Julia Weems
Summary
Motivated and detail-oriented Administrative Assistant with a strong focus on delivering exceptional results, qualified with more than ten years of diverse experience. A passion for streamlining processes and improving efficiency. Experienced in managing databases, generating reports, and maintaining accurate records. Strong analytical skills and the ability to identify areas for improvement. Committed to providing exceptional support to enhance productivity. Seeking an opportunity to work as an Administrative Assistant to utilize my proficiencies and knowledge in a renowned organization.
Overview
19
19
years of professional experience
Work History
Executive Administrative Assistant
Legacy Group
11.2008 - Current
- Coordinate and confirm calendar, schedule meetings over multiple time zones, coordinate conferences, special events, and catering.
- Initiate court cases, and record financing statements with the Secretary of State.
- Handle highly discreet, confidential, and sensitive information daily.
- Serve as a liaison between manager, clients, and staff to receive and relay information.
- Organize and maintain database, coordinate reports and other essential records.
- Setup travel arrangements. Process invoices and expense reports.
- Brief CEO on daily matters concerning meetings and appointments.
- Meet with clients and potential clients to compile information.
- Monitor administrative staff for proficient and effective performance.
- Enter customer information and updates in database system to track leads, interactions, relationships and propel sales opportunities.
- Maintain good rapport with clients and staff.
Admin/Payroll Administrator
Dignity Health/Robert Half
12.2022 - 05.2023
- Coordinated required adjustments and ensured all proposed adjustments were approved prior to being processed.
- Updated ServiceNow on inquiry specifics: date of inquiry, date action taken, date resolved, documents provided, and feedback received from the employee.
- Kept daily metrics on open and resolved cases, grouped by divisions for distribution to the Division leader.
- Accepted phone calls from employees who needed information on the breakdown of their overpayments, pay adjustments processed, and adjusted amount to be collected from remaining paychecks in 2022.
- Packaged the employee response by providing a copy of the completed template, a copy of pay stubs, and a copy of the approved timecard.
- Included any pay correction forms that were processed to adjust amounts owed and approved by managers.
Admin Coordinator
Safeworks (Parker Lynch)
12.2021 - 10.2022
- Coordinated both domestic and international travel arrangements.
- Scheduled meetings, and prepared documents.
- Managed the budget and executive calendar.
- Coordinated conferences, hotel, car rental, and special events.
- Processed invoices and expense reports.
- Screened candidates and administered assessments.
- Processed new hire paperwork and assisted with onboarding.
- Facilitated Nationwide acquisitions.
- Ordered supplies and prepared mailing shipments.
- Provided support as needed to other divisions.
- Prepared reports for review.
Supervisory Admin Specialist
U.S. Department of Commerce
05.2020 - 09.2021
- Coordinated both domestic and international travel arrangements
- Scheduled meetings, and prepared documents
- Managed the budget and executive calendar
- Coordinated conferences, hotel, car rental, and special events
- Processed invoices and expense reports
- Screened candidates and administered assessments
- Processed new hire paperwork and assisted with onboarding
- Facilitated Nationwide acquisitions
- Ordered supplies and prepared mailing shipments
- Provided support as needed to other divisions
- Prepared reports for review
- Evaluated work performance of subordinates and made recommendations for outstanding performance recognition and/or disciplinary action
- Found resources on vulnerabilities that assisted in populating vulnerability data
- Oversaw personal property management; procured supplies, equipment, safety records, file maintenance; travel; space management; and other administrative services necessary for the efficient operation of the RCC
- Initiated ways to improve production, and work processes, and/or to increase the quality of the work directed
- Delegated work to subordinates based on the difficulty of the assignments and each employee's capabilities
- Supervised a subordinate staff performed personnel, payroll, space, voice communications, and general administrative work
- Directed, coordinated, and managed all administrative activities for the Regional Census Centers (RCC), included coordinating personnel management activities, time, and attendance reporting.
Admin Manager
The Collected Group
04.2018 - 04.2019
- Researched and validated vulnerability data and populated new vulnerability entries
- Compiled information for court cases, and workers comp claims
- Processed off-cycle manual checks for terminations, and adjustments
- Reviewed payroll entries for discrepancies, examined new hire files, edited timecards, added missing punches, and approved timecards
- Calculated initial payments for salaried new hires, entered payroll batches, calculated & entered monthly bonuses
- Supplied wage information for employment verifications, and employee information to Government agencies (e.g., head count)
- Initiated payroll system access to upper management, enrolled hourly new hires in the time clock, and trouble-shot system issues
- Audited CA payroll for meal break waiver forms, verified accrual balances, and entered time off requests
- Reported new hire time and attendance
- Trained, coached, instructed, and advised employees on payroll, administrative, and personnel matters.
Payroll Manager
Legacy Group
11.2008 - 03.2018
- Redesigned client file process increased efficiency by 50% and generated an annual savings of approximately $20,000.00/year
- Reviewed new hire paperwork, and set up new hires in the system
- Initiated court cases, and recorded financing statements with the Secretary of State
- Coordinated and confirmed calendar, and scheduled meetings over multiple time zones, conferences, special events, and catering
- Answered phone, took detailed messages, screened calls, and greeted visitors and vendors
- Handled highly discreet, confidential, and sensitive information daily
- Served as a liaison between manager, clients, and staff to receive and relay information
- Briefed manager on daily matters concerning meetings and appointments
- Organized and maintained database, and coordinated reports and other essential records
- Monitored administrative staff for proficient and effective performance
- Maintained good rapport with clients and staff.
Talent Coordinator
The Cheesecake Factory
09.2005 - 08.2007
- Provided executive level administrative support to both the VP and 12 recruiters in multiple time zones
- Screened applicants interested in management positions
- Initiated the background investigation process
- Arranged conference calls, reserved conference rooms, catering, and special events
- Maintained and created the job posting website for internal and external candidates
- Conducted interviews and recruited individuals for employment positions
- Performed other administrative tasks and back up support as required
- Assisted with the coordination of Manager’s meetings, recorded and transcribed minutes
- Prepared offer letters, assembled new hire packages that included benefit information, maintained a high level of confidentiality at all times
- Organized travel arrangements arranged maintenance and equipment repair
- Handled outgoing mail and correspondence like faxes, email, overnight shipments.
Skills
- Multi-tasking
- Attention to detail
- Time management
- Organization
- Accuracy
- Prioritization
- Confidentiality
- Administrative decision making
- Judgment
- Verbal communication
- Written communication
- Talent acquisition
- Team building
- Relationship building
- G-Suite
- Word
- Excel
- Outlook
- PowerPoint
- Web Navigation
Accomplishments
Successfully maintained a healthy work environment within the organization and contributed to the overall morale. Improved knowledge of advanced Admin and HR Practices.
Timeline
Admin/Payroll Administrator
Dignity Health/Robert Half
12.2022 - 05.2023
Admin Coordinator
Safeworks (Parker Lynch)
12.2021 - 10.2022
Supervisory Admin Specialist
U.S. Department of Commerce
05.2020 - 09.2021
Admin Manager
The Collected Group
04.2018 - 04.2019
Executive Administrative Assistant
Legacy Group
11.2008 - Current
Payroll Manager
Legacy Group
11.2008 - 03.2018
Talent Coordinator
The Cheesecake Factory
09.2005 - 08.2007
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