Kandi J Gaston
San Francisco,CA
Summary
Accomplished result-driven administrative professional with hands-on experience in coordinating meetings with Executive Director’s, Calendar management, expense reports, and scheduling requests. Office management support well-versed in Human Resource Systems; Workday & Kronos, providing employee Orientation Onboarding, policy development, immigration, and legal compliance policy regulations FMLA/ADA/EEO/WC. Exceptional organization & time management, strong communication (verbal & written), and keen attention to detail.
Experienced administrative professional prepared for this role with strong background in office management, scheduling, and communication. Skilled in handling multiple tasks efficiently, ensuring smooth operations, and supporting executive teams. Team collaboration and adaptability to changing needs drive consistent achievement of organizational goals. Known for reliability and fostering positive work environment.
Diligent Administrative assistant with proven track record in managing office operations and providing comprehensive administrative support. Demonstrated ability in streamlining office processes and aiding in project coordination. Known for effective communication and multitasking skills.
Experienced with coordinating administrative tasks and maintaining organized office environments. Utilizes strong organizational skills to enhance office efficiency and support team operations. Track record of effective communication and multitasking to meet diverse administrative needs.
Overview
1
1
Certification
20
20
years of professional experience
Work History
Administrative Assistant/Temp. Office Manager Support
Mercy Housing California
San Francisco, CA
02.2024 - 06.2026
- Daily front & back-office support services for attorneys and clients. Record maintenance and documentation.
- Developed evaluation questionnaires, analyzed responses, and prepared reports for Directors to inform decision-making.
- Prioritized workloads involving multiple large projects with deadlines..
- Oversaw daily administrative functions to support team productivity.
- Rubicon: Communicate with partners (Alameda Co. Probation, government agencies, Impact Coaches, Career advisors and vendors).
- Rubicon: Communicate with partners (Alameda Co. Probation, government agencies, Impact Coaches, Career advisors and vendors.
- Maintaining CORE program’s onsite supervision, AB-109 participant support services, under California's Public Safety Realignment.
- Provided front reception coverage; entered data into Salesforce according to daily guidelines.
- Managed calendar scheduling, ensuring optimal time allocation for meetings and appointments.
- Coordinated communication between clients and legal teams, facilitating timely responses and resolution of inquiries.
- Developed and maintained filing systems, improving document retrieval efficiency by organizing records systematically.
- Assisted in the preparation of legal documents, ensuring accuracy and compliance with regulatory requirements.
- Trained new administrative staff on office procedures, enhancing team productivity through effective onboarding practices.
- Oversaw inventory management for office supplies, ensuring availability while minimizing excess expenditures.
- Collaborated with cross-functional teams to support project initiatives, fostering a cooperative work environment among departments.
Project Administrative Assistant III/HR Global Mobility
Gilead Sciences Inc.
Foster City, CA
02.2024 - 12.2024
- Recruited and managed administrative staff to enhance team capabilities and support project needs.
- Coordinated/led the implementations of new and/or revised software applications/databases including interfacing with vendors, ensuring user training, etc. with minimal guidance.
- Used advanced level software programs: Excel, ChemDraw, Sharepoint, Filemaker Pro, Access, and PowerPoint to create graphs, charts, spreadsheets, and LCD presentations.
- Managed large events by planning, organizing, and implementing multiple activities. Collaborated with guests and speakers to evaluate needs and arrange travel, hotel stays, expense reports, and presentation materials.
- Provided operational and logistics support in Late Phase Research across all Gilead therapeutic areas.
Project Administrative Assistant III
Samuel Merritt University (SMU)
Oakland, CA
07.2022 - 02.2024
- Supported operations and projects of DNP program for College of Nursing, ensuring smooth administrative processes.
- Orchestrating facility needs, scheduling multiple project requests related to course development and DNP project support.
- Directed and oversaw student workers while managing administrative activities to enhance program efficiency.
- Coordinated facility needs and scheduled project requests for course development and DNP project support, streamlining workflow.
- Collaborated on edits and development of handbooks and other reference manuals and materials; worked on the content development and maintenance of the DNP intranet site, web page updates and the university catalog update.
Admin Coordinator II
Stanford University
Redwood City, CA
07.2020 - 02.2022
- Coordinated meetings for leadership and team, preparing materials, reserving rooms, and arranging food services to ensure effective collaboration.
- Drafted and edited correspondence and presentations, typed meeting minutes, and managed document filing, while greeting and escorting visitors to create a welcoming environment.
- Draft and edit correspondence and presentations, type meeting-minute notes, make photocopies, send faxes, file documents, sort and distribute mail, etc. Greet and escort visitors from reception areas, as needed.
- Managed designated leader(s) calendars and scheduling requests. Arranged domestic and international travel schedules and reservations.
Temp/Hire Administrative Assistant {COVID-19}
SamTrans
So. San Francisco, CA
12.2019 - 04.2020
- Coordinated bi-weekly team activities to foster team engagement and morale.
- Oversaw new hire onboarding and processed expense reports and invoices while serving as point person for guests, vendors, and service providers.
- Demonstrated thorough understanding of customer service and operational modules, ensuring accurate and efficient support.
- Developed and maintained knowledge of product, subscriptions, meeting registrations, Continuing Medical Education, and miscellaneous services and materials to accurately respond to all customer inquiries.
Temp. Administrative Assistant
eBay/Stubhub
San Francisco, CA
11.2018 - 11.2019
- Supported North America Interim Leadership Team (4 leaders) with administrative tasks including calendar management, travel planning, expense reporting, and key meeting scheduling.
- Organized bi-weekly team activities in the office, such as ice cream socials and Foosball tournaments.
- Oversaw new hire onboarding, processed expense reports and submitted invoices, and served as primary contact for guests, vendors, building management, maintenance, and service providers.
- Developed and maintained knowledge of product, subscriptions, meeting registrations, Continuing Medical Education, and misc. services and materials to accurately respond to all customer inquiries.
- Developed and maintained knowledge of product, subscriptions, meeting registrations, Continuing Medical Education, and miscellaneous services and materials to accurately respond to all customer inquiries.
Administrative III / HR Generalist
County Connection
Concord, CA
07.2014 - 11.2018
- Managed complex and frequently changing travel arrangements for Director of Outreaches, ensuring smooth pre-planning of trips.
- Developed meeting agendas and created meeting packages to facilitate effective discussions.
- Proactively managed and coordinated recurring and ongoing activities that involved the leaders of the Data Platform organizations, including all-hands meetings, department leadership team meetings, organization chart, PTO calendar, and other activities that require participation across the department's leadership teams.
- Coordinated recurring activities for Data Platform organization leaders, including all-hands meetings, leadership team meetings, organization chart updates, and PTO calendar management.
- Prepared and developed meeting agendas and assisted in creating meeting packages.
- Managed Director of Outreaches’ complex and frequently changing travel arrangements and coordinated the pre-planning of trips.
Data Entry Assistant
Gap Inc.
San Francisco, CA
01.2012 - 06.2014
- Created and maintained various reports/data using SAP & MS-Excel (macros, VLOOKUP’s etc.)
- Maintained various reports with the help of SAP data entry.
- Insured customer inquiries were responded to promptly by replying to all voicemails, emails, walk-in visits, and mail.
- Created and maintained various reports/data using SAP & MS-Excel (macros, VLOOKUPs etc.)
- Ensured receipt accuracy to support in-season allocation strategies.
- Ensured customer inquiries were responded to promptly by replying to all voicemails, emails, walk-in visits, and mail.
- Managed the reconciliation of class-to-dept. bottoms-up plans.
- Developed evaluation questionnaires, analyzed responses, and prepared reports for the Director.
Data Entry Specialists Associate
Twitter Inc.
San Francisco, CA
01.2011 - 11.2011
- Implemented process improvements that streamlined workflow operations, resulting in reduced turnaround times for tasks.
- Answered multi-line phone system, routing calls, delivering messages to staff and greeting visitors.
- Maintained confidentiality of sensitive information by adhering to strict privacy policies and implementing secure filing systems.
- Delivered excellent customer service through prompt responses to client inquiries, addressing concerns effectively, and building strong relationships.
Clerk Assistant {Contractor}
BART
Oakland, CA
01.2008 - 12.2010
Office Coordinator {Contractor Ratatouille film}
Pixar Animation Studios
Emeryville, CA
01.2006 - 11.2007
Education
High School Diploma -
El Cerrito
El Cerrito, CA06-1992
Certified Administrative Professional -
Associate of Business Administration - Business Administration
Chabot JR. College Hayward
Hayward, CA01-1996
Skills
- Calendar Management {Outlook/Gmail/Workfront} Correspondence Management
- Travel Arrangements & Agenda Preparation Expense Reports Reconciliation/ Records Maintenance {SAP Concur solutions} Systems Applications and Products Appointments Scheduling/Office Supplies Procurement Shipping/Receiving, Prepared documents, work orders, bills of lading
- Microsoft Office applications: Word, Excel, PowerPoint, Sharepoint, Salesforce, Gmail & gCal, Google Hangouts, TEAMS, ZOOM, Webex Staff Recruitment & Retention Human Resources Generalist
- Administrative support
- Microsoft Word
- Time management
- Microsoft Excel
- File organization
- Microsoft outlook
- Computer proficiency
- Customer and client relations
- Clerical support
- Customer relations
- Scheduling
- Strong problem solver
- Office management
- Microsoft Office Suite
- Documentation and recordkeeping
- Professional communication
Certification
Certified Associate in Project Management (CAPM), Chabot JR. College Hayward, CA 1996
Timeline
Administrative Assistant/Temp. Office Manager Support
Mercy Housing California
02.2024 - 06.2026
Project Administrative Assistant III/HR Global Mobility
Gilead Sciences Inc.
02.2024 - 12.2024
Project Administrative Assistant III
Samuel Merritt University (SMU)
07.2022 - 02.2024
Admin Coordinator II
Stanford University
07.2020 - 02.2022
Temp/Hire Administrative Assistant {COVID-19}
SamTrans
12.2019 - 04.2020
Temp. Administrative Assistant
eBay/Stubhub
11.2018 - 11.2019
Administrative III / HR Generalist
County Connection
07.2014 - 11.2018
Data Entry Assistant
Gap Inc.
01.2012 - 06.2014
Data Entry Specialists Associate
Twitter Inc.
01.2011 - 11.2011
Clerk Assistant {Contractor}
BART
01.2008 - 12.2010
Office Coordinator {Contractor Ratatouille film}
Pixar Animation Studios
01.2006 - 11.2007
High School Diploma -
El Cerrito
Certified Administrative Professional -
Associate of Business Administration - Business Administration
Chabot JR. College Hayward