Professional Executive Assistant/Office Manager with experience in consulting, publishing, service industries, construction, restoration, engineering, education, telecommunications, manufacturing sales and service, hospitality, corporate, small business, and non-profit.

Tetra Tech is a leading provider of consulting, engineering, program management, construction management and technical services worldwide. My responsibility is to keep project tracking up-to-date, identify business opportunities which have been awarded and their potential amounts, as well as future business opportunities that have been bid and the status, new job setups, print drawings and prepare documents for permit submittal, project billing requests, various reporting to management, tracking timesheets and TOWP, some HR and systems implementation, and extensive client interaction.The Challenge Working closely with the Engineering Manager developed and implemented systems, policies and procedures. Develop systems to better track projects, turn-around times, and income. Improve filing systems (both electronic and hard copy) to ensure all information is current in the individual project files.Significant AchievementsSet up meeting reminders for internal and external personnelStandardize project folder setup and tracking documents Set up systems to meet permit submittals, billing, and other deadlines tracking

Waterford Press is a publisher of pocket guides for outdoor recreation, indigenous species, national, state and local parks, and wilderness survival. In this position, I worked with the production and creative departments to develop and proof text, developed presentation materials and proofed for printing, compiled presentation materials and sent to potential clients. In addition, I worked closely with the CEO and Accountant to train personnel in new systems and protocols.Assisted CEO with implementation of systems, policies and procedures. Managed executive's schedule and appointments. Worked on various projects including marketing, sales, customer service, compliance documents, and credit card reconciliations. Interacted with all departments and personnel. Highly confidential position.The Challenge: Assist CEO in developing and implementing systems, policies and procedures. Assist in logistics to move the company from Phoenix to Tampa. Manage CEO’s calendar and work flow with various departments.Significant Achievements Set up online calendar for CEO with appointments and recurring meetings.Helped to standardize presentation materialsSet up tracking system to follow up and meet deadlines Organized corporate documents and ensured all software licenses were up-to-dateHelped identify and develop position descriptions throughout the companyUpdated policies and procedures for all departments and routine processesAssisted with resetting company priorities leading up to the physical moveEstablished move binder with significant timelines, information regarding logistics, and identification of purchases and requirements for new location

Key Technologies Windows XP and 2007, MS Office Suite, EON, Timberline, Xactimate, Xactanalysis, Alacrity, I-9 Solutions, computerized phone system, online security/alarm systemAmerican Technologies, Inc. is an emergency services and restoration company responding to disasters. In this position, I reorganized the project files to facilitate quicker retrieval and worked closely with the Branch Manager and Operations Manager to improve information flow and more rapid response to client needs. I arranged staff travel and assisted with logistics and training for two new office openings.The Challenge: Manage the various insurance programs to ensure control points are being met on time; scan and upload necessary documents, photos, and progress reports to the programs, update progress notes as required by each program. Significant AchievementsImprove response time to emergency calls through organization and improving accuracy of assignment leadsCreate better communication flow between departmentsImprove work flow among project managers, superintendents, and managementSet up tracking systems to increase efficiency and ensure prompt attention to all control pointsIntroduce new reports and spreadsheets to assist with project managementPrepare action items and reports weekly to meet deadlines and effect faster claim closures.On-going training of staff in the Phoenix and Tucson offices regarding new administrative and program procedures.Manage the various insurance programs for emergency services, structure, and restoration to ensure control points are met on time; manage necessary documents, photos and progress reports to the programs. Executive Assistant duties performed as required by General Manager and Branch Manager.

Key Technologies: Windows XP and 2007, MS Office Suite, EON, Timberline, Xactimate, Xactanalysis, Alacrity, I-9 Solutions, computerized phone system, online security/alarm systemAmerican Technologies, Inc. is an emergency services and restoration company responding to disasters. In this position, I hired three new administrative staff and cross-trained them to eliminate down time due to vacations and sick leave. I reorganized the project files to facilitate quicker retrieval and worked closely with the Branch Manager and Operations Manager to improve information flow and more rapid response to client needs. I arranged staff travel and equipment logistics for the 2008 Gulf hurricanes and California wildfires. I was Executive Assistant supporting the Branch Manager and also assisted the General Manager when requested.The Challenge: Replace existing administrative staff with more competent personnel, implement new SOP, and train both administrative and management staff in new procedures.Significant AchievementsActed as Executive Assistant to branch manager and general manager as requiredImproved response time to emergency calls through aggressive training and improving accuracy of leads.Created better information flow between administrative team and management staff through new SOP.Supervised office and warehouse build-out of new 49,000 square foot building and facilitated move.Advised upper management of potential harassment lawsuit resulting from altercation between two employees.Conducted interviews and documented events.Facilitated documentation and FEMA forms to assist clients during hurricane and wildfire events.

Key Technologies Windows XP and 2007, MS Office Suite, Deltek Vision, I-9 Solutions, binding machine, high production color copiers, security alarm system SCS Engineers is a national environmental engineering consulting group working with individuals, banks, realtors, and municipal governments. I worked with the geologists and engineers to ensure accurate reports were produced on time and on budget by supervising six administrative staff. I verified all timesheets were within budget for each project and time was allocated appropriately. I handled all Human Resources functions for the district office, invoiced approximately $1 million per month, and worked directly with Project Managers and clients regarding collections. In addition, I performed Executive Assistant duties for three vice presidents.The Challenge: Improve communications between administrative and management staff and to accurately produce reports and invoices within timeframe set by Corporate office, effect collections within 90 days, and revamp existing project filing systems on-site and archived.Significant AchievementsPerformed Executive Assistant duties as required.Developed new procedures to facilitate administrative workflow.Set up systems to improve file retrieval using electronic lists.Supervised office enlargement project pursuant to lease agreement.Facilitated server and software upgrades through IT consultant.

Key Technologies Windows XP, MAC, MS Office Suite, MS Publisher, Quark, Raisers Edge, QuickBooks, I-9 Solutions, ADP payroll, TIAA Cref, online banking, scanner, laminating machine, security alarm systemThe Agency for Jewish Education is a non-profit religious educational organization serving students and adults in the San Diego Jewish Community. I worked closely with the Executive Director, Board of Directors, and other directors within the office to plan programs and fundraising events, set budgets, and direct the administrative workflow. In addition, I performed Executive Assistant duties for the executive director and Board of Directors.The Challenge Direct all administrative and accounting support functions, build on employee handbook and administrative SOP, while performing Executive Assistant support to Executive Director, Board of Directors, and committees. Significant AchievementsPerformed Executive Assistant duties as required.Assisted in annual budget development and compliance.Developed and implemented new policies and procedures to improve annual collection of revenues.Effectively upgraded software from Access to Raisers Edge and trained all staff in usage on time and on budget.Negotiated better health insurance coverage at a reduced rate for employees and the Agency.

Key Technologies Windows 98 and XP, MS Office Suite, Rakefet, Adobe Acrobat, MS Publisher, scanner, high production copier, security alarm systemCongregation Beth El is a large Conservative Synagogue serving approximately 600 families in San Diego. It consists of a 7-acre campus site with pre-school, religious high school, Torah school and elementary charter school for grades K-6. I performed Executive Assistant duties for the executive director from 1998-2001and for the Board of Directors & Rabbis 1998-2003. The Challenge Working with lay leadership, Board of Directors, and spiritual leaders, direct publicity and membership events, maintain the membership database and interact with members concerning life cycle events, changes in records, dues assessment, collections and dues adjustments. Conduct tours, coordinate all event logistics, and approve facility rentals to outside organizations, groups and individuals. Direct all administrative and maintenance activities for the campus and supervise 20 staff and 50 volunteers. Significant AchievementsWrote, edited, and produced 36-page monthly newsletter mailed to over 600 families and advertisers.Produced publicity for annual Distinguished Speaker series; provided travel, hotel and transportation arrangements for speakers; directed all ticket sales and logistical set-up of facilities for event.Filled vacancy of Executive Director position for two years to allow Board of Directors to reduce budget and enable them to embark upon a major capital campaign to build a new synagogue and hire a new cantor.On September 11th I was tasked with determining any possible threat to the Jewish Community and taking necessary security action. After communication with local police, FBI, Board of Directors, and Anti-Defamation League, I elected to close the campus for the day until more facts were known.I performed Executive Assistant support for the Rabbi Emeritus, visiting rabbis and the new rabbi.

Best Western Seven Seas is a 309 room hotel with 100+ employees. I was the Executive Assistant to the General Manager and Controller. Responsibilities included room reservations, heavy client contact and customer service, interaction with all departments and personnel, served as safety officer and was responsible for monthly departmental meetings and employee newsletter.

Spectradyne, Inc. was a telecommunications manufacturing, sales, installation and service of on demand movie systems in hotels. As Executive Assistant, I supported the president and 2 vice presidents in the International Division at the corporate offices in Dallas. I transferred to the San Diego district office where I was the District Administrator/Office Manager giving Executive Assistant support to the district manager and training other administrators in reporting and other procedures.

Executive Assistant responsibilities included administrative support of the owner, grant proposal preparations, accounting which included payroll, taxes, AP/AR, deposits, reconciliations, and grant tracking.The office specialized in custom residential homes, urban planning, and gentrification. There was extensive interaction with high profile clients, City government, fundraising, and grant distribution.

Executive Assistant responsibilities include administrative support of the owner. Towne Development was an independent high end custom homebuilder. I was responsible for AP/AR, deposits, payroll, taxes, vendor contracts, liens and lien releases, coordinating trades and material deliveries

Executive Assistant to President. Office Manager duties included supervision of administrative employees, interaction with accountant, architect, sales force, field personnel, vendors, trades, and clients. I managed all AP/AR, deposits, account reconciliation, contracts including land acquisition and home sales, preparation of plans submitted to City, FHA, VA, mortgage companies and appraisers, escrow account tracking and submission of documents to title companies for closing. I also assisted clients with color selections and custom change orders.

Executive Assistant supporting President, Customer Service Manager for 6 subdivisions for tract homebuilder. Managed field personnel in response to customer complaints and warranty issues. Managed home warranty program for over 1200 homes without arbitration.