Administrative Assistant Executive

Annette Lorraine Stokes

***** * ***** ****** ******* CA 90221, 909-***-****, ***********@*****.*** Summary

• Energetic and meticulously organized Executive Assistant/Administrative assistant with years’ of supporting experience C-Level staff within various industries. Extensive calendaring, scheduling, contract tracking, assisting with Grants overseeing purchase order, Office Depot purchasing and expense report experience.

• Calendaring, Appointment Setting, assisting with preparation of travel arrangements, trade shows, organizing road trips, making reservations for COO, Directors, Chiefs, Managers, Sales Representatives, which consist of creating & maintaining itinerary, existing reports, flyers, presentations, flow charts etc.

• Attending regularly scheduled meetings providing administrative assistance: taking minutes, notes, meeting preparation, registering for conferences, preparing agenda, sign-in sheets, contacting the attendees to ensure attendance, mail merge and assisting in preparing evaluations for meetings / tracking purposes etc.

• Proficient in Word, Excel, PowerPoint, Publisher, Outlook, GroupWise, Salesforce, Time Share, SharePoint, TEAMS, ZOOM, AS400, Workday, ADP and Visio.

Professional Experience

The Children’s Clinic Family Health, September 2021 – Present Executive Administrative Assistant

• Provide advanced and high-level administrative support to the COO by directing and executing all administrative responsibilities for office and synchronizing top level, complex commitments of COO on her behalf.

• Demonstrate knowledge and understanding of the organization, functions, policies and procedures of the Department, and be able to apply the knowledge to the work as needed

• Working with other departments, leaders across the organization and other partners in the administration of the department. Identify and define any logistics, action items or information needed to assist COO with maintaining operations.

• Interface with internal/external stakeholders to support COO in maintaining and further developing department growth, community outreach activities, as well as relationship building and maintenance.

• Oversee and coordinate day-to-day administrative activities performing routine administrative tasks to facilitate seamless coordination of activities for Office of COO

• Manage and maintain the COO’s calendar, schedule appointments and meetings, coordinate meetings hosted / lead by the COO to include coordinating room, contacting attendees, facilitating attendee attendance and ensuring required informational materials and equipment are provided.

• Maintain correspondence, which is confidential and/or faculty/physician-related concerning hospital matters.

• Screen, prioritize and triage telephone calls, including complex faculty and/or patient calls. Transcribe dictated notes including academic and research items as needed.

• Types from rough draft or verbal instruction correspondences, narrative and statistical memoranda and reports to include composing minutes of meetings, and routine business correspondence for the COO’s signature either independently or with minimal direction, ensuring spelling, punctuation and grammar are correct.

• Prepare periodic, recurring reports on own initiative or as directed. At the direction of the COO or designee, research, gathers, compiles and organizes information from other departments, outside agencies, etc., for special reports and information requests.

• Reviews various financial, business and related reports and data provided in response to COO inquiries and objectives for accuracy and relevance.

• Coordinate year-end, semi-annual and ad hoc faculty, program and division evaluations.

• Coordinate travel for conferences, compiling and organizing accompanying materials and itineraries as well as logistics of transportation, lodging, registration and reimbursements.

• Track COO expenditure and reconcile variances against budget. Handle purchases for the Office of the COO. Process and submit items for COO reimbursement.

• Provide administrative support in coordination with the COO’s research and invention projects. Helps facilitate grant application by providing updated NIH Bio (for NIH Grants) and an updated CV. Collect letters of support and coordinate meetings between Principal Investigators and Co-PI’s, as well as gather pertinent data as requested.

• Coordinate / support special projects within the department. Assist in planning multi-level, one-time projects within the department, such as symposium, special events, fundraising activities, and academic events at the direction of the COO or designee.

• Establish and maintain a filing system and multiple database records for the office, which incorporates pending projects, research, and departmental files.

• Compassionate and caring demeanor

• Ability to build rapport with clients

• Strong desire to engage client in age appropriate activities

• Excellent written and verbal skills

• CPR and First Aid Certification

• Assisting HR with Recruiting

• Assisting the Development Department with Annual Beach Walk, creating and maintaining spreadsheet. Compiling leads for fundraising, sponsorship, silent auction, and walkers.

• Current TB Testing

• Current COVID Testing

• Background check upon hire

• Valid CA Driver's License and Auto Insurance

• Proof of eligibility to work in United States

American Red Cross, September 2019 – September 2021 Business Operations Project Specialist

• Reporting to the Regional Executive, the Business Operations Specialist supervises the daily operation of support services and business office operations for regional administrative functions. This includes supervision of volunteers who will handle daily transactional responsibilities. Oversees budget monitoring, daily finance transactions, local vendor relationships, facilities management, fleet management, HR, IT, and records/reports. Establishes work procedures and standards to improve efficiency and effectiveness of assigned operations. Is the lead system trainer for software business applications.

• Financial & Administrative Reporting: Provides administrative budget monitoring and expenditure review regarding expenses including approval of regional procurement transactions. Collaborates with department leaders to ensure that programs are executed within budget. Ensures location processes are established and functioning for all cash and card transactions. Prepares and analyzes data for monthly forecasting of expenses for department directors. Provides guidance and data for grant reporting. Responds to internal/external requests for information and/or documentation and delegates as appropriate to volunteers for input, tracking or reporting. Acts as Region point of contact for FOCIS information. Develops and oversees maintenance and distribution of consistent regional operations processes and procedures. Advises COO/CAO of findings and recommendations.

• Facilities/Asset Management Oversight: Coordinate’s activities of the facility regarding maintenance. Approves and ensures repairs are completed within budget and appropriate system is used to pay vendors. Develops and maintains relationships with vendors supporting each physical location. Obtains proposals for potential new vendors. Provides and analyzes information/data needed for developing Business Plans for real estate transactions. Collaborates with region management to ensure business office operations achieve objectives and performance targets. Is liaison with other sectors for shared facilities/assets? Analyzes risk management system with current values/status as appropriate.

• Volunteer Supervision and Coordination: Provides direction and training to volunteers to handle the administrative transactions necessary for the business, ensuring that their efforts are well coordinated with the strategic business goals. Evaluates volunteer performance. Plans work schedules, assigns or delegates work daily.

• Fleet Management Support: Analyzes fleet inventory records. Ensures appropriate and timely maintenance. Manages and trains volunteers regarding the filing and maintenance of insurance claims and follow up with estimates/repairs. Is liaison with Fleet Management in other sectors?

• Participates in planning events meetings. Trains volunteers to prepare insurance certificate applications, financial collection processes, and appropriate forms and codes used for regulated items including alcohol.

• Lead Trainer for Business Applications and IT Services: Trains staff in use of business software application systems. Expedites escalations for regional phone and computer issues. Assures appropriate level of assistance for expediting tech services requests.

• Ability to plan, prioritize and organize work to maximize team performance and meet customer expectations.

• Compliance officer maintaining/creating statistical reports, explain and apply applicable policies and procedures being the Compliance Officer ensuring codes and regulations

• Excellent organizational skills and ability to work with attention to detail.

• Strong interpersonal skills and the ability to create and maintain collaborative work relationships within the organization and with external stakeholders.

• Proficient with MS Office software, including Word, Excel, PowerPoint, and Outlook. Strong knowledge of federal, state, and local employment laws.

Osceola Consulting, LLC, January 2016 – September 2019 Administrative Assistant & Project Support Specialist

• Assist HR supervisors with the hiring process, including submitting job postings online and scheduling candidate interviews

• Maintain and track ADP hours, expenses and PTO time

• Perform administrative work, including scheduling, maintaining files and sorting mail for the Human Resources department

• Assist in training staff members and new hires on the ADP system and health care options

• Compliance officer maintaining/creating statistical reports, explain and apply applicable policies and procedures being the Compliance Officer ensuring codes and regulations

• Enter employment data into computer database

• Track and update hourly employee leaves of absence

• Coordinate logistics for new hire orientations and employee training sessions

• Provide project support to Director workflow by assigning tasks to other administrative employees daily, ensuring to meet deadlines

• Implement and monitor programs as directed by management, and see the programs through to completion

• Generate memos, emails and reports when appropriate

• Assume responsibility for maintenance of office equipment, including computers, copy machines and fax machines

• Maintain office supplies by checking inventory and order items

• Respond to questions and requests for information

• Answer incoming calls and assume other receptionist duties when needed

• Review, track and prepare budgets; maintain records and databases

• Coordinate office and/or departmental operations

• Liaison between staff and Director and staff and Corporate office

• Providing health care benefit information to staff

• Maintain and oversee EDD claims and request.

• Purchasing

• Inventory control of supplies

• Project support provide vital assistance to Director. Highly organized, dynamic professional work on various important projects for all kinds of different organizations, such as San Diego Gas & Electric, investment banks and I.T. consultancies to hospitals and local authorities.

• Every project is different and therefore your duties will change accordingly. However, for the most part, I am responsible for monitoring project schedules and budgets, preparing progress reports, and liaising with key stakeholders.

• As the Director’s support person, I play an important role in project planning and risk and issue management. Moreover, I log, manage and analyze information on the progress of the project, using Excel and Access databases. I am also responsible for over-seeing lower-level administrative support staff. Wright's Adolescents Development Center, Inc., June 2015 – January 2016 Administrative Assistant

• Interviewing and researching various hotels, resorts, restaurants etc. to organize and arrange meetings, award ceremonies and conferences for various committees.

• Acting as a liaison between the Director and Staff Members establishing that all arrangements are according to schedule.

• Attending regularly scheduled meetings providing administrative assistance: taking minutes, setting up for conferences, preparing the agenda, contacting the attendees to ensure attendance, mail merge and preparing the evaluations for the meetings for tracking purposes etc.

• Microsoft programs to create & maintaining new and existing reports, flyers, presentations, o Announcements, flow charts, evaluations, brochures and miscellaneous correspondence.

• Proficient in Word, Excel, PowerPoint, Publisher, Outlook, GroupWise and Visio.

• Other clerical and administrative duties as requested/needed. University of Redlands, Advancement Services, (Arrow Staffing/Redlands, CA), February 2014- September - 2014 Administrative Assistant

• Identifies, cultivates, communicates with, and solicits major gifts prospects.

• Oversees capital campaigns consistent with the Parish strategic plans, working closely with consultants and capital campaign chairs.

• Develops, implements, and manages planned giving program providing mechanisms for bequests, charitable trusts, and endowments.

• Develops and implements fundraising policies and procedures.

• Develops and oversees donor and prospective donor stewardship programs.

• Oversees the gift giving process and recognition program.

• Supervises and collaborates with Advancement Office team members, including the Director of Admissions, Director of Annual Giving and Special Events, Director of Marketing and Communications, Alumni Coordinator, Special Events Coordinator, and Advancement Services Coordinator, and provides guidance in the continued development and implementation of programs managed by these positions.

• Responsible for the annual operating budget of the Advancement Office and reports to the Pastor and Finance Council on outcomes.

• Sets the annual calendar for all fundraising events.

• Ensures comprehensive, accurate constituent, donor and prospective donor records.

• Generates financial reports regarding gifts, grants, and pledges.

• Responsible for the overall coordination of all volunteers associated with the advancement program.

• Acts as primary Advancement Office liaison to Finance Council. University of Redlands, Facilities Management, (AppleOne Staffing/Riverside, CA), December 2014 -February 2015 Administrative Assistant

• Assure that all work requests via Service Desk, telephone, or walk-ins are managed appropriately and assigned to the respective shop in a timely manner.

• Act as the primary contact to campus customers and, as necessary, research, analyze, and take independent actions to resolve customer issues or problems.

• Maintain all R-25 service requests and generate work orders to support all campus events.

• Manage charge backs for event support and process them through Event Services.

• Maintain department calendars, including those of the Director and Associate Directors, as well as shared calendars including project calendars, etc. Issue appropriate keys and instructions to contractors and service companies doing work for Facilities Management.

• Conduct analysis and create reports from computerized work order management system (TMA).

• Generate reports and invoices for charging students and other departments for Facilities work as appropriate.

• Maintain department website and social media including a department Facebook page.

• Maintain department office supplies, stationary, and business cards; manage office supply budget. Initiate preparation of time sheets and check for accuracy against attendance log.

• Ensure all time sheets are signed by appropriate personnel; Distribute pay stubs/paychecks bi-monthly.

• Process all accounts payable/receivable functions including check requests and invoice processing, processing utility bills for payment, and obtaining purchase orders.

• Other clerical and administrative duties as requested/needed. Inland Counties Legal Services, July 2007 – December 2012 Executive Secretary/Special Events Coordinator

• Work directly with the Executive Director and the Resource Development Director in the coordination, planning, cultivation, reporting and logistics for these projects.

• Non-profit experience in special events, ordering equipment/supplies, organizing, mail merge, save the date notices and physically setting up for the initial events.

• Excellent oral and written communication skills. Raising funds for annual giving programs such as special events, community events, employee campaign and special projects.

• Computer experience includes Excel, PowerPoint, Word, Access, Publisher, Visio, Internet Research and KEMPS, word processing, windows, data base management.

• Travel to off-site locations. Highly organized able to effectively manage many tasks simultaneously.

• Works with minimal supervision and uses independent judgment.

• Compliance officer maintaining/creating statistical reports, explain and apply applicable policies and procedures being the Compliance Officer ensuring codes and regulations

• Also provide administrative support to executive management and other employees

• Read, understand and review documents for accuracy and relevant information

• Use applicable office terminology, forms, documents and procedures in the course of the work;

• Maintain accurate office files;

• Meet critical deadlines

• Deal successfully with the public, in person and over the telephone; courteously respond to community issues, concerns and needs

• Perform mathematical calculations quickly and accurately

• Read, interpret and record data accurately; organize, prioritize and follow-up on work assignments

• Work independently and as part of a team; make sound decisions within established guidelines analyze a complex issue, and develop and implement an appropriate response

• Follow written and oral directions

• Observe safety principles and work in a safe manner

• Communicate clearly and concisely, both orally and in writing

• Establish and maintain effective working relationships.

• Other clerical and administrative duties as requested/needed. Riverside County Medical Association, March 2005 – July 2007 Secretary/Professional Events Coordinator

• Coordinate all aspects of organization’s events including project planning, venue, logistics, vendor management, sponsor solicitation, speaker arrangements, design/printing of announcement/program book, marketing,

• CME coordination as needed, decorations, menu, reservation tracking, table assignments, talking points, power point, set up/clean up, meeting follow up including thank you letters, financial reconciliation and insuring adherence to the budget.

• Support Committee work including planning, calendar invites, agenda packet, meeting minutes, etc.

• Provide support to membership department with graphic design, website updates, email marketing, credit card processing and membership database updates.

• Interact and respond to various needs and requests from physicians, vendors, sponsors and the public.

• Event planning experience

• Graphic design /Adobe InDesign and Photoshop with proficiency.

• Website, social media

• Constant Contact experience preferred.

• Strong computer skills with proficiency using Microsoft Word, Excel, PowerPoint and Outlook.

• Strong verbal and written communication and interpersonal skills.

• Quick learner who has the ability to work both independently and in a team environment. Must be able to learn and understand new systems, software and procedures with a high level of excellence.

• Strong organizational/analytical skills and has the ability to take initiative, maintain and complete several tasks/projects at one time while remaining flexible in meeting everyday job demands. Century 21 Lois Lauer, February 2004 – February 2005 Executive Administrative Coordinator/Recruiter

• Maintains calendar, rescheduling and prioritizing as needed, being aware of time lines needed to prepare for meeting.

• Coordinates and arranges conferences, travel appointments and meetings

• Provides back-up and executive support to the Realtors;

• Prepares correspondence, reports, forms, and other documents in support of the Realtors, Office Manager and Clerical Staff.

• Prepare overview minutes of all meetings.

• Acts as a liaison between clients and staff to ensure that transactions are smooth.

• Provides frequent assistance in person or over the telephone, which requires a high degree of tact, technical knowledge and confidentiality.

• Performs a variety of clerical duties in support of the department including filing, preparing purchasing orders and check requests; preparing and processing expense reports; processing out going and in-coming mail; ordering and maintaining office supply inventory.

• Running errands such as delivering payroll, picking up clients to view homes etc

• Performing other related duties and special projects as assigned utilizing Microsoft programs such as Word, Excel, PowerPoint, Publisher, Outlook and Visio.

• Heavy Phones (15 incoming lines), Filing (Alpha & Numeric) faxing, typing correspondence to simplify procedures, interfacing/greeting with clients daily (Customer Service).

• Other clerical and administrative duties as requested/needed. County of Riverside – DPSS/CPS GAIN Division, February 2001 - February 2004 Executive Secretary/Administrative Assistant

• Maintain executive’s agenda and assist in planning appointments, taking minutes for the board meetings, setting up the conferences room, ordering lunch etc.

• Attend meetings and keep minutes

• Receive and screen phone calls and redirect them when appropriate

• Handle and prioritize all out going or incoming correspondence (e-mail, letters, packages etc.)

• Make travel arrangements for executives

• Handle confidential documents ensuring they remain secure

• Prepare invoices or financial statements and provide assistance in bookkeeping

• Monitor office supplies and negotiate terms with suppliers to ensure the most cost-effective orders

• Maintain electronic and paper records ensuring information is organized and easily accessible

• Conduct research and prepare presentations or reports as assigned Option One Mortgage, October 1997 - February 2001

Jr. Loan Counselor

• Gathering information for the loan application

• Evaluating credit histories for applications

• Collecting data from clients such as their assets, salaries, debts and employment status to fill in information for the loan application

• Researching and correcting mistakes in applications for clients

• Reviewing file documentation for missing or erroneous information

• Meeting loan application deadlines

• Assisting Loan Officer with requests and tasks needed to complete and process applications

• Unit Secretary/Administrative Assistant II –

• Providing Administrative support to a team of 50 Loan Counselors. Which consist of creating & maintaining existing reports, flyers, presentations, flow charts and brochures etc. utilizing Microsoft programs such as: Excel, Access, Word, PowerPoint, and Publisher.

• Inter-facing with Upper Management and Asset Control Unit Staff daily. Acting as a liaison assisting customers with immediate needs when the Project Manager and/or the Project Administrators are not available.

• Other clerical and administrative duties as requested/needed. Baker Tanks, January 1993 – December 1997

Marketing Representative/Receptionist

• Providing Marketing and customer support for all 34 Baker Tanks branches within the Western Region.

• Preparation of trade shows, organizing road trips, making reservations for Sales Representatives. Which consist of creating & maintaining existing reports, flyers, presentations, flow charts and brochures etc. utilizing Microsoft programs such as: Excel, Access, Word, PowerPoint, and Publisher.

• Preparing check request, maintaining an accurate and effective database working closely with the Director, VP and the Manager of Marketing division daily or when called upon.

• Calendaring for (35) thirty-five, Sales Representative and the Marketing Staff (5)

• Inter-facing with the President, Executive, Management and Sales Staff daily.

• Other clerical and administrative duties as requested/needed. Education

High School Diploma - John F Kennedy High School, Mission Hills CA (Graduated) 1982 Cal State Northridge University, Business Administration & Mgmt. 1982-1983 Mt. San Jacinto, Business Administration & Mgmt., 2022-2023

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