Project Coordinator; Executive Assistant

SUMMARY OF QUALIFICATIONS:

Administrative support professional with over 20 years experience working in fast paced environments demanding strong organizational, technical, and interpersonal skills. Highly trustworthy, ethical, and discreet; committed to superior customer service. Confident when interacting with individuals at all levels. Detail-oriented and resourceful in completing projects on time. Able to multi–task effectively while providing exceptional service to internal and external customers.

EDUCATION

DeVry University, Long Beach, CA

Bachelor of Science; Business Administration/Human Resources

Certified Professional Secretary (CPS)

TECHNICAL SKILLS:

Software Applications

• MS Word

• MS PowerPoint

• Visio • MS Project

• Excel

• MS Access • Outlook

• Lotus Notes

• Webex • MS Project

• Flowcharter

• Travel Manager

PROFESSIONAL EXPERIENCE:

8/2010 – Present (Part Time)

Administrative Assistant to Training Edge Solutions

Sheryl Sarpy, CEO Los Alamitos, CA

• Schedule training sessions with clients

• Coordinate travel and prepare expense reports

• Customize training material as needed to suite clients requirements

• Manage and organize conference calls, contact clients, and maintain projects database

• Process accounts payable, receive invoices, sort mail, and match to internal documentation

3/1999 7/2010 Boeing

Project Assistant C-17 Program, Long Beach

Project Management

Project Tracking – Assisted in coordinating project meetings while documenting issues, action items, user requirements, or deliverables from project meetings.

Performed a variety of project related activities, including: updating project schedules and plans, project communications, budget tracking, creating workflow diagrams,etc.

Familiarity in setting up and utilizing Share Point sites for department library

ADPE coordinator working closely with the IT department with ordering/moving phones and computers

Prepared documents and input information for Iron Mountain Storage; including requesting, returning, and determine whether documents need to be kept or dispositioned while ensuring data integrity

Gathers data to create reports and track performance.

Collects data from multiple sources using appropriate survey research or other data collection processes.

Administrative

Managed calendar and personal accessibility for Director

Coordinated and processed domestic and international business travel arrangements including research information needed for appointments, meetings, and business travel

Assisted in reconciling/verifying payments to corporate credit card charges to ensure timely and accurate reimbursement and collect/compile data to provide visibility of status for travelers review and/or signature

Processed and ensured security request for visitors/temporary badges for government customers

Ordered food from cafeteria for meetings

Safety coordinator for group

Created, edited and maintained electronic and written communication such as memos, reports, presentation, flow charts, and organization charts

Attended staff meetings and responsible for following up on action items based on commitments and deadlines

ADP coordinator: Ordering/moving phones and computers

Catering for meetings on-site and off-site

Assembled information for weekly status report and flow up to management

Tracked and maintains designated conference room schedules for availability and efficient use of resources

Focal point for on-site conference center including operating equipment and scheduling events

Provided back-up to other executive level office administrators

Ordered and maintains office supplies while staying within a $20m annual budget

Authorized and made paying invoices to Sparklettes Water for office water supply

Human Resources

Reported any staffing changes to engineering staff analyst for weekly report updates

Scheduled interviews and prepared paperwork for prospective employees

Prepared paperwork for performance appraisal process while ensuring timely delivery and return of performance appraisals

Coordinated and scheduled yearly mandatory training for employees

Effectively communicated and execute necessary changes to policies and procedures

Ran monthly and quarterly reports related to org structure, headcount, overtime, vacation, multi-state hours and other HR related data

11/96 to 3/99 McDonnell Douglas

Administrative Analyst C-17 Quality Assurance; Long Beach

• Prepared statistical packages for supplier meetings

• Processed data/graphics for risk analysis worksheets

• Coordinator and recruiter for training classes with internal support groups and suppliers

• Created and updated slides for class presentations utilizing PowerPoint and Excel software

• Maintained Access Database with vital information pertaining to suppliers

• Ordered supplies while keeping track of budget for department

• Maintained equipment such as laser printers, copiers and fax machines

• Liaison for engineers and internal/external suppliers

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