Helena Miller
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Administrative Assistant
California, United States
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Recruiting CoordinatorKellyOct 2022 - Current (3 years 11 months)• Coordinated and schedule interviews through Workday, ensuring timely communication between candidates and hiring teams (phone, virtual, or onsite) • Act as the main point of contact for the candidates throughout the hiring process, send interview confirmations, updates, and follow ups • Collect and organize resumes, applications, and interview feedback • Help streamline recruiting processes and improve candidate experience • Assist with accepting offer letters and submitting background checks via Workday • Managed candidate pipelines and updated applicant status in Workday, maintaining data accuracy and recruitment compliance • Submit company car request, and order new hire equipment via Workday- Senior Administrative AssistantParexelOct 2022 - Current (3 years 11 months)Administrative Assistant – Parexel - San Francisco, CA August 2022 – Present • Coordinate internal meetings • Coordinate daily/weekly team meals, managing dietary restrictions and preferences for staff • Maintained up-to-date knowledge of fire hazard policies and implemented safety procedures accordingly • Maintained vendor relationships • Greeted visitors and employees upon arrival • Order weekly office supplies for the functionality of the office • Process invoicing via Oracle, utilizing Microsoft Access for data management and reporting purposes, ensuring efficient tracking of office resources and expenditures.
- Senior Administrative AssistantMarsh McLennanOct 2021 - Jun 2025 (3 years 9 months)• Maintain and managed a detailed and accurate calendar, ensuring all deadlines, appointments, and meetings are efficiently managed • Managing and maintaining vendor relationships. • Assisting in finalizing presentations and editing proposals • Submit client monthly invoicing via Webcas and iProcurement • Arrange domestic travel including flight and hotel accommodations • Time management, multitasking, and flexibility
- Administrative Coordinator/FacilitiesiRhythm Technologies IncMar 2019 - Jul 2021 (2 years 5 months)• Collaborating with the office operations team to ensure that day-to-day office operations are running smoothly (onboarding new hires, desk moves, general employee questions/tasks, and basic facilities repairs). • Manage and maintain vendor relationships and office service programs (meals, snacks, shuttle, janitorial, etc.) • Managing office supplies and inventory intake. • Proficiency in MS Office, Zoom, Outlook, Excel and expense reports/receipts through Concur for each dept. within the company. • Planning and executing company events; quarterly events, happy hours, holiday parties, charity events, and meeting deadlines. • Partnering with physical security and building management to ensure the safety and security of the physical space an
- SAdministrative AssistantSmithEmeryMar 2018 - Aug 2019 (1 year 6 months)• Data Entry, multi-phone line systems, documentations, organization and record keeping within the office. • Scheduled meetings for all employees, order lab work, ensures an office and field personnel has all necessary equipment and materials to be able to perform daily duties for the construction firm. • Checked Field Inspectors daily hours to correlate with on-site work in regards to payroll. • Worked under the Accounting Department to compile, analyze, verify and prepare the billing and financial receipts and invoices of every single project in the San Francisco, Los Angeles, Anaheim, Calexico, Selma, Las Vegas, and Shanghai Offices. • Filing including management of confidential and secure documentation.