Executive Assistant/Office Manager/Administrative Assistant
Resume:
John Paul Burke
*************@*****.***
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
AC Transit-Oakland, CA 94603, February 2024-August 2024 Program Specialist-Drug and Alcohol Compliance Department-Cogent Info
● Coordinated administrative and technical duties for a designated program
● Ensured federal, state, and local compliance for record keeping systems
● Served as liaison to participants, staff, health organizations by providing program documents and information
● Documented or obtained relevant program information and activities with District departments, staff, and other agencies
● Developed and distributed program-specific information, forms, records, reports, and correspondence as required
● Participated in the planning, coordination, and conducting of information security audit Achievements
● Created new filing system providing maximum security program compliance
● Created new file storage reducing search time 50% Questa Engineering-Point Richmond. CA 94801 April 2023-February 2024 Technical Writer/Project Assistant
● Managed document development and production for civil and environmental engineering, planning and designs
● Created and coordinated submittal of marketing materials, including proposals, statements of qualifications, and presentations
● Wrote, edited and formatted design reports, operation and maintenance manuals, feasibility studies, construction specifications, contract documentation, environmental impact reports, and coordinated master plans
● Compiled and analyzed data for multiple system monitoring reports
● Designed company, templates, forms, and brochures
● Provided technical support and software training
● Managed Contract Summary Sheet financial balances
● Managed invoicing for Principals, sub contractors, and staff Achievements
● Reduced invoice processing time 50% by creating invoice form templates
● Reduced Invoice tracking time 70% by creating digital/paper Invoice Log
● Created Procedures Manual reducing production time and process of technical documents by 33%
● Created process for tracking subcontractor payments reducing search time over 40% City of Oakland-Dept. of Transportation, Oakland, CA 94603, February 2022-February 2023 Administrative Assistant II-AppleOne
● 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
Achievements
● Compiled accurate report data to create Oakland Urban Forest
● Mapped city-wide problem areas and infrastructure threats LBX Immersive, Vallejo, CA, 94590, April 2021-November 2021 Office/Inventory Manager
● Managed CEO’s calendar
● 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 subletting
● 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 solutions 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 the 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
● Audited and updated entire HR, contractor, vendor, parking filing system with 100% accuracy
● Streamlined mass hiring/badging process increasing departmental hiring productivity 100%
● Aided in workspace ergonomic reconfiguration process
● Completed 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 HR Emergency Fire Safety program and Building Evacuation Procedure
● Created hourly reporting/time off procedure
● Created Wellness Room
● Coordinated office relocation reducing cost of move
● Consolidated office suppliers reducing supply costs 40% EDUCATION
Bachelor of Science Degree-Business Administration, Humboldt State University 2000
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