Lois Ingram
East Palo Alto
Summary
Driven and resourceful administrative professional with 20+ years of experience assisting with work of high-achieving executives. Track record supporting professional needs with well-organized precision. Successfully manages high-volume workloads in rapidly changing environments. Excellent working knowledge using Microsoft Excel, PowerPoint and Microsoft Office Word. Basic knowledge of FSLA, OSHA. Intermediate knowledge of FMLA. Advanced Public Speaking Skills. Exceptional Organizational, Written and Communicational Skills.
Overview
11
11
years of professional experience
Work History
Executive Administrative Assistant
Manpower Employment Agency
09.2023 - 07.2024
- Maintained confidentiality when handling sensitive information, protecting company interests and employee privacy.
- Handled administrative tasks such as expense report processing or invoice reconciliation efficiently; allowing executives to focus on high-priority responsibilities without distraction.
- Coordinated and booked airfare, hotel and ground transportation and prepared itinerary to facilitate successful trips.
- Managed inventory levels for office supplies, reducing waste while guaranteeing availability when needed.
- Responded to emails and other correspondence to facilitate communication and enhance business processes.
- Handled scheduling for executive's calendar and prepared meeting agenda and materials.
- Reviewed incoming communications for urgency or importance; prioritized correspondence accordingly for executive review or action.
- Scheduled appointments promptly, ensuring optimal use of executive time while minimizing conflicts or cancellations.
- Scheduled appointments and handled calenders for senior leadership.
- Collaborated with cross-functional teams, expediting project completion times and enhancing overall efficiency.
- Produced accurate office files, updated spreadsheets, and crafted presentations to support executives and boost team productivity.
- Led staff and vendors in providing high level of service for owner and guests.
Front Desk Coordinator/HR Recruitment Assistant
Facebook aka Meta
01.2018 - 01.2023
- Trained new employees to effectively utilize the Visitor Management System (VMS) to ensure a smooth check-in-process
- Daily tracking to support Alarm Remediation
- Responsible for daily alarm tracker both positive and false positive
- Weekly alarm reporting management meeting to reduce false positive transmission
- Direct report to Campus Supervisor goals and timelines for progression
- Responsible for creating and maintaining multi-campus Supply Ordering System
- Responsible for the organization of team building toolkits and monthly team update meetings
- Coordinated on-campus interviews and research focus groups
- Assisted in Orientation and Onboarding for New Employees
- Point of Contact for employees regarding Benefit Packages and Enrollment
- Assisted security team with escalation process and training
- Responsible for semi-monthly employee relations audit
- Maintained up-to-date resumes and status of potential future employees
- Hosted Quarterly Community Training Events
- Lead organizer for the community Resume Training Session
- Created MOC Interviews to maintain current skills whether or not potential candidates were hired by FB/Meta
- Responsible for coordinating Team Building event with attendance ranging from 50 to 150 employees.
- Greeted visitors and customers upon arrival, offered assistance, and answered questions to build rapport and retention.
- Maintained strict confidentiality when handling sensitive client information in accordance with company policies.
- Successfully managed challenging situations involving guest complaints or issues by employing excellent problem-solving skills.
- Updated client records accurately and efficiently, ensuring data integrity within the system.
- Facilitated effective communication between clients, guests, and internal staff by serving as a central point of contact.
- Maintained a clean, organized reception area, creating a welcoming atmosphere for clients and visitors.
- Collaborated with team members to address guest needs and ensure seamless operations.
- Monitored inventory levels of office supplies, placing orders as needed to prevent shortages or delays.
- Provided administrative support to management staff, contributing to overall office productivity.
- Managed appointment scheduling, ensuring optimal use of resources and minimizing conflicts.
- Ran end-of-day reports and batches and notified staff of necessary corrections and resolutions.
Patient Service Representative
Palo Alto Medical Foundation
01.2014 - 01.2018
- Scheduled & rescheduled upcoming patient appointments
- Scribed for physician charts at the end of the day
- Maintained 100% rating for phone call grading scale
- Ordered all office supplies for physician staff and front desk
- Created weekly staffing schedule for all PSR (patient service representatives)
- Handled billing for new clinical patients
- Responsible for inputting lab results and scheduling MRI appts for disabled patients
- Responsible for quarterly diversity and training modules and department celebration outings.
Education
Bachelor of Arts - Human Resources Management
Menlo College
Menlo Park, CA06.2025
Skills
- Expense Reporting
- Customer Service
- Office Management
- Information confidentiality
- File Management
- Travel Coordination
- Event Coordination
- Master calender management
- Maintaining Schedules
- Travel Planning
- Travel Arrangements
- Document Preparation
- Spreadsheet tracking
- Quality Control
- Executive Support
- Phone Etiquette
- Strong Problem Solver
- Conflict Management
- Policy Enforcement
- Goal Minded
Timeline
Executive Administrative Assistant
Manpower Employment Agency
09.2023 - 07.2024
Front Desk Coordinator/HR Recruitment Assistant
Facebook aka Meta
01.2018 - 01.2023
Patient Service Representative
Palo Alto Medical Foundation
01.2014 - 01.2018
Bachelor of Arts - Human Resources Management
Menlo College
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