North Torrance

Executive Assistant at Fidelity Investments

Los Angeles, California, United States

Maintain calendars, meetings and arrange travel for two regions of the United States. Reconcile monthly expense reports for one region of SVP, RVP, Relationship Managers and Sales Representatives. Assist with A/R and A/P projects by creating and mailing purchase orders and invoices. Develop, complete, update, and track forms, spreadsheets, databases, policy, and procedures. Monitor and order office supplies. Organize special events with other departments for team members to build better relationships.♦	Stepped up to help out the team with completing the job functions of an employee who resigned.♦	Arrange meetings, travel, corporate agendas, itineraries, catering and special events.♦	Complete index coding on invoices and payment requests.

Fidelity Investments

Executive Assistant

Prepared correspondence, memos, and documents. Scheduled meetings and appointments and handled faxes and mail. Prepared information for station opening committee meetings. Review contracts and ensure all departments have proper information to abide by stipulations. Coordinate departmental proofreading, followed by signing, authorization, filing, and entering data into CRM. Negotiate and renegotiate, administer, extend, and terminate contracts. Collaborate with vendors, utility companies, and other contractors. Book tradeshows including payment arrangements, hotel rooms, and travel. Presented weekly progress reports on opening of stations across United States. Reconcile monthly expense reports. Update and track forms, spreadsheets, reports, databases, and policy and procedures. Ordered and reviewed orders, created purchase orders, arranged shipping, ensured payment, and managed all information on a spreadsheet for company review.♦	Reserved meeting space, hired caterers, created awards, created PowerPoint presentation of winners and their stories, and presented at first and second annual awards dinners.♦	Created automated system for reserving mobile units.♦	Developed and maintained demo truck program.♦	Co-created document solution for tracking gas costs for customer mark ups.♦	Organized paperwork into confidential and detailed filing system. ♦	Created easier documents for sales representatives for faster transactions.

Clean Energy Fuels Corp

Executive Assistant/Market Research/Contracts Analyst

Prepared correspondence, memos, and documents. Researched and resolved problems and rebuilt client trust. Scheduled meetings and appointments and handled faxes and mail. Monitored and ordered office supplies for all departments and thirteen clubs. Prepared board packets and information for committee meetings. Screened phone calls.♦	Organized paperwork into confidential and detailed filing system. ♦	Introduced new process for receiving grants.♦	Initiated easier and more effective background checks.♦	Created easier documents for customers for faster transactions.

Boys and Girls Clubs of South Puget Sound

Director Assistant

Developed, completed, updated and tracked forms, spreadsheets, databases, policy and Organized special events, catering, travel, meetings, and corporate agendas and itineraries. Negotiated contracts with vendors and contractors. Assisted with A/R and A/P projects by creating and mailing purchase orders and invoices. Expedited deposits and accounted for all money in project budgets including budget and expense reports with supporting documents and budget code indexes. Developed, completed, updated, and tracked forms, spreadsheets, databases, policy, and procedures. Started from scratch or modified existing documents to run more efficiently. Created payment schedules for the shows. Managed simultaneous projects including special projects for other departments. Maintained calendars and enforced deadlines. Organized correspondence and documents while ensuring confidentiality. Monitored and ordered office supplies online. ♦	Established, automated, and maintained more efficient filing systems housing electronic application records and other pertinent files.

Caryn Parker