JESSIE FA'AOLA KOLI
Honolulu,USA
Summary
Professional with proven experience supporting high-level Director and Senior Officers. Skilled in managing schedules, coordinating meetings, and handling confidential information. Strong communication and organizational skills focus on team collaboration and achieving results. Reliable, versatile, detailed oriented and adaptable to any given assignment. Experienced in handling numerous projects at once while ensuring accuracy. Professional with high standard of excellence in serving Customers.
Overview
35
35
years of professional experience
Work History
Executive Administrative Assistant
American Samoa Government
05.2013 - 12.2021
- Provided professional Executive Administrative services in support of an executive of a department, major division of large independent agency; and performs other duties as required
- Provided professional administrative staff services to the Director & Deputy Director, to relieve the superior of administrative details if assigned.
- Drafted professional correspondence on behalf of executives, fostering strong relationships with clients and partners alike.
- Managed inventory levels for office supplies, reducing waste while guaranteeing availability when needed.
- Assisted in the preparation of budget request, fiscal studies and related matters
- Arranged conferences and represented superiors at conferences and meetings as assigned or if necessary
- Able to work on one or more agency program activities on an on-going continuous assignment basis
- Maintained and update filling, inventory, mailing, and database systems, either manually or using computer
- Reviewed files, records, and other documents to obtain information to respond to birth certificate, death certificate, and marriage certificate requests
- Completed Operational requirements by scheduling and assigning administrative projects; expending work results
- Provision on feedback/exchange information with the focal points in the office
- Promoted December 12, 2019 to Executive Administrative Assistant
- Coordinated and booked airfare, hotel and ground transportation and prepared itinerary to facilitate successful trips.
- Processed travel expenses and reimbursements for executive team.
- Responded to emails and other correspondence to facilitate communication and enhance business processes.
- Handled scheduling for executive's calendar and prepared meeting agenda and materials.
- Reviewed incoming communications for urgency or importance; prioritized correspondence accordingly for executive review or action.
- Scheduled appointments promptly, ensuring optimal use of executive time while minimizing conflicts or cancellations.
- Managed budgets and expenses, maintaining financial records for accurate reporting and analysis.
- Collaborated with with different state and city agencies, expediting collaborative project completion times and enhancing overall efficiency.
- Produced accurate office files, updated spreadsheets, and crafted presentations to support executives and boost team productivity.
- Fostered a positive work environment by addressing employee concerns and facilitating team-building activities.
- Used software to coordinate meetings, appointments, and tasks senior executives.
- Handled confidential and sensitive information with discretion and tact.
- Facilitated training and onboarding for incoming office staff.
- Handled logistics, catering, agendas and travel arrangements for meeting and event planning for our Governor, president and executive Senate leaders and executive Directors from American Samoa.
- Balanced cash drawer accurately at the end of each shift, ensuring accountability for all transactions processed during work hours.
- Handled sensitive customer information securely, ensuring the protection of personal data while processing payments or updating records.
- Assisted government guests with special requests, such as booking tours or making dinner reservations, to enhance their stay.
Marketing Senior Service Coordinator
Hilton Grand Vacation Club
03.2012 - 08.2012
- Sold Mini-Vacation Packages to Hilton Honors & Timeshare guests
- Sold tours & activities to our In-bound guests foreign and domestic
- Worked with 50 plus vendors to book tours & activities for inbound guests of Hilton Hawaiian Village Resort & Hilton Grand Vacation Owners
- Assisted guests (inbound/outbound) phone or email inquiries regarding our Resort & Grand Vacation Timeshare programs
- Assisted & Finalized purchased vacation packages offered to our inbound guests
- Assisted with trouble calls between our vendors and guests on daily basis
- Booked car rental reservation for guests both Resort & Timeshare
- Outbound calls to our Resort & Grand Vacation guests confirming future reservations
- Minimum of 80-90 calls per day
- Email confirmation to guests daily, regarding vacation packages & tours & activities purchased
- Work with new/old vendor board information and vacation packages and daily reports to Administrator with daily numbers for book tour packages/timeshare packages
- Received many thank you gifts and notes/letters from guests that I've assisted from the states and countries afar.
- Maintained accurate records of all service activities, facilitating smooth communication between clients and technicians.
- Established strong relationships with clients through regular follow-ups, keeping them informed about progress updates regarding their services requested or concerns raised.
- Coordinated and monitored service activities to confirm work met all requirements.
- Addressed and resolved service-related issues, restoring client confidence and preventing potential loss of business.
- Increased client trust with consistent follow-ups to gather feedback and address concerns.
Training Coordinator
Hawaiian Airlines (HAL)
05.2008 - 07.2010
- Company Overview: HI
- Planned and coordinated all regulatory and technical HAL (approx
- Maintained accurate records of over 2300 employees and over 930 vendor contract employees training activities on individual training records both in hardcopy and electronically
- Audited all HAL and vendor training records to ensure accuracy, completeness and currency for FAA, TSA, DOT, Hal audits
- Generated monthly training reports for all HAL personnel for HAL station Managers
- Represented HAL in discussion with all regulated and mandated HAL, FAA, TSA and Dot auditors
- Oversaw vendors/contract training process to acquire up-to-date office administrative task to include answering phones, respond to routine inquiries and general office duties
- Responsible for updated training materials for Instructors (Customer Service, Ramp & Cargo Agents) Hawaii, Mainland and International stations
- Collaborated with department managers to design customized training plans aligned with organizational goals.
- Coordinated logistics for training events, including scheduling facilities, securing necessary equipment, and managing participant registration.
- Facilitated communication between trainers and participants before and after sessions to ensure clear expectations and follow-up support were provided as needed.
- Partnered with external vendors to source specialized training content or services when required by organizational needs or strategic priorities.
- Fostered culture of continuous improvement by soliciting and incorporating feedback from training participants into future sessions.
- Improved training outcomes with introduction of competency-based assessments, ensuring that training objectives were met.
Customer Service Agent
Aloha Airlines
12.2006 - 03.2008
- Provided high level of customer service to each person by engaging customer and using active listening and effective interpersonal skills.
- Streamlined check-in processes for faster service, resulting in reduced wait times.
- Processed ticket sales accurately, ensuring correct fare calculations and efficient booking procedures were followed.
- Prepared customer invoices, accepted payments, and processed refund and cancellation requests.
- Reviewed and updated customer information to maintain up-to-date records for high-quality service.
- Expedited lost luggage retrieval by coordinating efforts between ground crew and airline staff effectively.
- Proactively assisted passengers with baggage issues, minimizing delays and enhancing satisfaction.
- Suggested various packages and amenities to guests, helping each find perfect accommodations to fit personal needs.
- Company went out of business
Project Coordinator
Charles Pankow Company
08.2006 - 12.2006
- Company Overview: HI
- Managed job site reconciliation, balancing and petty cash accounts
- Set up and maintained project files for consultants and sub contractors including contracts, change orders, bonds, insurance certificates, lien releases
- Assisted project superintendent with preparations of subcontract payments packaging for process
- Performed accounting functions such as submittal of purchase orders, jobsite check preparation submittal of payroll information, vouchers, etc
- Assisted project superintendent with assembly of cost projection information
- Accumulated and reviewed the completeness and accuracy of new employee documentation and forward to mainland payroll department
- HI
Account Clerk
GW Killebrew
08.2006 - 10.2006
- Company Overview: HI
- Reviewed summary reports for accuracy
- Maintained customer pricing files
- Reviewed and maintained open order reports
- Accounts receivable/payable
- Reviewed purchased orders and direct orders in system
- Maintained Allied Claim numbers for branch
- Performed cash reconciliation
- Prepared daily sales for invoicing
- Temporary position
- HI
Property Management - Administrative Assistant
Hawaiiana Management Company, Ltd.
02.2001 - 03.2006
- Provided overall administrative support to three or four Property Manager's in the field of Property Management
- Each Property Manager managed seven to eight condominiums (Associations)
- Provided monthly board meeting packets that consisted of their notice & agenda, monthly financial, proposals from vendors for work needed at individual projects and updates of monthly violations and etc
- Drafted Newsletters for different Condo associations, processed daily mails and invoices for my Property Manager's
- Updated and processed budget reports for 24 Associations
- Provided secretarial support, drafting letters proofreading, editing of contract proposals and correspondences
- In charge of preparation for yearly annual meeting for each condominium associations which consisted of excel spreadsheets for association owners listing and tally sheets
- Worked on word to produce annual meeting forms for voting tabulations
- Processed monthly updates of owner occupancy percentage for Property Managers and Sales Agents
- Worked closely with owners to assist them with questions of there monthly maintenance fee, delinquent payments and address changes
- Volunteered and participated for three years with our annual company picnic in August and Christmas party in December
- Nominated twice for 'Employee of the Quarter' in 2003 and 2004
- I have excelled in my field and I feel the need to move on to something different and something new
- Received Employee of the quarter 2002, 2004 & 2006
Mortenson Construction & HMSA (Hawaii Medical Group)
Altres Staffing (Temporary Service)
06.1998 - 02.2001
- Worked for 'Mortenson Construction Company' (temporary position)
- Assisted four Project Managers in four different projects (Duty Free Shoppers, Hualalai Waiulu Villas, Navy-Marine Clubhouse and TyCom processing new Subcontract Agreement Contracts
- Processed daily mails, updating and processing monthly budget reports, change orders and continuous filing, in charge of travel arrangements for Vice President and the 18 Project Managers
- Assisted Vice-President with daily secretarial work, typing memos (dicta phone), preparing bid proposals for new projects
- Assisted receptionist with her phone lines (minim of 15 lines)
- I started in August 2000 until February of 2001
- Worked for HMSA (Medical Group) Temporary position
- Assisted Executive Secretary with incoming and outgoing 'patient bill reports' in the Utilization Management Department
- Transcribed nurses' response reports into the computer for weekly and monthly status
- Assisted receptionist with the telephone switchboard (minimum of 10 lines)
Project Secretary/Project Sales Administrative Assistant
Schuler Homes, Inc.
03.1994 - 09.1996
- Assisted Project Sales Manager & Project Escrow Manager in daily administrative duties
- Set up new sales office for oncoming sales agents for new projects
- Set up and maintained master project and unit files for Project Departments
- Processed several hundred sales contracts from the beginning stage of Reservation/Initial deposits to final public report and completing the sale through close of escrow
- Worked and interacted daily with buyers, lenders, sales agents, and escrow officers
- Assisted with walk through of buyer's homes and condominiums
- Produced weekly updates of sales report (Weekly and Monthly Inventory of sales, Outside Broker List, Traffic Report, Buyers Survey and Project Summary Reports)
- Coordinated special events, functions for final stage of projects
- Prepared and process all incoming/outgoing invoices/billing to accounting department
- Worked independently, met deadlines and completed project task on time
- Received an Award '110% Excellence award' in 1995 & 1996
Project Secretary
Coldwell Banker McCormack
02.1993 - 01.1994
- Worked in the Lease to Fee conversion department
- Maintained daily updates of sales reports for upper management and sales staff
- Provided overall secretarial and clerical support for Project Sales and Administration for all Coldwell Banker McCormick Real Estate
Receptionist/Secretary
Charles Pankow Builders
06.1989 - 01.1993
- Promoted within four months of employment to Sales Secretary
- Assisted and provided secretarial and clerical support to Sales Administrator
- Processed over 750 sales contracts for our two condominium projects, (Honolulu Park Place & Nuuanu Parkside) from its initial stage to closing
- Performed daily updates using Microsoft package software such as Lotus 1-2-3 (now excel)
- Drafted numerous letters, proofread special documents and transcribed letters from Administrator
- Assisted in planning stages of special events such as unit offerings for Owner-Occupants and Investors
- Packaged project documents for distribution and prepared for final Sales Contract for general processing to Escrow
- Tracked all initial deposits (range from $5000 - $250,000), loan commitment letters, conveyance documents, closing and recordings
- Processed cancellation and tracked refunds to buyers
- Assisted the receptionist with the telephone switchboard (minimum of 15 lines)
- My Supervisor is retired
Data Transcriber
Pearl Harbor Naval Shipyard
06.1987 - 06.1989
- Transcribed daily job default reports from General Foremen onto computer spreadsheet for different work orders on ships and submarines
- Provided clerical and secretarial support for the administrative staff, (typing, answering phones, coping, drafting and proof reading correspondences)
- Assisted in logging work hours for daily shifts to payroll department
Education
Certificate of Completion - Computer Course in Microsoft Excel Intermediate Class
Honolulu Community College
Honolulu, HIAssociate of Applied Science - Criminal Justice
Remington College
Bachelor's Degree - Management
Chaminade University
Skills
- Microsoft Office Applications
- 10-key by touch
- Multi-line phone proficiency
- Typing 55-60 wpm
- Master calender management
- Scheduling
- Spreadsheet tracking (Excel)
- Videoconference Preparation
References
Available upon request
Timeline
Executive Administrative Assistant
American Samoa Government
05.2013 - 12.2021
Marketing Senior Service Coordinator
Hilton Grand Vacation Club
03.2012 - 08.2012
Training Coordinator
Hawaiian Airlines (HAL)
05.2008 - 07.2010
Customer Service Agent
Aloha Airlines
12.2006 - 03.2008
Project Coordinator
Charles Pankow Company
08.2006 - 12.2006
Account Clerk
GW Killebrew
08.2006 - 10.2006
Property Management - Administrative Assistant
Hawaiiana Management Company, Ltd.
02.2001 - 03.2006
Mortenson Construction & HMSA (Hawaii Medical Group)
Altres Staffing (Temporary Service)
06.1998 - 02.2001
Project Secretary/Project Sales Administrative Assistant
Schuler Homes, Inc.
03.1994 - 09.1996
Project Secretary
Coldwell Banker McCormack
02.1993 - 01.1994
Receptionist/Secretary
Charles Pankow Builders
06.1989 - 01.1993
Data Transcriber
Pearl Harbor Naval Shipyard
06.1987 - 06.1989
Associate of Applied Science - Criminal Justice
Remington College
Bachelor's Degree - Management
Chaminade University
Certificate of Completion - Computer Course in Microsoft Excel Intermediate Class
Honolulu Community College
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