Martha Alicia Thomas
San Diego,CA
Summary
Meticulous and systematic Administrative Assistant skilled in organizing, planning and managing daily clerical needs. Bringing solid expertise in coordinating documents, reports and records, handling correspondence and managing deliveries. Skilled in oral and written communication, team leadership and relationship-building.
Overview
32
32
years of professional experience
Work History
Administrative Assistant/HR Assistant
VisTech Manufacturing Solutions LLC
San Antonio, TX
10.2015 - 05.2023
- Provided administrative support to the executive team, including scheduling meetings and managing calendars.
- Greeted visitors in a professional manner, responding to inquiries and directing them to appropriate personnel.
- Managed incoming calls while providing information or transferring callers to appropriate personnel.
- Maintained office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies.
- Assisted with the planning of special events by arranging catering services, securing venues and ordering promotional materials.
- Coordinated mailings including sorting mail, preparing packages for shipping via courier service or postal service.
- Processed invoices for payment using accounting software applications.
- Entered data into spreadsheets using Microsoft Excel or other similar programs.
- Handled confidential documents in an organized fashion according to established protocol.
- Answered phone calls and emails to provide information, resulting in effective business correspondence.
- Managed physical and digital files, monitored spreadsheets and updated reports to coordinate project materials.
- Tracked and submitted employee timesheets to prepare for payroll processing.
- Tracked performance metrics such as retention rate or absenteeism rate among others for use in strategic planning sessions.
- Handled sensitive and confidential employee information with complete discretion.
- Processed onboarding paperwork for new hires and rehires.
- Processed employee status changes, keeping human resources systems and employee records up to date.
- Guided new hires through orientation and onboarding and explained documentation requirements to facilitate HR process.
- Created, organized and maintained employee personnel files to keep sensitive data secure.
- Assisted with planning, organizing and coordinating company events.
- Posted job announcements and pre-screened applicants to candidates for available positions.
- Reviewed and processed payroll-related actions to drive data accuracy and comply with company policy and federal and state regulations.
- Filed documents, delivered mail and performed bookkeeping to facilitate office operations of HR department.
- Prepared and set up new employee orientations.
- Coordinated new employee onboarding with orientation scheduling and preparation.
- Set up workshops, conferences and meetings by scheduling and reserving rooms and preparing supplies.
Independent Calendar-Family Law Division
San Diego Superior Court
San Diego, CA
10.1991 - 05.2023
- Provided support to staff members regarding calendar management tasks.
- Updated calendar system with changes as needed throughout the day.
- Answered phone calls and emails related to schedule inquiries.
- Resolved conflicts between overlapping appointments when necessary.
- Generated reports on upcoming events, cancellations, and rescheduling requests.
- Scheduled and confirmed appointments.
- Entered information into system to update status reports.
- Verified application data and account information against legal documentation to determine accuracy and integrity.
- Performed administrative duties such as filing paperwork or managing databases.
- Responded promptly to any inquiries concerning calendar information.
- Reviewed documents such as agendas, minutes, and meeting notes for accuracy.
Education
High School Diploma -
Chula Vista High School
Chula Vista, CA06-1977
Skills
- Organizing And Preparing Meetings
- Administrative Support
- Staff Scheduling Procedures
- Scheduling And Calendar Management
- Excel Spreadsheets
- Employee Onboarding
- Professional Communication
- Supplies Ordering
- Events Coordination
Languages
Spanish
Professional
Volunteer work
2012 to 2015 volunteered as office assistant at the Santo Nino Catholic Church in San Antonio, TX.
Duties: Answering phone calls
Opening Mail
Data entry of mass songs into Microsoft Power Point
Timeline
Administrative Assistant/HR Assistant
VisTech Manufacturing Solutions LLC
10.2015 - 05.2023
Independent Calendar-Family Law Division
San Diego Superior Court
10.1991 - 05.2023
High School Diploma -
Chula Vista High School
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