicing / Change Orders / Work Orders

MS Office (Teams, Excel, OneDrive, OneNote, Outlook, PowerPoint)

MS 365 (Office, Calendar, Skype, Access, Publisher, Editor, Project, SharePoint Online)

BMC Remedy / SAP BW / SAP R/3

Project / Program Coordination / Management

Presenter / Facilitator / Trainer

SharePoint Db Administration

Specifications / Technical Writing

Training Documentation / Manuals

Travel Planning / Time Management

Work History

Volunteer Project/Program Coordinator, 08/2022 - Current

Strength'N Me Community Project – Antioch, CA

Support the increased well-being of the local community through planning and coordination of program activities via:

Administration: Management of ongoing documentation including proofreading and publishing training guidance.

Analysis: Execute the compilation of research data, interpreting findings and recommending optimizations as appropriate in conjunction with upcoming grant/funding proposal opportunities in philanthropic databases to ID potential income sources.

Project Coordination: Coordinated the training of volunteers for special events being held. Executed the team training of administrative volunteers on archival project. Validated results and performed quality assurance to assess accuracy of work.

HR Job Profile Refresh Project Coordinator Consultant, 10/2021 - 07/2022

Autodesk thru Infobahn Agency – Remote

Facilitated the Market Pricing Compensation Project for Workday by coordinating the efficient use of company resources to meet deadlines for new releases and revisions of the project, providing varied support as follows:

Administrative/Database: Scheduled project kick offs and ongoing weekly check-in meetings with 16+ HR Business Partner's. Prepared weekly agendas, meeting notes, action items list and progress updates. SharePoint administration, updates and website publications. Modified PowerPoint presentations and heavy Excel database updates of evolving reference data.

Research/Writing: Gathered/organized job data (descriptions/profiles/codes/levels) drawn from data sources including Forrester, Radford and EMSI for use in facilitated management leveling sessions, using Excel, Word, and Adobe InDesign for template creation for our data intake process.

Project Coordination: Heavy meeting presentation facilitation was required in order to prepare business partners for upcoming project stakeholder meetings. Reviewed next steps, new processes, overall deliverables and provided 1-on-1 training for using our research tools.

Executive Assistant /Administrative Office Manager, 03/2016 - 10/2021

Christian Church Homes – Oakland, CA

Coordinated with internal cross functional teams to provide documentation and property compliance for continued funding via:

Accounting: Processed payables, receivables, invoices, rental payments. Created and managed purchase and change orders via Yardi, tracked statuses, followed up, provided status updates, and performed open PO reconciliations on a weekly basis. Managed petty cash distributions and reconciliations.

Administrative: Created / updated records and files to maintain document compliance. Scheduled / supported meetings for staff, meeting notes and distribution to identify, analyze / improve workflows. Coordinated the translation of leasing documentation with language translation services. Managed correspondence, mail, faxes, inquiries, phones and problems.

Analytics: Worked with senior management to initiate new projects and assist in various processes. Identified and recommended changes to existing processes to improve accuracy, efficiency, and quality service.

Documentation/Technical Writing: Audit preparation, quality assurance, leasing packages (move in/out)/ created training materials including manuals for various roles as well as updated guidelines and processes.

Executive: Gatekeeper / screener, correspondence / documentation drafter on behalf of senior management. Produced complex/varied correspondence, reports, spreadsheets, and presentations with MS Office Suite to support senior management and boost team productivity. Handled logistics, catering, agendas, meeting minutes, transcription, assembling board packets, travel arrangements, meeting and event planning for Board of Directors, Vice-President and President.

Facilities: Coordinated client service calls for repairs including emergency requests, creating work orders and monitoring for completion for minimum disruptions. Opened/closed office, monitored shift changes to maximize operations strategies.

Reporting: Used YARDI to prepare weekly and monthly financial and operations report. Developed and updated Excel spreadsheets and databases to track, analyze, and report on operations, compliance and regulatory data. Generated EIV / Yardi reports for certifications and recertification's.

Vendor Management: Implemented Pro Compliance with vendors, contractors and professional services personnel. Liaison between departments and vendors, directed activities and communicated instructions. Managed supply inventory.

Volunteer Learning Coach, 08/2013 - 06/2016

Connections Academy – Antioch, CA

Provided instructional support to underachieving middle and high school students in core and elective classes, enabling them to exceed target attainment levels by providing:

Coaching: Leveraged technology to accelerate learning - assisting them with navigating thru online info available to them.

Communication/Planning: Collaborated with teachers to evaluate program success and alignment with student needs.

Teaching: Applied differentiated instruction strategies to meet student needs.

Tutoring: Tutored students to strengthen subject comprehension, boost confidence, self-awareness and learning skills.

Technical Writing Consultant, 07/2012 - 07/2013

Pacific Gas & Electric thru Amerit Agency – San Francisco, CA

Optimized governance effectiveness and data security & compliance via coordination of multiple project efforts supported via:

Compliance: Implementation of an internal NERC CIP audit preparation process for QA team. Heavy modifications of specifications per regulatory guidance and updated process improvement guidelines utilizing MS Office applications.

Administrative: Scheduled subject matter expert (SME) interviews from Telecom, Mobile, Citrix, Field Support, Licensing groups to extract their knowledge for documentation purposes. Used company policies to craft well-written content.

Analytical: Edited and proofread technical documents for accuracy and consistency. Worked closely with SME's to confirm accuracy/thoroughness of technical documentation. Partnered with cross-functional teams to conduct thorough discovery and due diligence on existing processes. Developed SOP's and document workflows to drive current and future processes.

Administrative Office Manager, 05/2010 - 06/2012

D.I.M Computer Services – Oakland, CA

Optimized governance effectiveness and data security & compliance via coordination of multiple project efforts supported via:

Administration: Customer service, phones, mail, packaging, receiving/shipping, appointment scheduling for quotes, troubleshooting and maintenance. Website build and administration. Account payables/receivables, banking, reconciliations. Graphic design of flyers and advertisements. Account payables and receivables, bank errands, reconciliations.

Project Coordinator Consultant, 09/2008 - 04/2010

Wells Fargo Bank (’09 -‘10), Novartis (’08-‘09) thru Modis Agency – Walnut Creek, CA

Facilitated annual cost savings for PMO and IT departments.

NVD: SAP and Excel reporting, research special projects, meeting scheduling/agendas/minutes, purchasing and invoices.

WFB: Coordinated audit of PMO SharePoint database, tracked findings, resolutions, approvals, meetings and reporting.

Education

Bachelor of Arts: Biblical Studies, Bible Based School of Theology - Stockton, CA

Certifications

Certified Tax Credit Specialist (TCS) & Certified Occupancy Specialist (COS), NCHM

EIV Fundamentals & Fair Housing Certifications, AHMA-NCH

Guidance Document Author Certification, Pacific Gas & Electric

Computer Programmer Certification (COBOL), Computer Learning Center

Full Charge Bookkeeper Certification, Dickenson-Warren Business College

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