MAI T. WEEKS
Oroville,USA
Summary
Professional with strong background in executive support, adept at managing complex schedules, coordinating meetings, and handling confidential information. Highly skilled in communication, organization, and problem-solving, ensuring seamless office operations. Focused on team collaboration and achieving results, adapting flexibly to changing needs and priorities. Dependable and resourceful, consistently delivering high-quality outcomes.
Overview
21
21
years of professional experience
Work History
Executive Assistant
Oroville Lake Marinas
01.2025 - Current
- Coordinated executive schedules, ensuring optimal time management and prioritization of key meetings.
- Streamlined communication between departments, enhancing information flow and collaboration across teams.
- Managed travel arrangements, optimizing itineraries for efficiency and cost-effectiveness.
- Developed and maintained filing systems, improving document retrieval processes for senior leadership.
- Mentored junior administrative staff, fostering professional development and enhancing team performance.
- Processed travel expenses and reimbursements for executive team and senior management group.
- Streamlined executive communication by managing emails, phone calls, and scheduling appointments.
- Served as a liaison between departments to facilitate effective communication throughout the company.
- Ensured smooth daily operations through consistent maintenance of office equipment and troubleshooting issues when necessary.
- Maintained strict confidentiality of sensitive information, upholding company's privacy policies and ethical standards.
- Aided in the recruitment process by screening resumes, scheduling interviews, and assisting with candidate selection.
- Used advanced software to prepare documents, reports, and presentations.
- Updated spreadsheets and databases to track, analyze, and report on performance and sales data.
- Developed strong relationships with vendors leading to improved contract terms resulting in cost savings for the company.
- Handled payroll processing tasks accurately while maintaining strict adherence to deadlines for timely payments.
- Supported HR activities, facilitating the hiring process by scheduling interviews and liaising with candidates.
Office Administrator
V Petroleum LLC
03.2021 - 12.2024
- Oversaw deployment of strategic business plans to accomplish accounting, compliance, and revenue targets.
- Completed in-depth analyses of risks to control company profile, enhance systems, and track legal concerns.
- Devised strategies for standardizing and enhancing the organization and management of business assets.
- Devised successful benchmarks and performance optimization strategies to enhance company objectives.
- Devised strategies for enhancing business assets and reporting on financial metrics.
- Created and deployed forward-thinking initiatives to drive corporate vision and outperform revenue targets.
- Conducted detailed analysis of company financial information and oversaw the preparation of related reports.
- Devised strategies for monitoring, evaluating, and tracking operational achievements.
- Oversaw all company-wide financial operations, including budgets, payroll, accounts payable, and receivable.
- Prepared year-end fixed asset schedule for inclusion in Comprehensive Annual Financial Reports and monthly financial reports for board meetings.
- Directed all financial activities, including budget development, budgetary controls and recordkeeping systems creation, and investment management.
- Analyzed operational issues and implemented corrective action plans to improve profitability and efficiency.
- Offered advice to other executive leaders on strategies to improve financial growth.
- Assessed company resources and adjusted to keep operations efficient and cost-effective.
- Spearheaded contract negotiation and financing for diverse business projects.
Membership and Fund Development Coordinator
Fairytale Town
05.2019 - 02.2021
- Maintained membership database, ensuring that all information was current and accurate.
- Greeted and welcomed new members, establishing, and updating memberships to the Fairytale Town Etapestry database.
- Created, Printed, and sent out membership cards.
- Prepared marketing materials that would be sent out to members, which detailed new events, promotions, and activities that were coming up.
- Directed incoming calls to internal personnel and departments, routing them to the best-qualified department.
- Responded to customer requests for products, services, and company information.
- Maintained donations record, recording daily donations and processing monthly recurring donations.
- Transferring all donations to the treasury for deposit.
- Responsible for updating and maintaining monthly financial donation reports for the Executive Director and Broad Members.
Office Manager
Crepeville Inc
02.2015 - 07.2018
- Supervised and trained office staff.
- Monitor accounts payable and accounts receivable.
- Oversee the recruiting, interviewing, and hiring of new staff; serve as a link between management and its employees and customers.
- Investigating and Filing Worker Compensation and accident claims with insurance.
- Full Cycle Payroll- 600 employees.
- Obtained documents, clearances, certificates, permits, and approvals from local, state, and federal agencies.
- Worked directly with field General Managers to achieve growth and profits.
- Conducted field inspections, picked up cash sales drop from 9 locations, 3 different counties every morning, counted all cash, reconciled overage, and shortage, and prepared for deposits.
- Responsible for the company's financial statements, general ledger, cost accounting, budgeting, tax compliance, and various special analyses.
Store manager
KI Gifts & Custom Framing
02.2010 - 04.2014
- Trained and developed new associates on POS systems and key sales tactics.
- Completed all daily tasks and special assignments with an efficient and quality-driven approach.
- Examined merchandise to verify that it was correctly priced and displayed.
- Reordered inventory when it dropped below predetermined levels.
- Scheduled and led weekly store meetings for all employees.
- Interviewed job candidates and made staffing decisions.
- Completed profit and loss performance reports.
- Increased profits through effective sales training and troubleshooting profit loss areas.
- Generated repeat business through exceptional customer service.
- Priced, handled, and evaluated personnel in sales and marketing.
- Counted cash drawers and made bank deposits.
- Assigned work to team members based on company needs, personal strengths, and job knowledge.
- Planned budgets and authorized payments and merchandise returns.
- Conducted store inventories once per quarter.
- Instructed staff on appropriately handling difficult and complicated sales.
- Responded to customer concerns with friendly and knowledgeable service.
- Implemented a new ordering process and identified poor work habits to improve process effectiveness.
- Assigned employees to specific duties to best meet the needs of the store.
Events Coordinator
Funder Land Inc
01.2008 - 08.2009
- Established and maintained an external communications calendar and managed scheduled assignments.
- Developed and deepened relationships with key customers by closely monitoring projects, providing information, and resolving concerns.
- Drafted post-event evaluations, compiled results, and recommended changes for future events.
- Prepared and gave presentations to clients and other project stakeholders.
- Worked closely with clients to identify their needs and challenges and provide solutions-oriented campaign themes.
- Compared agency and vendor marketing expenses against established budgets.
- Directed and coordinated marketing activities and policies to promote products and services.
On Campus Coordinator and Public Assistant
Asian Pacific Community
06.2007 - 09.2008
- Counseling.
- Design and organize group activities for students.
- Lead activities in teaching students about drug prevention and alcohol use.
- Tutor students with homework and assist non-English speakers with translation and filling out documents.
- Responded to customer requests via telephone and email.
- Obtained documents, clearances, certificates, and approvals from local, state, and federal agencies.
- Supported Chief Operating Officer with daily operational functions.
- Researched and updated all required materials needed for the firm and partners.
- Copied, logged, and scanned supporting documentation.
- Verified data integrity and accuracy.
Representative
Payless Shoes Source
03.2006 - 12.2007
- Ensuring customers' purchases and loss prevention.
- Directing location and safety procedure.
- Translations and communication with bilingual customers.
- Working with other loss prevention members to establish policies, procedures, and business practices to prevent the loss of inventory or monies in stores.
- Monitoring CCTV cameras.
- Verified data integrity and accuracy.
- Responded to customer requests via telephone and email.
Bilingual Lead Sell Associate
Victoria's Secret
04.2004 - 09.2005
- Trained upcoming junior employees in leadership and sales.
- Work with other associates to promote sales.
- Promote sales and credit to customers.
- Translate and communicate with bilingual customers.
- Verified data integrity and accuracy.
- Responded to customer requests via telephone and email.
- Enter details such as payments, account information, and call logs into the computer system.
- Analyzed departmental documents for appropriate distribution and filing.
- Supported Chief Operating Officer with daily operational functions.
Education
Associate of Arts - Sociology
Cosumnes River College
Sacramento, CA01.2007
Notary Public Commission
State of California
01.2024
Accidental & Health or Sickness Life
California Department of Insurance
01.2023
Skills
- Financial Management
- Business planning
- Business administration
- Budgeting
- Documentation and control
- Account Reconciliation
- Administrative support
- Office Administration
- Bookkeeping
- Payroll and budgeting
- Scheduling
- QuickBooks
- Recordkeeping
- Financial Reporting
- Bank Reconciliation
- Exceptional organization
- Account oversight
- Vendor management
- Executive support
- Office management
- Strong problem solver
Accomplishments
- Planned corporate meetings, lunches, and special events for groups of 45+ employees.
- Prepared and distributed payroll for staff of 300 direct reports.
- Used Microsoft Excel to develop inventory tracking spreadsheets.
- Supervised a team of 8+ staff members.
- Created detailed profit and expense Excel reports.
Timeline
Executive Assistant
Oroville Lake Marinas
01.2025 - Current
Office Administrator
V Petroleum LLC
03.2021 - 12.2024
Membership and Fund Development Coordinator
Fairytale Town
05.2019 - 02.2021
Office Manager
Crepeville Inc
02.2015 - 07.2018
Store manager
KI Gifts & Custom Framing
02.2010 - 04.2014
Events Coordinator
Funder Land Inc
01.2008 - 08.2009
On Campus Coordinator and Public Assistant
Asian Pacific Community
06.2007 - 09.2008
Representative
Payless Shoes Source
03.2006 - 12.2007
Bilingual Lead Sell Associate
Victoria's Secret
04.2004 - 09.2005
Notary Public Commission
State of California
Accidental & Health or Sickness Life
California Department of Insurance
Associate of Arts - Sociology
Cosumnes River College
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