Elaine Burton
Chino,CA
Summary
Dedicated and focused Administrative Assistant who excels at prioritizing, completing multiple tasks simultaneously and following through to achieve project goals. Over fifteen years of experience optimizing productivity, efficiency and service quality across various environments. Highly dependable, ethical and reliable administrative support specialist and leader that blends advanced organizational, technical, and business acumen. Works effectively with cross-functional teams ensuring operational and service exclleance.
Overview
14
14
years of professional experience
Work History
Administrative Specialist III - SES Sub-division
The Aerospace Corporation
El Segundo, CA
08.2017 - Current
- Maintain confidential information
- Provide ongoing administrative support to Associate Principal Director, and Sub-division directors, driving organizational success through the management of daily operations and special projects
- Manage multiple calendars, strategically coordinating meetings, appointments, events, and travel arrangements
- Compose and proofread memos, letters, reports, and presentations, providing accurate, concise, and error-free communication
- Plan, coordinate, and finalize details for travel arrangements and certify proper security clearances for customer facing meetings,keep expense receipts for staff
- Gathers and disseminates information and reports; tracks and manages action items
- Ensure the vetting of non-Aerospace employees attending DoD Collateral Meetings/conferences as well as outgoing visits by Aerospace employees
- Spearhead onboarding and offboarding of employees
- Serve as primary point of contact for an average of 30 staff members, addressing inquiries and resolving concerns
- Maintain the calendar and scheduling of appointments for Associate Principal Director, and Sub-division directors
- Coordinate Sub-division leadership off-site meetings
- Prepare invoices within process director, maintain software license renewal, maintain p-card reconciliations
- Keep contract files and disburse to appropriate key staff
- Manage electronic file systems and maintain electronic and paper files
Administrative Specialist II - CorpComm
The Aerospace Corporation
El Segundo, CA
10.2014 - 08.2017
- Prepares draft emails, internal and external correspondence for executive directors review and dissemination
- Arranges and coordinates meetings including obtaining clearances, reserving conference rooms and facilities, providing meals, arranging transportation and travel, and distributing schedules and agendas
- Organizes and maintains confidential files and records
- Schedules meetings, answers and screens telephone calls, coordinates travel arrangements and generates expense reports
- Coordinates and maintains executive’s calendar, establishing and adjusting schedule priorities to ensure optimum use of time
- Gathers and disseminates information and reports; tracks and manages action items
- Prepares briefing charts for presentations and other written materials for meetings
- Interacts with Board of Trustees, corporate management, various levels of internal management, as well as government, contractor, and other high level visitors
- Developed and maintains the overall project documentation library ensuring all documentation is established
Executive Assistant - Harbor Department
Port Of Long Beach
Long Beach, CA
06.2008 - 09.2014
- Maintains confidential information
- Maintain the calendar and scheduling of appointments for CEO/President
- Coordinate with Consultants the Staff Retreat Meetings and Board Retreat meetings
- Prepare invoices and responses to correspondences containing routine inquires
- Serve as Board Liaison, and worked directly with Board Members and Commission Administrative Officer in coordinating sub-committee meetings, board meetings, annual board retreat, and dinner meetings
- Draft meeting agendas, supply advance materials and execute follow-up for meetings
- Attend meetings with President and CEO and Board of Directors to provide meeting minutes
- Maintain the check log and submit checks to finance for processing.
- Prepare credit card reports and keep expense receipts for the President/CEO
- Open all mail for the CEO/President and disburse to appropriate staff.
- Manage electronic file systems and maintain electronic and paper files
- Coordinates approvals of news, advertising text, brochures, and fact sheets with corporate staff and outside agencies
- Develops effective communications for corporate initiatives and projects requiring message creation, project planning, and execution
- Attends internal and external meetings as representative of the department and provide appropriate summaries and follow-up. Maintain accurate, up to date contact and distribution lists
- Work with legal counsel in preparation of required documents in connection with Board and Committee meetings
- Participate on behalf of Management in negotiations with recognized employee organizations, prepare record of issues discussed and assist in drafting Memorandum of Understanding
- Responsible for legal proceedings such as elections, annexations, assessment districts, and public hearings
- Interacts with Board of Trustees, corporate management, various levels of internal management, as well as government, contractor, and other high level visitors
Education
Associate of Arts -
Cerritos College
Norwalk, CABusiness Communications - Certificate -
University of California - Los Angeles
Los Angeles, CASkills
- Project Management
- Professional and mature
- Self-directed
- Meticulous attention to detail
- Confidential and tactful
- Meeting planning
- Travel administration
- Strategic Planning
- Microsoft Office proficiency
- Strong problem solver
- Managing databases
Accomplishments
Successfully plan and execute meetings, lunches and offsite events for Associate Principal Director, managers and 75+ employees
Help with inter-departmental tracking and flow of information through monitoring checks received, contracts and correspondence
Increased office organization by developing more efficient digitized system and internal systems for COVID protocols for staff
Received a merit raise for strong attention to detail, exemplary customer service and team-player attitude.
Currently assisting with aspects of a major office headquarter move.
Additional Information
- COMMUNITY INVOLVMENT
- Cottonwood Church | Los Alamitos, Ca
- Successfully implanted new record-keeping procedures and improved organizational system
- Updated over 200 church member records and updated contact information for each
- Increased youth attendance at church events by 5% after planning and implementing youth-based activities
- Chino Community Services | Chino, CA
- Managed online ads to announce regular events and fundraising drives
- Assist with community outreach projects
- Assist in the planning and execution of various events and rental facility management
Work Availability
monday
tuesday
wednesday
thursday
friday
saturday
sunday
morning
afternoon
evening
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Timeline
Administrative Specialist III - SES Sub-division
The Aerospace Corporation
08.2017 - Current
Administrative Specialist II - CorpComm
The Aerospace Corporation
10.2014 - 08.2017
Executive Assistant - Harbor Department
Port Of Long Beach
06.2008 - 09.2014
Associate of Arts -
Cerritos College
Business Communications - Certificate -
University of California - Los Angeles
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