Executive Administration Assistant

Lubna Dib Al Amrat, Administrative Coordinator

Redwood City, 94063, United States, 530-***-****, ***********@*****.*** SUMMARY Detail-oriented and dependable Administrative Assistant with over 10 years of Experience supporting municipal Administration, executive offices, and working with the high level of seniors and management staff, financial operations. Experienced in public records management, accounts payable, accounts receivable, purchase order processing, payroll support, and financial documentation. Skilled in using Laserfiche, Caselle Financial System, DocuSign,

QuickBooks, and Microsoft Office to maintain accurate records and support city operations. Proven ability to provide excellent customer service to residents, vendors,

and internal departments while maintaining confidentiality and compliance with records

retention policies and government regulations.

WORK EXPERIENCE

04/2026 – Till Now Administrative & Payroll assistant, San Mateo County District (SamTrans)

• Managed executive calendars, meetings, travel arrangements, and office coordination

• Handled emails, calls, and correspondence with professionalism and confidentiality

• Prepared reports, documents, and maintained organized filing systems

• Processed payroll, including timesheets, wages, deductions, and data verification

• Resolved payroll discrepancies and responded to employee inquiries

• Supported onboarding/offboarding and maintained accurate employee records

• Assisted with daily administrative operations and cross-team coordination 06/2025 - 01/30/2026 Administrative Assistant Department Contractor, City Of East East Palo Alto

• Facilitated administrative support across multiple departments, including document preparation and data entry; assisted the City Hall Department with filing system scanning.

• Managed department inquiries professionally via phone, email, and team groups, demonstrating strong organizational skills in supporting the City Clerk.

• Maintained organized filing systems and ensured compliance with city procedures and records management, moving documentation from paper to digital formats by scanning and integrating into the Laserfiche system.

• Monitored and responded to social media messages and comments, forwarding communications to the appropriate departments in a timely manner.

• Juggled multiple responsibilities while maintaining attention to detail, discretion, and a professional front-office presence.

• Collaborated with the Police Department regarding purchase order and credit card billing and filing systems.

• Utilized the DocuSign and Caselle systems to process and follow up on invoices and financial reports.

03/2024 - 08/2024 Administrative Assistant, Dr. Richard F. Gravina M.D. Corp San Mateo

• Administered all aspects of office communication, ensuring prompt responses to incoming calls, thorough handling of correspondence, and meticulous maintenance of records and documentation.

• Coordinated schedules, facilitated work orders, and liaised with vendors to ensure timely repairs and maintenance, thereby ensuring seamless office operations.

• Oversaw inventory control for office supplies, placing timely orders to avoid shortages and interruptions in workplace efficiency; prepared, reviewed, and analyzed financial statements using QuickBooks.

• Managed billing processes and accounts payable and receivable; followed up on billing after customers received invoices.

• Compiled monthly reports on billing and financial expenses, both internally and externally.

01/2024 - 02/2024 Office Coordinator, Surrozen Inc. South San Francisco

• Oversaw the reception area, efficiently managing incoming calls directing them to the appropriate departments while providing a welcoming

• Streamlined accounting processes and implemented improvements that significantly reduced reporting errors and enhanced efficiency.

• Prepared tax filings and assisted with regulatory compliance as needed.

• Collaborated cross-functionally with operations and management teams to support financial planning and business strategy.

environment for visitors and guests.

• Monitored office inventory, ordering necessary supplies to ensure consistent availability for both operational and break room needs.

• Coordinated maintenance and repair schedules for office equipment, processing work orders and liaising with external vendors to guarantee timely service.

03/2023 - 10/2023 Administrative Assistant, Bayside Mechanical INC San Mateo

• Administered comprehensive administrative tasks to ensure efficient office operations, including maintaining inventory for office supplies and executing orders to meet organizational needs.

• Revamped office processes by developing and enforcing policies and procedures, which significantly enhanced workflow and system improvements.

• Facilitated internal and external communications, handled receptionist duties, coordinated meetings and schedules, and supported general accounting tasks such as mail correspondence and payroll data management, including timesheets and payroll follow-up for employee billing.

• Prepared, reviewed, and analyzed financial statements in accordance with GAAP/IFRS regulations.

• Oversaw functions related to general ledger, reconciliations, and month- end/year-end close processes.

• Managed accounts payable, accounts receivable, and ensured accuracy in payroll processes.

04/2022 - 09/2022 Customer Service Representative, Real Producer Market

Palo Alto

• Responded to incoming calls efficiently and directed them to relevant parties in a streamlined manner.

• Addressed customer inquiries via email and phone, ensuring high-quality service and support delivery.

• Assisted customers by addressing questions and explaining promotions and offers with consistent professionalism and courtesy.

•

04/2007 - 07/2018 Executive Administration Assistant, Rum and Gulf Company freight forwarder shipping

San Diego, Jordan

• Coordinated business operations and information collection for international import and export shipments, enhancing operational efficiency.

• Compiled monthly reports on air freight operations, supporting outdoor sales initiatives to drive business growth.

• Collaborated with the accounting department to ensure the accurate preparation of financial statements for management and customer review.

• Enhanced development initiatives for local and community-based organizations, improving their outreach and effectiveness.

• Prepared and analyzed monthly, quarterly, and annual financial statements in compliance with relevant regulations.

• Led month-end and year-end closing processes, ensuring accuracy and timeliness of financial reporting.

• Maintained and reconciled general ledger accounts, including accounts payable, accounts receivable, and payroll functions.

• Supported budgeting, forecasting, and variance analysis to aid management decision-making.

• Monitored internal controls, ensuring compliance with accounting policies and audit requirements.

• Partnered with auditors during both external and internal reviews, providing necessary documentation and explanations.

• Supervised and mentored junior accounting staff, reviewing their work for accuracy and efficient

EDUCATION

03/2003 – 03/2008 graduated from the Open University in UK

Bachler Degree in Business Administration

Major Management Information System

CORE GOVERNMENT COMPETENCIES

• DocuSign Workflow Processing Casella Financial System

• Purchase Order Processing share point

• Accounts Payable (AP) Accounts Receivable (AR)

• Payroll Support & Budget Monitoring Compliance & Audit Support

• Records Retention Policies Agenda & Meeting Coordination

• City Clerk Administrative Support Executive Calendar Management

• Interdepartmental Coordination Customer Service & Public Assistance

• Confidential & Sensitive Information Handling Municipal Administration

• Digital Records Management (Laserfiche)

TECHNICAL SKILLS

• Laserfiche Records Document Management Filling SystemsOffice Management

• Caselle Municipal Financial System Filing

• DocuSign Electronic Documentation Zoom meeting / Teams software

• QuickBooks Accounting Software Manage payroll

• Microsoft Excel/ Word /PowerPoint/ Adobe Email Correspondence

• Microsoft Outlook Email and calendar Office Management

• Financial & Document Data Entry Attention to detail

• Office Equipment Management Scanning / Fax/ Organizational skills

• Calendar and Schedule Appointment prepare for meeting

• Multitasking & Time Management Flexibility

L A N G U G E

A R A B I C N A T I V E

E N G L I S H F L U E N T ( R E A D I N G / WRITING / C O N V E R S A T I O N ) S P A N I S H B A S I C

Contact this candidate