Executive Assistant

Catherine Blair


Home Phone:  (510) 244 7972


eMail:  cktc56@yahoo.com


 


SUMMARY:   Senior Administrative Assistant with over 10 years providing high-quality administrative support to all levels of management and staff seeking a PERMANENT position that matches my skillset. 


 


SKILLSET



























  • Expert skills in Microsoft Office, particularly Excel




  • WebEx




  • SAP HR




  • GoToMeeting




  • Adobe Photoshop




  • Adobe Acrobat




  • Visio




  • One Note




  • Google Calendar/Docs/Drive



 



 


EMPLOYMENT EXPERIENCE:


State Bar of California, San Francisco, CA-Administrative Assistant I (7/2015 to 1/2016) CONTRACT



  • Supported 20 person department, acted as switchboard operator for Office of Admissions,

  • Distributed/metered mail

  • Assisted Testing Accommodations department with data entry into Access database

  • Scheduled student exam review sessions

  • Greeted/escorted visitors


 


Union Bank, San Francisco, CA-Senior Administrative Assistant (09/2014-01/2015) CONTRACT



  • Supported Executive VP of Enterprise Wide Risk Reporting and Analysis and 25 person staff,

  • Prepared/revised/formatted reports (Access, Excel, SharePoint, Word),

  • Scheduled meetings-books conference rooms/teleconference/video conference bridge (Outlook),

  • Ordered catering as needed for meetings,

  • Assisted with on boarding of new employees ensuring their proper access to Union Bank’s systems (Union Bank proprietary system)

  • Facilities requests for department-repairs (Union Bank proprietary system)

  • Ordered Office Supplies (Ariba)

  • Mail distribution for department

  • Updated org charts per management  (Visio/PowerPoint),

  • Updated Administrative Assistant manual (Word)


 


Chevron-San Ramon, CA (06/2004 to 09/2013) CONTRACT


Disability Management-Administrative Coordinator (11/2010-08/2013)



  • Maintained stock of health fair giveaways-including ordering from vendors

  • Monitored department eMail box (CORPIDM) for incoming messages including initial disability claims and medical reports. Forwarded/filed as needed based on urgency.

  • Resolved user eMail/Hotline questions (including time coding questions) or routed them appropriately

  • Prepared various Excel spreadsheets for management for workload analysis (Excel-Pivot Table)

  • Prepared weekly claims report for management, EAP, Occ Health, Chevron medical clinic staff, outside vendor (Excel-VLookups, Graphs)

  • Coordinated weekly dept team meeting as well as meetings with Houston personnel/outside vendors via Outlook/AT&T Connect/videoconference as applicable.

  • Scheduled conference rooms and coordinated visitor badge requests with H&M administrative assistant as needed

  • Greeted/escorted visitors as needed


 


HR VP Advisor’s Office-Admin Assistant (8/2010 – 9/2010)



  • Scheduled meetings, travel, special projects as requested by management

  • Maintained calendar for HR Advisor based on availability


 


Chevron University (8/2008-to 6/2010)-Marketing Admin Assistant



  • Answered phone for University, monitored University eMail mailbox, maintained University training room calendars, answered questions, ordered catering and requested visitor badges as necessary

  • Ensured that training rooms were setup (polycoms/LAN hubs/easels/flipcharts/flipchart markers) prior to any meetings and kept neat and orderly at the end of the day. Assisted room users with room equipment as necessary.

  • Worked with Facilities Department to resolve any room repair issues

  • Prepared cost accounting Excel spreadsheets for off-site training billings and submitted to Accounting for appropriate charging

  • Designed/assisted in monthly newsletter preparation for distribution via eMail and Business Point (a web application); assisted trainers with PowerPoint presentation creation/editing

  • Prepared welcome packets for training attendees using Access and eMailed/mailed them out; generated name tags, name tents and completion certificates as needed

  • Ensured that training handouts and materials are stocked as necessary.  Uploaded new content and ordered any training binders necessary via on line on-demand print service.

  • Maintained and updated University Access database for Retail Training Program as needed and prepared reports from database for management as needed. Created/maintained similar Access database for Franchise Training Program.

  • Transcribed Webinar sessions as needed.

  • Entered employee training completion into LMS

  • Greeted/escorted visitors as needed


 


Health & Medical Services (7/2005-8/2008) –Medical Information Processor



  • Prepared quarterly report for management detailing number and types of exams processed (Excel-Pivot Table)

  • Contributed to new processes for pre-placement and international exams and assisted in training other departments on new processes (pre-placement)

  • Worked with medical providers to identify problems and improve processes to ensure timely delivery of exam results and ensuring timely payment of invoices

  • Assisted in coding/paying invoices and Procard (credit card) reconciliation



  • Prepared weekly surveillance exam packets for mailing to Houston-based physicians for review

  • Reformatted PowerPoint presentations to fit new Corporate standards; troubleshooted presentations as needed


 


Expat HR (1/2005-6/2005)-Admin Assistant



  • Prepared packets for employees going on overseas assignments

  • Prepared monthly status report for management (Excel)

  • Assisted Times Administrator in entering absence coding for expats


 


Purchasing (5/2004-8/2004)-Admin Assistant



  • Supported Diversity Manager-duties included answering phones, calendaring, ensuring delivery of booth materials for vendor fairs


 


Education- B.S Biological Sciences-Cal State Hayward (now East Bay)


 Project Coordination (certification)-Lynda.com-including Business Writing Fundamentals, Note Taking (August 2016)


 

  • ID#: 120456
  • Location: Hayward, CA , 94545

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