Efficient Executive Assistant
04.541.Y.11
A highly trained and efficient executive assistant with more than 20 years of providing a wide range of administrative services for the financial and business development departments as well as the executive branch of the Natural History Museum of Los Angeles County with more than one million visitors annually.
Expertise includes all secretarial functions from taking dictation to the handling of confidential correspondence. A trustworthy, discreet, dedicated professional seeking a new challenge in a well-run, high-profile organization.
EXPERIENCE
Natural History Museum of Los Angeles County, Finance Department, Los Angeles, California 1987-2011
Executive Assistant, Finance Department (1996-2011)
Assisted the Chief Financial Officer with scheduling, writing original correspondence, keeping minutes for staff meetings, processing incoming inquiries, coordinating auditor examinations and filing, for the third largest natural history museum in the United States with a total staff of 300.
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Coordinated and obtained signatures from the Board of Trustees on checks, documents and museum business.
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Setup and authorized internal online/phone purchasing from Office Depot, Staples, Verizon, FedEx, UPS, Circle Delivers, Xerox and Sparkletts.
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Maintained the petty cash account for the department and three other business units.
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Coordinated and setup budget training programs.
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Maintained and updated the online Finance Policies & Procedures manual.
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Oversaw and maintained the entire department’s calendar.
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Performed special projects, including assisting the auditor’s collection of data.
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Took over the Accounting Clerk and Accounts Payable functions during absences.
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Facilitated general departmental needs, including ordering supplies, arranging services and equipment repairs.
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Organized and set up department special events, internally and externally, including round table discussions and annual holiday celebrations.
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Negotiated prices with vendors, resulting in more than $45,000 savings.
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Provided initial training to new administrative assistants in how to enter purchase orders.
Executive Assistant, Development Office (1995-1996)
Provided administrative support to the Vice President of Development, the Director of Major Gifts and Sponsorship, and the Director of Development.
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Managed the general office operations.
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Prepared the annual budget for supplies and services.
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Organized and researched information taken from donor files.
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Assisted, planned and scheduled meetings with potential donors, the alliance board, the research committee and staff as well as active donors and the board of trustees development committee.
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Worked on correspondence, proposals, grants, gift transmittals, data systems and donor accounting.
Executive Assistant, Executive Office (1991-1995)
As Executive Secretary to the Chief Executive Officer of the museum, scheduled meetings, made travel arrangements, screened visitors, answered phone calls and inquiries, and assisted at board of trustee meetings, including taking minutes and processing financial paperwork related to the executive office. Supervised the Receptionist.
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Purchased supplies and services.
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Handled mail and took dictation.
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Liaised with other divisions and departments.
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Assisted other museum executives and the board of trustees.
Executive Assistant, Finance Department (1987-1991)
Began career as Accounting Clerk and was quickly promoted to Executive Secretary, subsequently served as Administrative Assistant to the Chief Financial Officer.
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Performed all secretarial duties and functions, including preparing financial statements.
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Disbursed petty cash to all museum divisions.
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Controlled authorized signatures for legal transactions.
PRIOR EXPERIENCE
Performed duties as an Accounting Clerk for a large parking company with ten locations, including the LAX Airport.
EDUCATION
St. Scholastica’s College, Manila, Philippines
Bachelor of Science, Commerce, Dean’s List
Special Skills: Microsoft Word, Excel, Sage MIP Fund Accounting for Non-Profits, Microix Workflow Accounting Software, Paciolan Ticketing Software, WordPerfect X5, Professional Write, Windows 7, Ten-Key by touch, typing (65 WPM), transcription
