Over 14 years of administrative level experience, working with Executive Directors, principals, teachers, parents, students, and the public. Organized, with exceptional ability to handle simultaneous projects and meet deadlines effectively. Excellent interpersonal skills, phone manner, office etiquette, both written and verbal Demonstrated expertise in various computer programs related to school operations. Quick learner, adapting easily to many protocols and changing environments. Driven Executive Assistant adept at developing and maintaining detailed administrative and procedural processes that reduce redundancy, improve accuracy and efficiency and achieve organizational objectives.
Skills
50 WPM typing speed
Excellent communication skills
Accurate and detailed
Excellent planner and coordinator
Works well under pressure
Travel administration
Conference planning
Flexible
Articulate and well-spoken
Customer service-oriented
Flexible
Social media knowledge
Payroll
Invoice processing
Advanced clerical knowledge
Project planning
Work History
Executive Assistant01/2013
to 01/2014 E.C. Reems Academy of Technology & Arts Charter School – Oakland,
CA
Provided all office support to Executive Officer and Principal.
Restructured and established office procedures for school.
Communicated with parents, daily regarding the status of their children and school issues, composed and sent out monthly newsletter and meeting notices.
Using Power School program maintained accurate student attendance, immunizations, bilingual, and student demographic information for Calpads.
Worked with outside entities to assure that all financial obligations were met for school operations.
Attended monthly board meetings took minutes as necessary.
Planned fund raising events involving community and school.
Created expense reports, budgets and filing systems.
Managed the CEO's complex and frequently changing travel arrangements and coordinated the pre-planning of trips.
Managed external contacts for CEO and kept track of periodic communication needed for priority contacts.
Created expense reports, budgets and filing systems.
Conducted research to prepare, gather and proof briefing materials, agendas and decks for all executive-level meetings.
Developed and maintained an alert system for upcoming deadlines on incoming requests and events.
Greeted visitors entering the office, determined the nature and purpose of visit and directed them to the appropriate destination.
Processed travel expenses and reimbursements.
Assisted with team building initiatives and overall support for maintenance of organizational culture and employee morale.
Researched, proposed and implemented vendor services to decrease costs to organization.
Directed administrative functions for the directors, principals, consultants and key managers.
Distributed company-wide announcements, booked conference rooms and coordinated catering for annual staff development forum.
Located and attached appropriate files to incoming correspondence requiring replies.
Tracked and maintained monthly and year end vendor rebates.
Coordinated dealer visitations, company special events and other employee morale functions.
Developed and maintained an internal client filing system.
Technical Skills Assistant01/2004
to 01/2013 Oakland Unified School DistrictCrocker Highlands Elementary School – Oakland,
CA
Worked with three
different principals in a six year period, providing all office support.
Maintained accounts and
check book for expenditures of subsidiary fund.
Using new computer system
IFAS worked with principal and district budget personnel to set up and
maintain school budget, ordered supplies, set up supply schedule, and made
sure all expenditures for the school were paid for on a timely basis.
Interviewed outside
vendors to set up working accounts for purchase of equipment and supplies.
Maintained “Bins and
Binders” according to State and Federal guidelines assuring the school's
compliance.
Interviewed, supervised
and trained new office personnel when assigned.
Completed payroll
procedures bi-weekly, and maintained employee attendance and record
keeping.
Maintained accurate
student attendance, immunizations, bilingual, and student information.
Communicated with other
school site personnel to request and forward student academic information
between school sites.
Scheduled field trips
coordinating charter buses, entry fees, permission slips, etc,
Worked with Directors of
21st Century, Healthy Start, and Sports 4 Kids programs-
maintained budgets using OBARS updating to IFAS programs typing filing,
ordered supplies,
Communicated with parents,
students and staff, assisted with event coordination.
Ordered and distributed office supplies while adhering to a fixed office budget.
Managed office supplies, vendors, organization and upkeep.
Screened applicant resumes and coordinated both phone and in-person interviews.
Directed guests and routed deliveries and courier services.
Answered and managed incoming and outgoing calls while recording accurate messages.
Opened and properly distributed incoming mail.
Greeted numerous visitors, including VIPs, vendors and interview candidates.
Helped distribute employee notices and mail around the office.
Maintained a clean reception area, including lounge and associated areas.
Drafted biweekly time sheets for [Number] executives and employees.
Organized all new hire, security and temporary paperwork.
Assisted with event planning, including associated travel and logistical arrangements.
Obtained signatures for financial documents and internal and external invoices.
Coordinated, scheduled and arranged meeting and travel calendars, including business and social events.
Served as corporate liaison between the finance, IT and marketing departments.
Processed client rebate reconciliation, reporting and check requests.
Designed graphics for websites, logos and promotions for marketing purposes.
Managed all art and office supply needs for the art department.
Contributed to the creative process through original ideas and inspiration.
Researched drawings of characters and environmental elements for inspiration.
School Site Secretary01/1997
to 01/2004 Longfellow Elementary School – Oakland,
CA
Worked with three different principals in a six year period, providing all office support.
Maintained accounts and check book for expenditures of subsidiary fund.
Using new computer system IFAS worked with principal and district budget personnel to set up and maintain school budget, ordered supplies, set up supply schedule, and made sure all expenditures for the school were paid for on a timely basis.
Interviewed outside vendors to set up working accounts for purchase of equipment and supplies.
Maintained "Bins and Binders" according to State and Federal guidelines assuring the school's compliance.
Interviewed, supervised and trained new office personnel when assigned.
Completed payroll procedures bi-weekly, and maintained employee attendance and record keeping.
Maintained accurate student attendance, immunizations, bilingual, and student information.
Communicated with other school site personnel to request and forward student academic information between school sites.
Scheduled field trips coordinating charter buses, entry fees, permission slips, etc, Worked with Directors of 21st Century, Healthy Start, and Sports 4 Kids programs- maintained budgets using OBARS updating to IFAS programs typing filing, ordered supplies, Communicated with parents, students and staff, assisted with event coordination.
Data Coordinator01/1991
to 01/1997 Alta Bates Medical Center – Berkeley,
Ca
Crossed trained in all areas of Surgery Center including, Pre-op Testing, Surgery Day Care, surgery scheduling and surgery charge entry, patient intake, patient release.
Using hospital computer system worked with doctor's offices to schedule surgeries in Gastroenterology, Optomology, and Main operating room.
Worked with materials manager to research equipment and implant charges and entered into computer on a daily basis along with hospital charges.
Wrote the training manual for duties of charge entry operator at the time new computer program was implemented in hospital.
Travel Coordinator01/1984
to 01/1987 World Savings and Loan Association – Oakland,
CA
Worked with local travel agencies to arrange travel for bank employees attending meetings in.
other bank offices in and out of state.
Maintained and scheduled 10 pool cars on a regular basis.
for company use.
Education
Urban Fire Entrepreneurship Program: Small Business Ownership1 1989Oakland Adult School-
Oakland,
CASmall Business Ownership
AA: Apparel Design and
Merchandising1 1987Heald College of Business-
Alameda,
CAApparel Design and
Merchandising
Professional Secretarial1 1974Course-
San Francisco,
CAProfessional Secretarial
Diploma: Business/Art1 1972Polytechnic SDC High School-
San Francisco,
CABusiness/Art
E.C. Reems Academy of Technology & Arts Charter School
Oakland Unified School DistrictCrocker Highlands Elementary School
Longfellow Elementary School
Alta Bates Medical Center
World Savings and Loan Association
School Attended
Oakland Adult School
Heald College of Business
Course
Polytechnic SDC High School
Job Titles Held:
Executive Assistant
Technical Skills Assistant
School Site Secretary
Data Coordinator
Travel Coordinator
Degrees
Urban Fire Entrepreneurship Program : Small Business Ownership 1 1989 AA : Apparel Design and
Merchandising 1 1987 Professional Secretarial 1 1974 Diploma : Business/Art 1 1972
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