Noemi Sepe
Eugene,OR
Summary
Proactive and goal-oriented professional with excellent interpersonal and problem-solving skills. Known for reliability and adaptability, with swift capacity to learn and apply new skills. Committed to leveraging these qualities to drive team success and contribute to organizational growth.
Overview
8
8
years of professional experience
Work History
Executive Assistant to the Dean of Clark Honors College
University of Oregon
08.2023 - Current
- Provide executive assistant support to the Dean of Clark Honors College
- Arrange, coordinate, and manage calendars, meetings, and event planning
- Coordinated travel arrangements, proactively reducing the risk of non-compliance with institutional guidelines
- Facilitate requests for the Faculty and Staff Professional Development Fund, assist in faculty and staff evaluations, and support meetings and initiatives led by the Dean, contributing to a culture of compliance and accountability
- Edit, draft, and proofread sensitive communications to maintain professionalism
- Supported various functional teams by creating accessible online forms, including the CHC Operations Request Form, CHC Supported Events Form, Professional Development Fund Request Form, and CHC 3MT RSVP Form, to streamline processes and reduce administrative risks
- Designed and launched the inaugural version of the CHC SharePoint Intranet site, enhancing information accessibility and minimizing the risk of information silos
- Developed and implemented a tailored Teams structure for the Dean’s Office to improve document and file management, thereby reducing the risk of data mismanagement
- Supervised three research assistants and an eight-member student advisory committee
Executive Assistant in the Office of the Provost
University of Oregon
10.2019 - 08.2023
- Provided executive assistant support to multiple vice provosts, managing calendars, travel, expenses, and event planning with precision to mitigate scheduling conflicts and ensure compliance with financial reimbursement policies
- Coordinated travel arrangements, proactively reducing the risk of non-compliance with institutional guidelines
- Processed faculty stipends, deposits, journal vouchers, invoices, and foundation reimbursements, ensuring accurate financial transactions to minimize errors and reduce financial risk
- Implemented checks to ensure compliance with budgetary controls and university financial policies
- Mentored and supervised student workers and interns, ensuring proper oversight and review of timesheets to minimize payroll discrepancies
- Developed meaningful development opportunities to reduce turnover risks
- Organized quarterly team-building events, fostering a positive work culture and reducing the risks of low employee morale
- Provided administrative support to key initiatives, including the NILI Task Force, a 5-year Decanal review, and the IMT-Travel Advisory Group
- Created and managed a Smartsheet form and database for data collection and analysis, ensuring the accuracy and security of data to reduce the risk of reporting errors
- Facilitated classroom surveys while maintaining confidentiality and compliance with university standards
- Collaborated with the Travel office and the office of Safety Risk Services during the pandemic to track global travelers, ensuring adherence to health and safety policies
- Assisted in policy development and reviewed travel requests to reduce risks related to health, liability, and safety during international travel
- Managed a database of appointments, ensuring accurate tracking and timely audits
- Built strong relationships with campus stakeholders to meet tight audit deadlines and ensure compliance with endowment guidelines
- Created visual aids for complex programs to assist with onboarding and cross-training, ensuring clarity and reducing the risk of knowledge gaps among colleagues and leadership
HR Assistant
Los Angeles Metropolitan Water District
03.2019 - 08.2019
- Prepared, reviewed, and distributed a variety of confidential documents, ensuring accuracy, completeness, and proper signing authority to mitigate the risk of errors or unauthorized access to sensitive information
- Collected and analyzed data to support information requests from staff and the public, ensuring accurate and compliant responses that reduce the risk of misinformation or non-compliance with public disclosure regulations
- Audited over 300 recruitment files and ensured alignment across two separate databases (iCims and Hodes), maintaining high attention to detail to ensure document completeness and compliance with audit trail procedures, reducing risks of recruitment errors or compliance issues
- Assisted with recruitment activities, including scheduling tests and interviews, coordinating travel plans, and ensuring proper communication and documentation throughout
- Proactively mitigated risks associated with scheduling errors, candidate reimbursements, and off-site testing logistics
- Assisted with recruitment activities and interview processes to ensure all candidates experienced equitable interview conditions and reduced the risk of technical failures or inconsistencies that could impact the interview process
Accounting Manager & HR Assistant
Bio Nutraceutical, Inc.
06.2018 - 03.2019
- Assisted the CEO and VP in preparing financial reports, ensuring transparency and accuracy in financial data at the weekly department head meetings
- Coordinated with a CPA firm to create a secure, zero-cost portal for monthly backups of confidential documents, reducing the risk of data loss and ensuring compliance with data security regulations
- Analyzed data from bank statements, transaction reports, and credit card activities to identify high-cost areas, minimizing financial waste and mitigate risks related to budget overruns and inefficiencies
- Prepared weekly payroll for 80+ employees, ensuring accurate and timely payments
- Oversaw payroll corrections and created detailed spreadsheets for workers’ compensation claims to minimize payroll errors and legal exposure related to compensation
- Conducted new hire orientations and managed the termination process, ensuring legal compliance
- Drafted and implemented employee handbook amendments to clarify policies and reduce potential legal risks from ambiguous guidelines
- Assisted employees with benefits enrollment and termination, ensuring accurate documentation and compliance with state programs like CalChoice, CoPower, and COBRA
- Reconciled corporate credit card purchases and provided support to executive cardholders to minimize the risk of unauthorized expenses
- Led the reconstruction of sensitive and confidential files, purging redundant documents and relocating sensitive information into secure storage
- Audited and updated employee records, ensuring compliance with legal retention policies for I9 forms and minimizing the risk of noncompliance penalties
- Assisted the CEO with the food and beverage manufacturing insurance renewal of three buildings
- Maintained accurate documentation of employee disciplinary actions, ensuring compliance with legal guidelines and providing evidence in legal disputes
- Created and led a team in compiling sensitive information required to complete a successful worker's compensation audit
- Eliminated costly outsourced projects such as employee training, handbook printing, revisions and translations, and employee benefit enrollments/terminations, by researching and integrating free services provided by the payroll software provider
Bookkeeper & Administrative Assistant
Minimis LLC
05.2017 - 06.2018
- Maintained financial accuracy for four separate companies within three separate software systems while also managing day to day accounting duties
- Coordinated internal audits with a tax firm to review the accuracy of financial statements and assess risks related to financial misreporting or regulatory violations in regard to tax compliance with filing of state, federal, and local taxes
- Completed daily downloads of data through a Microsoft Access database and provided detailed reports along with recommendations for projected staff growth to the CEO
- Conducted internal HR audits to ensure policies and procedures were up-to-date and complaint with labor laws and company standards
- Assisted the CEO with the commercial property insurance renewal for two buildings and textile manufacturing insurance for one building
- Managed a team that successfully collected more than $50k in accounts receivables older than one year within a strict six‐month timeline
- Tracked and analyzed contracted labor expenses per project and customer, to assist in creating a Fulfillment Department Staff budget
Accounting Clerk & Administrative Assistant
Grand Vista Hotel
04.2016 - 05.2017
- Assisted with workers’ compensation claims, particularly for Spanish-speaking employees, to ensure proper documentation of injuries and communication with insurance providers
- Assisted with various property insurance claims by submitting documentation of damage and expenses of temporary repairs and aided with tracking claim status
- Managed the organization and storage of fifteen years of financial records including guest records, tax records, and legal documents.
- Ensured all files were easily accessible and compliant with regulatory requirements
- Identified potential risks related to guest privacy data and implemented the review and destruction of confidential files ensuring that retention schedules were met on a yearly basis
- Completed monthly inventory audits along with daily cashier bank and safe audits
- Performed petty cash reconciliations, payroll disbursements, and customer reimbursements
- Prepared and reviewed monthly audit reports to ensure accurate financial reporting
Education
Bachelor of Science - Business
California State University, Channel Island
Camarillo05.2019
Skills
- Banner
- Budget Analysis
- Concur
- Conflict Resolution
- CPR Infant Certification
- Data Analysis
- Emotional Intelligence
- Process Innovation
- Leadership
- Microsoft 365
- Project Management
- Qualtrics
- Records Stewards Training
- Recruitment and Onboarding
- Search Advocate Training
- Smartsheet
- Service Orientation
- Travel Policy
- Zoom
Hobbies
An amateur spring gardener who always over plants in an effort to share with others. Recent e-bike enthusiast who enjoys early morning rides through the country side. Dog mom to two high energy poodles who need lots of snuggles and hours of fetch!
Timeline
Executive Assistant to the Dean of Clark Honors College
University of Oregon
08.2023 - Current
Executive Assistant in the Office of the Provost
University of Oregon
10.2019 - 08.2023
HR Assistant
Los Angeles Metropolitan Water District
03.2019 - 08.2019
Accounting Manager & HR Assistant
Bio Nutraceutical, Inc.
06.2018 - 03.2019
Bookkeeper & Administrative Assistant
Minimis LLC
05.2017 - 06.2018
Accounting Clerk & Administrative Assistant
Grand Vista Hotel
04.2016 - 05.2017
Bachelor of Science - Business
California State University, Channel Island
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