Aja Robinson
Modesto,CA
Summary
Driven and resourceful administrative professional with 7+ years of experience assisting with work of high-achieving executives. Track record supporting professional needs with well-organized precision. Successfully manages high-volume workloads in rapidly changing environments. Expert in travel management, expense tracking and schedule coordination. Expertly assists executive team using exceptional communication and organizational skills.
Overview
16
16
years of professional experience
Work History
Executive Assistant
GIANNA ELAINE ENTERPRISE, LLC
Remote
07.2021 - Current
- Act as the point of contact among executives, employees, clients and other external partners
- Manage information flow in a timely and accurate manner
- Manage executives' calendars and set up meetings
- Make travel and accommodation arrangements
- Rack daily expenses and prepare weekly, monthly or quarterly reports
- Oversee performances of other clerical staff
- Act as office manager by keeping up with office supply inventory
- Format information for internal and external communication - memos, emails, presentations, reports
- Take minutes during meetings
- Screen and direct phone calls and distribute correspondence
- Organize and maintain office filing system
- Operating tasks with Google Suite, MS Office.
Executive Assistant/ Event Coordinator
RIMINI STREET
Pleasanton, CA / Remote
01.2020 - 07.2021
- Performs various analytical special projects
- Assignments typically have broad range of responsibility and impact the Company
- Independently investigates issues brought forth by the Senior Vice President or Officer of the Company and provides solutions based on analysis of all variables
- Provides guidance to other administrative personnel within Rimini Street, Inc
- Conserves the time of the Executive by responding to a broad variety of inquiries while maintaining confidentiality and exercising judgment
- Collaborates with various staff and departments in preparing special projects
- Researches and assembles information for inclusions in reports and presentations
- Provides the Executive with administrative support including coordinating schedule, arranging and coordinating business travel, handling all confidential material relevant to Company Operations, and performing word processing duties
- Coordinates and arranges management meetings and/or board meetings
- Assists with planning and executing corporate events.
Executive Assistant/ Event Coordinator/ Medical Staff Coordinator
KINDRED HOSPITAL
San Leandro, CA
08.2018 - 01.2020
- Administratively support CEO, CCO, CFO, DQM & DON
- Acts as primary point of contact internally and externally, handling multiple issues and concerns from other executives.
- Attending monthly Medical Executive Council, Quality Council, Patient Safety & Reliability, & Leadership meetings taking minutes, preparing documents, agendas & updating dashboards
- Review pending contracts with CEO and order OIGs & FMVs
- Collect medical staff dues once privileges are due
- Keeping Hospitals licensing database updated & tracking all due licenses
- Handles domestic and international travel arrangements, confirms meetings, agendas, expense reports, etc
- Manages meeting details, establishes processes to make executive interaction more efficient and effectively
- Manages heavy complex calendars
- Assists other leadership teams with various administrative needs and special projects.
- Maintains office supply inventory
- Manages paper or electronic filing systems, recording information, updating paperwork, and maintaining documents.
- Assists with inventory, ordering, and stocking of kitchen pantry
- Assists with various administrative office needs, including but not limited to facilities and maintenance requests
- Coordinate events logistics.
- This may include but is not limited to creating and implementing event flow, setting up and managing events, managing and selecting catering, coordinating speaker presentation logistics, preparing materials and other collateral such as invitations and programs.
Office Administrator/ Event Coordinator
RW LYNCH COMPANY, INC
Pleasanton, CA
12.2015 - 08.2018
- Answer & distribute calls from multi-line phone system
- Sorting and distributing mail
- Clerical duties
- Serving as point of contact with benefit vendors/administrators
- Setting appointments and arranging meetings
- Compiling reports and spreadsheets
- Participating in recruitment efforts
- Collecting employment and tax information
- Preparing new employee files
- Overseeing completion of benefit documents
- Assisted with RW LYNCH'S marketing team
- Assisted with RW LYNCH'S General Counsel & Legal team by making contracts for the company
- Corresponding with lawyers & the American Arbitration Association
- Researched lawyers and law firms for the company
- Organized company's extension call list on RW LYNCH'S database
- Assigned leads to Business Development Specialists depending on marketing area and sales for the month
- Updated lawyer info on RW LYNCH'S database
- Organized all company events, birthdays & anniversaries.
Maintenance Coordinator/Contracts Administrator
ACCO Engineered Systems
San Leandro, CA
12.2013 - 02.2015
- Enter new maintenance agreements using WennSoft service system
- Assist sales with maintenance agreement issues regarding tasking, estimating, booking, and canceling as required
- Implement maintenance agreement changes to existing agreements
- Process maintenance agreement cancellations
- Maintain WennSoft maintenance tasking database
- Update and maintain customer database regarding contact info, equipment, filters, belts, model and serial numbers
- Log, track, and communicate maintenance agreement additions and changes as necessary for sales incentive and reporting purposes
- Process maintenance agreement escalations as directed by Service Sales, Service Operations Manager(s), Service Sales Manager(s), Service Territory Manager(s), or Service Vice President
- Prepare and distribute annual 'Care Call' reports
- Inputs and logs completed 'Care Call' reports after review and sign-off by management
- Obtain pricing and acquire compressor insurance, on compressors 40 ton and larger, which are covered by ACCOGuard, ACCOWarrant, or ACCOServe maintenance agreements
- Generate both Maintenance Agreement Retention Statistics and Renewable Service Base data for Management
- Issue purchase orders to technicians
- Enter costs and remainder of information into Wennsoft
- Follow up with vendors
Contracts Administrator
Access Information Management
Livermore, CA
10.2012 - 12.2013
- Responsible for ensuring that all contract provisions are adhered to
- Ensures quality, documents nonperformance, facilitates problem resolution, and coordinates actions with procurement
- Manage expiring contracts, renewals, and cancellations for all incumbent suppliers
- Draft and develop new agreements and contract amendments of varying complexity based on established templates
- Create contract abstracts that identify major highlights of contracts including spend and legal changes
- Administer and maintain supplier files, contracts, amendments, letters, and other documents
- Manage contract filing system including tracking methodologies and contact information
- Conduct performance assessments and evaluate budgets or bids
- Keep record of contract deadlines, estimates, and any extension or changes made to contract terms.
Assistant Manager
Windsor
Pleasanton, CA
01.2011 - 10.2012
- Provided support for store operations and sales directing for sales team
- Ensured compliance is met for all company programs, guidelines, policies, and procedures
- Held keys and followed store opening and closing procedures
- Treated customers and coworkers with dignity and respect
- Everyday use of Excel, FEDEX Online, and POS systems
- Completed shipment and visual placement multiple times a week
- Styled customers according to customer's personal preference.
Manager
Expo Design Center
Dublin, CA
08.2008 - 04.2009
- Imputed and followed up with customers' orders
- Managing customers' orders from vendors
- Administrative duties when necessary
- Managing team members
Education
Associate of Arts -
Diablo Valley College
Pleasant Hill, CA03.2015
Associate of Arts -
Modesto Junior College
Modesto, CA05.2007
Skills
- Technical Support
- Risk Management
- Business Writing
- Customer Service
- Travel administration
- Strategic Planning
- Expense Reporting
- Database Management
- Administrative Support
- Financial Services
References
References available upon request
Work Availability
monday
tuesday
wednesday
thursday
friday
saturday
sunday
morning
afternoon
evening
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Work Preference
Work Type
Part TimeContract WorkLocation Preference
RemoteImportant To Me
Work-life balanceCompany CultureWork from home optionFlexible work hoursTimeline
Executive Assistant
GIANNA ELAINE ENTERPRISE, LLC
07.2021 - Current
Executive Assistant/ Event Coordinator
RIMINI STREET
01.2020 - 07.2021
Executive Assistant/ Event Coordinator/ Medical Staff Coordinator
KINDRED HOSPITAL
08.2018 - 01.2020
Office Administrator/ Event Coordinator
RW LYNCH COMPANY, INC
12.2015 - 08.2018
Maintenance Coordinator/Contracts Administrator
ACCO Engineered Systems
12.2013 - 02.2015
Contracts Administrator
Access Information Management
10.2012 - 12.2013
Assistant Manager
Windsor
01.2011 - 10.2012
Manager
Expo Design Center
08.2008 - 04.2009
Associate of Arts -
Diablo Valley College
Associate of Arts -
Modesto Junior College