Administrative Assistant Project

Tish Peterson *** North **th Street

San Jose, CA 95112

408-***-**** **************@*****.***

Summary: A dynamic and analytical thinker with a proactive, “can do” attitude who understands the value of being a strong team player and a leader who can adjust to changes easily.

Experience:

Fehr & Peers Traffic Consulting – San Jose, CA

Project Assistant (September 2008 – January 2011)

Answered phones and greet customers

Maintained office library

Created, maintain and archive electronic and paper files and maintain network drive organization

Maintained project and proposal files (hard copies and electronic)

Performed project qualification searches

Inserted project write ups into AWARD

Entered project data into Vision Accounting system

Retrieved, sort and distribute incoming mail, faxes and packages

Sent out outgoing mail via overnight courier or messenger service

Distributed paychecks and expense checks

Maintained office and kitchen supplies

Prepared quarterly backlog report

Maintained staff loading

Ran reports in Vision accounting system (billing report, AR trial balance, billed time expense)

Approved vendor invoices and maintain equipment contracts

Created timesheet change forms, project close forms, new project setups

Maintained petty cash and reconcile monthly statements

Made AR calls and updated AR notes in Vision

Sent invoices to clients

Coordinated property management communications

Organized, prepare and maintain emergency binder, notices, serve as floor warden

Coordinated office lunches, meetings, office parties

Report and proposal support and reproduction

Maintained all marketing collateral

Logged and track all contracts

Distributed and track RFP’s

Coordinated office events (Friday goodies, employee birthdays, office parties)

TY Lin International – San Jose, CA

Office Administrator (August 2005 – September 2008)

Scheduled meetings for department (CELSOC, client and internal)

Ordered all office supplies

Maintained all master files, project files, flat files and accounting files for engineering projects

Renewed all insurance certificates for County and City contracts

Provided word processing support on proposals, contracts, technical memos to clients

Sent all email announcements to departments

Worked with accounting to send out invoices, cash receipts for projects, cash projection reports, AR aging reports, timesheets and expense reports

Followed up on contracts, amendments and sub agreements

Maintained timesheet labor transfers for projects

Scheduled travel arrangements, hotel and car reservations (international and domestic)

Answered multi line phone system

Scheduled company events (Holiday Luncheons, birthdays)

Maintained all project filing (CD archiving, filing)

Maintained and reconcile petty cash

Setup new hire computers and printers

Fujitsu America – Shared Services Division, Sunnyvale, CA

Administrative Assistant (March 2000 – August 2005)

Provided support to the Executive Vice President/General Manager of Fujitsu America and North American Shared Services

Provided support to 75 employees in Sunnyvale and Texas locations

Scheduled meetings for departments (Leadership meetings, Investment Committee meetings, HR Steering Committee meetings)

Maintained all upper Management Calendars

Worked with Benefits Department to update Medical Plan Documents for the internal/external websites

Created and tracked expense reports, purchase requisitions, request for payments

Sent general email announcements to departments

Scheduled travel arrangements (international and domestic)

Ordered / tracked office supplies for departments

Update department contact information

Coordinated Benefits Annual Meeting

Maintained Budget binder for Chief Operating Officer

Supported Finance, Travel, HR, Procurement and Accounting

Compuware Corporation, Campbell, CA

Executive Assistant (Sept. 1994 – March 2000)

Provided support to the Director of Business Support and a staff of 75 employees

Logged and sort all timesheets and paychecks for three California offices

Worked closely with the Corporate Office to track hourly employee hours

Created and track expense reports, purchase requisitions, request for payments, etc.

Scheduled travel arrangements

Managed Employee Recognition Program and Team Building events

Worked with finance team logging invoices, purchase requisitions, etc.

Setup new hire computers and printers

Reinhardt, Werba, Bowen, Saratoga, CA

Seminar Coordinator / Graphic Artist (June 1993-Aug. 1994)

Managed coordination of all financial advisory seminars in numerous cities

Maintained client database

Maintained customer packets for seminar distribution

Designed company financial brochures and templates

Assisted Portfolio Managers in collating tax information

Capo Corporation, Santa Clara, CA

Administrative Assistant / Graphic Artist (June 1987 – June 1993)

Provided support to the sales lead

Ran warehouse function

Entered customer orders

Closed out customer data base and provide sales reports on a daily basis

Managed and design company / customer newsletters, sales brochures, ads, etc.

Education: San Jose City College, San Jose, CA

General Education

Computer

Skills: Microsoft Office. SmartTerm 420 for Windows, Version 4.0, Time Information System – Timesheets, Vax System Customer Reports, PageMaker 6.0, Photoshop, Ontime Scheduler

Heat Database, Mircostation, Deltek Financial Management System, Deltek Award System, Vision Accounting System

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