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Executive Assistant

United States
November 08, 2009

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Experienced diverse professional Executive Assistant and Administrative Assistant, proficient of handling complex and diverse administrative duties and produce exceptional top quality work. Self-motivated and proactive “take-charge” in demonstrating interest in taking initiative, anticipating needs, carrying projects through to completion with minimal direction, and working with a high degree of urgency. Strong team player who is reliable, dependable, and resourceful, as well as, promoting and practices teamwork to achieve goals. Flexible attitude, strong work ethic, cost-conscious and results-driven. Exceedingly well organized with strong decision-making ability as well as attention to detail and follow through skills. Possess the ability to identify and resolve problems in an efficient and timely manner. Work efficiently and effectively in a fast-paced environment and consistently prioritize multiple tasks to ensure deadlines are met accordingly. Handle pressure well in meeting administrative challenges. Exhibits professionalism in all interactions with a high degree of trust with confidential and sensitive information. Supports the visions and values of the company and importantly commit to quality services.


EXPERIENCE: Administrative Assistant II

5/2006 – 7/2009 Capital Group Brea, CA

• Handle sensitive matters with a high level of confidentiality and discretion

• Identifies means to improve processes and procedures

• Strong ability to handle and adapt to shifting situations and priorities

• Ability to identify and resolve problems in a timely manner

• Analytical and strategic thinking skills

• Manages multiple priorities and special projects to ensure deadlines are met

• Possess positive attitude and flexibility in environment of tight deadlines, frequent

interruptions, changes, and unexpected events.

• Research ways to help company improve and implement changes

Emphasis “Go Green” (examples: use china instead of paper product for meals, energy

saving lights, serve water from pitcher instead of bottled water)

• Cost conscious research to save company dollars

(examples: business travel, office supplies, meal plans)

• Serve as a department focal point for a wide range of departmental and

company policy information, administrative contact, questions, issues, etc.

• Coordinate all domestic and international travel arrangements and agendas

• Proactive in managing calendar schedule conflicts and changing requirements

• Process travel reimbursements including expenses and vouchers

• Maintain records of vendors and process invoices

• Create and modify documents, reports, flowcharts, graphs, spreadsheets, etc.

• Crossed trained (HR, trouble shoot office equipment, space and move planning, etc.)

• Establish and maintain files and other department resources

• Manage and track Training personnel, schedule, calendar, and conference rooms

• Perform other functions, as business needs dictate

EXPERIENCE: Executive Assistant

6/1998 – 12/2005 Los Angeles Times Los Angeles, CA

• Serves as an executive assistant to the General Manager, Executives and staff

• Established and maintained excellent working relationships both internally and externally

• Center point of contact for resources and assistant to the organization

• Able to handle confidential and time-sensitive information with discretion and independent judgment

• Adapt to changes in the work environment, capable to manage competing demands and ability to deal with frequent change, delays or unexpected events

• Work effectively under pressure in meeting deadline situations

• Ability to identify and resolve problem

• Schedule and maintain calendar of appointments, meetings, and outside events

• Plan and coordinate conference calls and offsite meetings

• Coordinate travel arrangement domestic and international

• Handle departmental expenses, invoice processing and P-Card

• Process and maintain expense reports

• Generate and prepare reports (examples: phone calls, dept. head count, attendance)

• Create and modify presentations, documents, spreadsheets, etc.

• Type letters, memos, reports

• Prepare correspondence and edit documents for grammar and punctuation

• Takes and transcribes dictation and meeting minutes

• Cost conscious research (examples: travel deals, office supplies, publication)

• Order and maintain office supplies and firm publications

• Prepare and maintain departmental information

• Provide back up support to Executive Assistants

• Handle and process payroll for the several departments

• Reorganize the department’s filing system to facilitate document retrieval and minimize time searching for files

• Manage the annual Strategic Planning binder report documents for assembling, printing and production (binding, collating, quality checking, packaging, shipping, etc.)

• Data Entry skills


Santa Monica College Santa Monica, California

Associate of Arts Degree

AA in Business

SKILLS: Microsoft Office Metrics that Matter

Microsoft Outlook CONVENE

Lotus Notes Extensity

Organization Charts (software) Payment Net (procurement card)

PeopleSoft Same Time (communication)

SAP Internal and External Internet


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