Administrative Assistant
Resume:
Cynthia Ann Richards
North Hollywood, California
********************@*****.***
LinkedIn: http://www.linkedin.com/pub/cynthia-ann-richards/12/747/4b0
SUMMARY
Administrative Assistant with strong skills in organization, analysis, time management, executive functions and information management. Seeking a challenging position in a fast-paced company, utilizing a broad range of skills and past experience.
A highly regarded professional who is reliable, energetic, adaptable, efficient, motivated, team player. Strong experience with Microsoft Word, Excel, Power Point, Outlook. Extensive background in event planning, travel, ergonomics, office organization, and project management. Capabilities include:
Organizing complex schedules for directors and vice presidents and managed domestic and international travel while maintaining individual and corporate confidentiality.
Clear and concise communication with colleagues and clients.
Coordinating large events/meetings of 1000+.
Onboarding contractors, vendors and suppliers, including opening PO’s and enabling smooth workflow and resolving communication issues.
Prepared and processed expense reports for directors.
Producing daily, weekly, monthly and quarterly metric reports (Excel, Power Point and Word).
PROFESSIONAL EXPERIENCE
Virtual Assistant, North Hollywood, CA 2010-Present
Independent Contractor
•Primary gatekeeper and liaison to partners, staff and vendors.
•Conserved client’s time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications and maintain social media sites.
•Maintained and managed extremely busy work and personal calendars by planning and scheduling meetings, conferences, teleconferences, and travel itineraries.
•Maintained customer confidence and protected operations by keeping information confidential.
•Managed expense reports.
•Developed and maintained strong working relationships with various business contacts.
•Managed maintenance of households, which included supply inventory, housekeeping, maintenance and contractors.
•Accompanied clients on tours, business trips and personal travels.
Administrative Assistant, Chatsworth, CA 2008-2010
VR3/Luna Imports
•Welcomed guests and customers by greeting them, in person or on the telephone; answering or directing inquiries.
•Responsible for all corporate office support, to the Operations Manager, Sales, Marketing Manager, Human Resources Manager, Customer Service and back up Assistant to the CEO.
•Provided office support such as, distributing mail, filing, faxing, photo copying, scanning and tracking, documents, data entry, customer service and word processing.
•Maintained customer confidence and protected operations by keeping information confidential.
•Maintained office supplies and inventory by checking stock to determine inventory level; anticipating needed supplies; evaluating new office products; placing and expediting orders for supplies; verifying receipt of supplies.
•Ensured operation of equipment by completing preventive maintenance requirements; following manufacturer's instructions; troubleshooting malfunctions; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques.
•Contributed to team effort by accomplishing related results as needed. Assisted with products, descriptions, instructional videos, brochures and website content with Marketing and Sales.
•Provided historical reference by developing and utilizing filing and retrieval systems; recording meeting discussions.
•Worked with the CEO to make sure that websites showed proper information and that inventory was ready for sale.
•Monitored competitor’s websites and made sure that copy-rights and contacts that were signed were correct per company policy and gave weekly reports to CEO.
•Under general supervision, exercised some judgment in accordance with well-defined policies, procedures, techniques.
•Demonstrated basic knowledge of a technical or specialty area; readily learned and applied new information/concept in area of practice.
•Coordinated events.
•Worked with the accounting department and made bank deposits.
Cynthia Richards
Page Two
Makeup/Special FX Artist and Personal Assistant, Hollywood, CA 2006-2008
Independent Contractor
Worked with Writers, Directors, Producer’s and Actor’s on Films, TV and Special Events.
Personal Assistant to countless actors.
Escrow Assistant, Pleasanton, CA 2001-2006
First American Title Company and Chicago Title Company
•Ensured that all transactions were opened and all required work was correct and done properly and in a timely manner.
•Ensured that all residential real estate loans were processed and closed expediently and error-free so that the reputation of the company was perceived as the best choice in the communities we serve.
•Maintained contact with all loan transaction parties (customer, mortgage loan originator, realtor, etc.) on a consistent and recurring basis, during a transaction, which meets or exceeds that parties expectations and loan approval guidelines.
•Ensured that all communications were entered into files.
•Assembled funding packages with all documentation required for funding to lender.
•Ensured that all funds were correctly calculated and that all debts/expenses, were accounted for and met the lenders guidelines per written instruction.
•Ensured that funds were in place and coordinated with all applicable departments for closing and approval to record.
•Assembled final write up and sent the recording package to the recording desk with said County.
•Requested all funds and closed files with disbursements to all parties and sent files to storage.
•Administrative assistant for the branch manager ordering office supplies and maintained office equipment.
Executive Administrative Assistant / Project Coordinator / Event Coordinator, Palo Alto, CA 1999-2001
Sun Microsystems, Inc.
•Managed heavy scheduling of multiple upper Vice Presidents, Directors and Managers calendars and managed all aspects of domestic and international travel for staff.
•Requested by the CIO to be the Executive Administrative Assistant back up and support his Executive Administrative Assistant for special projects and when she was on vacation or ill.
•Maintained and managed extremely busy calendars by planning and scheduling meetings, conferences, teleconferences, travel, preparing agendas, presentations and handouts.
•Had Accountability of Divisional Goals, Projects and Reports for Corporate IT Directors, Vice Presidents and the CFO.
•Managed confidential and security related materials.
•Collaborated and strategized with team leads worldwide regarding scope of work and responsibilities across departments to ensure successful delivery of projects on time and within budget.
•Prepared and processed expense reports.
•Organized the first Bay Area Jam (Job & Application Manager) and Worldwide IT Conference for Sun Microsystems. These three-day events involving speakers, staff, food conference rooms, activities, hotel, transportation, supplies and many other details.
•Organized a Promotion Ceremony for a Lieutenant Colonel who worked at the White House. The President of the United States was also invited and many other officials of the White House Staff.
•Interacted with High-level Executives and Staff with our Company and with other Corporations.
•Developing and maintaining strong working relationships with various business contacts.
•Coordinated and administrated a major office relocation of 250 plus people.
•Managed and coordinated assignments with Interns.
•Maintained office supplies inventory, anticipating needs, evaluating new products, placing and expediting orders, verifying receipt.
•During the time of the September 11 attacks, helped organize two-man teams to drive extra computers and office equipment to New York. Helped other companies get back up and running, including the New York Stock Exchange.
AWARDS AND REFERENCES
•Achievement awards for Supreme Sun IT Goal Coordination and coordinating a move of 250 in record time.
•Achievement awards for organizing the first Bay Area JAM (Job & Application Manager Conference).
•Nominated for Super Star Awards for outstanding assistant and outstanding customer service.
•Extensive letters of recommendation available upon request.
EDUCATION AND CERTIFICATES
•SunU, Palo Alto, CA / Certificates in Office Organization and Information Management / Project Management/ Scheduling and Event Planning.
•Woodbridge Senior High, Woodbridge, VA / Graduate
VOLUNTEER EXPERIENCE
•2010: Spirit of 1945 Veterans, San Diego, CA / Makeup Artist and Stylist
•1995–Present: Next Generation Swing Dance Club, San Francisco, CA / Past President, Vice President and Event Coordinator
•1989–1990: Alameda County Special Olympics, Alameda, CA / Special Event Director
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