Executive Administrative Specialist for Davis Role

Pam Fischer

Vacaville, CA ***** 707-***-**** **********@**.***

EXECUTIVE ADMINISTRATIVE ASSISTANT

Diplomatic, tactful Administrative Professional offering expertise as the primary point of contact between executives and internal / external customers, receiving calls, taking messages, routing correspondence, and handling an executive’s requests and queries appropriately. Innovative, agile-thinking business partner, effective communicator, and dynamic project manager known for providing personalized support in a well-organized and timely manner, arranging meetings / events, making travel arrangements, and producing needed reports, presentations, and briefs. Collaborative leader with demonstrated successes in directing cross-functional teams to deliver process improvements, streamlined efficiencies, optimized profitability, and the attainment of company goals.

CORE COMPETENCIES

Travel Arrangements Meeting / Event Planning Customer Relationship Management Compliance Best Practices Continuous Process Improvements Budgeting Forecasting Reporting Analytics Metrics Training Performance Development Research Documentation Audits Accounts Payable Accounts Receivable General Ledger Payroll Operations Supervision Interviewing Onboarding

TECHNICAL PROFICIENCIES

Microsoft Office / Word, Excel (Intermediate to Advanced Skill level), PowerPoint

EXPERIENCE

Valero Benicia Refinery, Benicia, CA April 2021 – April 2026

Executive Administrative Assistant

Provided secretarial and administrative support to Plant Manager, Director of Community Relations and Refinery Leadership team.

Managed executive calendars and appointments and scheduled Refinery Management meetings.

Managed the budget for Community Relation donations, processed checks and distributed to charitable agencies.

Conducted meeting and event planning for refinery wide lunches and annual Holiday Party.

Responsible for corporate credit card to pay for supplies, events and various on-site lunches. Submitted monthly expense report to account for all expenditures.

Created powerpoint presentations and handouts for executive visits and refinery meetings.

Marshalls, Fairfield, CA September 1992 – January 2020

Financial Analyst / Administrative Assistant

Provided secretarial and administrative support to Senior VP and AVP of Operations. Managed, analyzed, and provided reporting for sales, payroll, expenses, and key performance indicators to Executives and Field teams.

Managed executive calendars and appointments. Scheduled team meetings with remote offices.

Booked complex travel arrangements with multiple city locations for executives, candidates, and store management.

Conducted meeting and event planning for Zone / Executive teams at internal and external venues.

Prepared meeting agendas and compiled meeting notes.

Answered incoming telephone calls with a high level of customer service. Routed to appropriate team member.

Composed correspondence to store teams, vendors, and customers.

Assisted with new hire process and onboarded new associates.

Pam Fischer **********@**.*** Page Two

Marshalls, Fairfield, CA (continued)

Responsible for email and telephone communication with 30 District teams – operational directives, payroll action plans, and project clarification and direction.

Designed and distributed weekly and monthly reporting to provide a snapshot view of results for business-driving strategies and key focus areas. Prepared Quarterly Business Reviews.

Extensive work in excel for all reporting—pivot tables, vlookup, and compiling data from multiple sources.

Provided office support including filing, ordering supplies, recycling, computer and telephone updates, and communication with landlord for building maintenance. Also, Supported Field and store teams with challenges of building repairs, trash services, supplies, licensing, etc.

Processed expense reports for reimbursement. Managed Field travel budgets and monitored spending to budget.

Adjusted and finalized annual budgets for controllable expenses for field offices and stores. Tracked and monitored results to budget monthly.

Validated accuracy of purchase orders and processed vendor invoices for services and product.

Trained individuals on new software and reporting procedures via conference calls and meetings.

Processed monthly journal adjustments for the General Ledger entry as needed.

Served as a resource for Corporate and the Zone team for problem solving and projects.

Simplified payroll reporting processes.

Planned and managed monthly labor budgets, and weekly / monthly tracking of results in a fast-paced office environment, supporting 30 Districts, 358 stores, and 3 Regional offices.

Sierra Spring Water Company, Sacramento, CA July 1980 – February 1992

Customer Service / Accounts Receivable Manager

Utilized extensive supervision, administrative and accounting management skills to manage quality communications and customer support, resolving billing questions, reconciling account ledgers, and collecting timely payment (over 3,000 calls monthly).

Managed accounts receivable team to process billing and manage exception calls for as many as 50,000 customer accounts monthly.

Selected, trained, and supervised as many as 15 associates to staff the call center team.

Cross-trained and provided back up for sales and delivery service telephone calls.

Created a training manual that improved new personnel orientation and knowledge of company operating procedures.

Designed new programs with the IT department to improve the billing process and statements to simplify billing.

Met with large volume customers to improve processes and resolve billing challenges.

Developed procedures for ordering, shipping, and billing of resale orders, accounting for more than $8 million annually.

Directed an internal task force to analyze and assimilate accounts receivable records of more than 10 acquired companies.

EDUCATION

High School Diploma, General Education

Highlands High School, North Highlands, CA

ACCOMPLISHMENTS

Supervised and developed multiple customer service and administrative associates.

Developed chain report for a review of key business drivers.

Participated in Big Brother Big Sister Workplace Mentoring Program.

Mentored teens at Boys Republic - job search and interviewing skills.

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