Administrative Assistant Executive

QUALIFICATIONS

Experienced Manager, Administrator, and Executive Assistant; versatile; can quickly adapt to new systems and work tasks.

Highly motivated, achievement-oriented individual, creative and resourceful in finding ways to improve systems and procedures.

Effective “people” skills, able to form quick rapport with others to get the job done.

WORK HISTORY

9/2021 – 6/2023 Administrative Coordinator, Double Rainbow Ice Cream

Was responsible for getting all major accounts their weekly orders, required contacting customers and inputting orders into MAS Sage 100 system. Built the daily routes for accounts and drivers, ensured that the accounts were completely serviced. Ensured all accounts are invoiced though MAS 100/Sage. Was responsible for delinquent accounts and ensuring that payments are made through relationships with our customers. Was able to bring an account that was $30,000.00 in arrears back into good standing and made arrangements to ensure the account was paid monthly. Utilized the CRM (Hub Spot) on daily basis, ensuring that relationships remain intact and inputting new potential customers. Was responsible for coordinating large shipments in the United States, Canada and overseas. Ensure that deliveries are made on time per the client requirements. Required to follow up on new leads and obtaining new customers. Was responsible for holding all team members accountable in day-to-day operations . Manage and lead our delivery team, ensuring essential communication is done with all team members. Assisted in cleaning up the including production, warehouse, drivers and office staff. Trained people on using the CRM database and ensuring all team members utilize it correctly. Ordered all office supplies and kitchen supplies as needed. Was able to bring all staff together as a team instead of working as independent groups.

7/2008 – 6/2020 Owner/Partner, Phat Matt’s BBQ LLC

Was responsible for all aspects of a small startup barbeque business focusing on Farmer’s Markets, catering and events. As an owner-partner I was responsible for development of recipes, outstanding customer service, hiring/training/managing/firing other employees, negotiating contracts for catering and events, marketing and promotion, and general overall business management. Ensured that we provided high quality, organic meats at a fair market price. Required negotiating with vendors to ensure that we are getting the best pricing for the meats we use. Answer customer questions regarding the products we produce (where meats are sourced from, natural ingredients used in rubs, sauce and other products, smoking time lengths etc.). Started at the Grand Lake Farmer’s market one day a week making about $800.00 and have grown to doing double that amount and have secured 2 other farmer markets to increase visibility and growth. Was a vendor for Oakland “Eat Real Festival” at Jack London Square. Dealt with crowds of over 60,000 plus for this event and was successful in serving the masses good quality food in a timely manner. Opened our restaurant in November 2009. Responsible for all the above in addition to payroll, social media, budgeting, creating and developing weekly specials, cooking, accounts receivable and payable, basically everything to run and operate a successful business. We closed the business on June 27, 2020 due to COVID 19.

9/2006 – 5/2009 Executive Assistant, DASSE Design Inc./Thornton Tomasetti Inc.

Was responsible for administrative/executive support for staff of 30+ employees. Ensured administrative operations run smoothly. Answered phones and directed calls as necessary. Acted as executive assistant for 5 Principals and 3 Associate Principals dealing with confidential correspondence, calendars, employee reviews etc. Prepared proposals, created submittals, typing both general and legal letters, maintained files and filing systems, input and updated databases, and general computer support. Created and assembled marketing brochures all aspects of company operations (SB1953 Studies, SPC3 and NPC3 Feasibility Studies, structural design, etc.). Certified company with local government agencies for Small Business/Local Business bid preference, required to re-certify yearly or every two years depending on agency.

2/2003 – 7/2006 Administrative Assistant, American Indian Public Charter School

Was primary support for Director and On-Site Coordinator. Scheduled appointments for the Director and On-Site Coordinator. Answered phones and general inquiries to the school. Typed all correspondence, both legal and general. Assisted with writing grants for school. Was responsible for making travel arrangements for the Director, coordinating flights and accommodations. Also made travel arrangements and hotel reservations for graduating class trip. Created and maintained databases for school (CSIS, student lists, immunizations, transcripts etc.). Was responsible for administering the STAR 9/CST testing. Required training teachers and preparing classrooms for the two-week exam. Maintained all filing and archiving of files. Dealt with the students on day-to-day basis (i.e. student injuries and inquiries). Ensured that school rules are followed and enforced. Was responsible for maintenance and purchasing of all office equipment. Purchased all supplies and necessary materials for school (i.e. textbooks, posters etc.). Troubleshot computer, printer, and copier problems.

WORK HISTORY cont.

2/1999-11/2002 Administrative Coordinator, California Electric Company

Started with this company as a Construction Assistant and within a year was promoted to Administrative Coordinator. Was responsible for administrative/executive support for staff of 75+ employees. Managed Administrative Assistant and ensured administrative operations ran smoothly. Certified company with local government agencies for Small Business/Local Business bid preference, required to re-certify yearly or every two years depending on agency. Prepared proposals for both construction and motor shop departments, created submittals, typed both general and legal letters, maintained files and filing systems, created, input and updated databases, and general computer support. Produced and analyzed profit/loss, productive labor, and vehicle fuel reports. Summarized findings and reported to President, Vice President and Secretary/Treasurer of company. Managed company fleet. Required to schedule regular maintenance of vehicles, monitoring fuel usage, scheduling any necessary vehicle repairs, and created and maintained a yearly cost database based per vehicle (i.e. lease cost, insurance, registration, fuel cost, repair and maintenance etc.). Managed and maintained Nextel phones. Required set up of new phones, deactivation of non-working/broken phones,

purchased requested accessories and analyzed monthly billing for phone plans to ensure cost effectiveness. Was able to reduce Nextel monthly billing by $2,000.00 through negotiations with Nextel. Purchased office supplies and promotional items for company, staying within allotted budget. Created marketing brochures and line card for all aspects of company operations (predictive maintenance, motor shop, electrical construction, etc.). Planned and scheduled annual golf tournament and picnic. Required purchasing of prize and raffle items, sending out RSVP flyers, planning of catering menus, finalizing head counts, and hosting event. Assisted company IS manager with trouble shooting computer/software conflicts.

EDUCATION

Merritt College: Two semesters of general education courses with focus on Business Administration

High School Graduate

INTERESTS & ACTIVITIES

Member, National Association for Female Executives

Interests: Golfing, home computing, reading, writing poetry, camping, and family activities.

COMPUTER SKILLS

Experienced with Windows 10, Sage 90, MAS 100 and AS400 operating systems. Proficient in MS Word, MS Excel, MS Access, MS Publisher, MS Project, and AS400 software. Also familiar with infrared and wire label software. Proficient in MS Office, MS Outlook, MS Project, Google Suite, Google Docs, Slack, Hub Spot, Asana, Canva, Lotus Notes, Goldmine, Adobe Acrobat, various e-mail software, and various Internet browsers. Also familiar with installing and troubleshooting software and upgrading hardware (i.e. hard drives, memory, modems, etc.).

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