Administrative Assistant

Professional Summary

Executive Assistant with **+ years administration, customer service and project management experience. Excellent problem-solving skills with strong attention to detail. Ability to wear multiple hats and effectively/efficiently juggle a wide range of responsibilities while adapting to change. Able to efficiently operate under pressure, react with appropriate urgency, and take effective action with little or no guidance. Exceptional organizational and time management skills, which allows accurate prioritization and execution of tasks to meet deadlines. Proactive approach to recognizing department needs, solving problems and anticipating issues. Individual with excellent judgement who works well independently or as a team player while maintaining a “can-do” attitude. Hard working with excellent interpersonal skills; able to think and communicate clearly with stakeholders as well as under pressure. Excellent written and verbal communication skills; Ability to communicate professionally with all levels of management. Able to process highly confidential and critical information on a routine basis with discretion and integrity. High ethical standards, with high professional integrity at all times and a reputation for exceeding expectations.

Expertise Includes:

Complex Calendaring • Heavy Travel Planning • Process Implementation • Project Management

• Event Coordination/Planning • Executive Administration

Skills:

Microsoft Word • Outlook • Excel • Docusign • Paylocity/ADP • Hubspot • GoFormz • pdSiteLink

Professional Experience

Ross Stores, Inc.

Dublin, CA

Real Estate Coordinator

7/2023-Present

●Responsible for timely verification, assemblage, and preparation, of all leases and exhibits, subleases, amendments, waiver documents and broker agreements for execution. Makes decisions regarding document text and layout to ensure that it meets ROSS and legal standards. Direct Administrative Assistant to copy and assemble documents and reviews for accuracy. Compile, proofread and verify all legal documents for Regional Vice President, Group Vice President, Senior Vice President and Executive Vice President.

●Update specified areas of Site Link under their responsibility, including understanding and obtaining the proper legal documentation to support such changes. Verifies, manages and updates Site Link Data for all open and to be opened stores within Senior VP, Group VP, Regional VP, VP and Director’s area of geographic responsibility including monitoring of new stores by opening window, project type, project assignment, and verification of information data accuracy.

●Manage five-year planning review meetings for Senior VP, Group VP, Regional VP, VP and Director, which includes making decisions on scheduling, event planning, and negotiating contracts with outside vendors on behalf of ROSS.Submitted travel and business-related expenses for assigned executives ensuring accurate and timely processing of reimbursements.

●Responsible for maintaining current knowledge of and tracking the flow of all legal documents that are in process. Negotiate with landlords to resolve any conflicts regarding execution and finalization of documents.

●Act as the liaison between Ross and its Landlords regarding matters concerning the finalization and execution of lease documents, lease amendments, sublease documents, waivers and letter agreements.

●Compiles and verifies all information for architectural and construction coordination after the executive real estate committee meetings and directs Administrative Assistant to disseminate information to Vice President of Construction.

●Coordinates travel for Senior VP, Group VP, Regional VP, and Directors including all preparation of conflict due diligence, and hotel/car bookings for all planned NetJets travel.

●Assist management in completing special projects

●Prepare Travel Expense Reports for Senior VP, Group VP, Regional VP, and Director’s approval.

●Compiles and verifies all information for architectural and construction coordination after the executive real estate committee meetings and directs Administrative Assistant to disseminate information to Vice President of Construction.

BEI Construction, INC

Alameda, CA

Human Resource/Executive Associate

5/2022-4/2023

●Managed and maintained calendars and schedules for assigned executives, including arranging meetings, ensuring adequate preparation for meetings, and recording meeting minutes and distribution of action items as necessary

●Maintained and ensured the integrity of corporate documents, materials, and records

●Arranged and managed travel schedule and logistics (flight, ground transport and hotel reservations) for employees

●Submitted travel and business-related expenses for assigned executives ensuring accurate and timely processing of reimbursements

●Prepared general correspondence, documents, and presentation materials to support internal and external meetings and events

●Coordinated and scheduled candidate interviews

●Assisted in the creation of offer letters for new hires including sharing of benefits information and related documents and maintained personnel files

●Completed internal payroll paperwork to support employment transactions for new and existing teammates (new hire data form, change of status, etc.)

●Onboarding paperwork for new teammates that ensures compliance with federal and state regulations ad company best practices. Successfully assist teammates in the completion of I-9s and other necessary paperwork

●Processed termination of employment

TOYOTA MATERIAL HANDLING

Livermore, CA

Executive Assistant to President, COO and Human Resources

2/2017-5/2022

●Assisted Chairman, President and COO with daily projects and manage their calendars

●Assisted Human Resources Manager and Director with day-to-day HR related responsibilities

●Managed all domestic and international travel for executives, as well as entire company

●Managed GoFormz for all Sales and Product Service Reps

●Reviewed expense reports, PCard usage and submit for approval

●Planned and coordinated all company meetings and events

●Responsible for company apparel, promo items, special orders for events

●Responsible for ordering office supplies company-wide/4 branches

●Recruiter for Service Technicians at all 4 branches

●Onboarded new hires; orientation, new-hire packets, I-9 completion, uploading information into Paylocity

●Maintained employee files in Paylocity and personal files

●Processed and managed all workers comp and insurance claims

●Maintained fleet; insurance, registration and any changes/updates for drivers

●Requested Certificate of Insurance for all companies

●Single point of contact for all building issues and maintenance

●Responsible for assisting any special projects for departments throughout the company

ALPINE AWARDS

Union City, CA

Customer Service Representative

9/2014-2/2017

●Assisted walk-in customers with placing award orders

●Proofread all orders for accuracy

●Managed orders to be completed in a timely manner and complete rush orders when needed

●Followed up with customers to ensure they have their awards on time

●Timely and correctly processed large orders which consist of +500

●Processed all payments and timely submitted to accounting

FAIRN & SWANSON, INC.

Oakland, CA

Customer Service Representative

10/2012-12/2013

●Accurately, timely and efficiently processed orders

●Managed customer complaints/issues and resolved in a timely manner

●Confirmed orders, and coordinated with customers/purchasing/warehouse to meet shipment deadlines

●Provided additional support to Customer Service Representatives as needed

CHILD CARE LINKS

Pleasanton, CA

Resource & Referral Specialist

7/2003-6/2011

Administrative Support

●Assisted the Executive Assistant and the Executive Director

●Maintained heavy calendars

●Scheduled and coordinated department and client meetings/appointments

●Created purchase orders and maintained an inventory of required office items

●Received/tracked all payments and record/maintain spreadsheet

●Provided data points for multiple departments to determine metrics and trends

●Coordinated monthly department team building events

●Volunteered for VITA (tax returns preparation)

●Volunteered for support groups and community events

Additional Duties

●Hosted and was responsible for the monthly new licensing orientation for 20-30 potential family child care providers

●Assisted potential providers throughout the entire licensing process

●Created and maintained family and child care center provider records using NACCRRAware

●Maintained 386 family and child care center files

●Ensured all provider information was current and up to date

●Attended quarterly Resource & Referral conferences

●Assisted with Community Services Department trainings

●Organized all fundraising events

●Received and resolved participant calls concerning child care needs/issues; provided families with referrals

●Collected, distributed and ran the Tri-Valley providers annual surveys and provided results

●Created and submitted quarterly reports for cities, county and state

●Provided information to the California Referral Network for quarterly state mandated reports

●Created the bi-monthly child care provider newsletter "Clues & Cues" for county and service area distribution

COAST ALUMINUM & ARCHITECTURAL, INC.

Hayward, CA

Human Resources Assistant

5/2000-7/2003

●Advised company president of law changes affecting Human Resources

●Maintained heavy calendars

●Scheduled and coordinated department, client meetings/appointments and company functions/special events

●Coordinated safety meetings and took minutes

●Handled entire process of recruiting/onboarding duties - prepared job descriptions, posted open positions, conducted telephone screening of applicant, scheduled interviews, processed reference checks and processed employment applications, created materials and conducted all new hire orientations

●Handled entire off boarding process

●Handled entire process for any workers compensation claims

●Prepared and maintained OSHA log

●Coordinated temporary employment through agencies

●Maintained and ensured all employee files were current and up to date

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