Litia Makakaufaki: Executive Coordinator in Huntington Beach, CA

- Ensures that agendas, material, and action requests/resolutions for the GRF Board and GRF - Committees are completed within the proper timeframes, using established policies and procedures to meet all legal requirements. Attends meetings, records discussions and actions, composes, and publishes summaries and minutes of those meetings, including digital copies. - Manages appointments and meetings for the President, and Executive Director. - Understands and maintains confidentiality in respect to the Board relations. - Maintains Board Office files and Foundation's corporate files. - Maintains the Master meeting calendar for all Foundation meetings and - schedules meetings held in the Conference Rooms. - Maintains records of projects in progress of all current Board approved projects. - Organizes GRF BOD events. - Manages GRF Annual Board meeting Manages the transition process of new Board - Members and Officers after elections. - Orders office supplies. - Maintains key control for the GRF President, Vice President and GRF Directors. - Prepares recaps and minutes of Board meetings for digital scanning. - Responsible for the preparation of monthly report of GRF Board and committee actions. - Handles telephone calls and correspondences for the Board Office. - Greets visitors; directs inquiries to proper department and/or manager. - Performs routine and special projects for management personnel or Board of Directors which may include researching and analyzing data, proofreading, and the preparation of reports and documentation regarding the findings. - Recommends, develops, and assists in the implementation of goals and objectives and implements office policies and procedures to ensure efficient office operations. - Works as Board liaison with Corporate Attorney for interpretation of rules or regulations as requested by Board. - Develops standards for Recording Secretaries and Administrative Assistant. Trains and evaluates GRF Recording Secretaries adherence to those standards. - Supervises, trains, mentors, and evaluates assigned staff. Recommends and implements procedural changes affecting clerical activities. - Reviews and approves, in conjuncture with the Executive Director and the Human - Resources Manager, disciplinary action involving assigned staff. - Maintains a harmonious relationship with Board of Directors.

- Provide support for upper management. - Monitored and controlled all department activities. - Prepare orientation packets, create name badges for new hires, and assist with conducting orientation. - Oversee stock of office supplies. - Coordinate inbound and outbound office mail. - Manage and coordinate meeting room setups. - Welcomes new employees to the organization by conducting orientation. - Provides payroll information by collecting time and attendance records. - Submits employee data reports by assembling, preparing, and analyzing data. - Maintains employee information by entering and updating employment and status-change data. - Provides secretarial support by entering, formatting, and printing information. - Answers the telephone, relays messages, and maintains equipment and supplies. - Maintains employee confidence and protects operations by keeping human resource information confidential.

- Provided support for the CFO, President and Principals. - Organized management and staff calendars and provided appointment reminders. - Handled cash receipts and tracked cash withdrawals also preparing expense reports. - Make travel arrangements including booking hotels and arranging for transportation. - Coordinated meetings and ensured that conference room was ready for meetings. - Organized company parties, meetings, and events. - Provided support for training and development of junior administrative staff. - Supervised junior administrative staff workload and responsibilities. - Monitored and controlled all department activities. - Prepare orientation packets, create name badges for new hires, and assist with conducting orientation. - Handle all pre-employment and new hire paperwork and I-9 documentation. - Organize benefits and 401(k) meetings; prepare meeting materials and send out invites to employees.