Summary
Overview
Work History
Education
Skills
Certification
Professional Statement
Affiliations
Timeline
Generic
Stephanie Hairston

Stephanie Hairston

Vallejo,CA

Summary

Highly organized and results-driven professional with a combined background in Executive Assistance and Human Resources, adept at streamlining operations, supporting leadership, and driving employee engagement over multiple states. Proven ability to manage complex schedules, coordinate logistics, and provide comprehensive administrative support, while also contributing to HR initiatives including talent acquisition, onboarding, training, and employee relations.

Overview

19
19
years of professional experience
1
1
Certification

Work History

Executive Assistant / HR Generalist

RHP Management, Inc
08.2019 - Current
  • Daily Operations Directly supports CEO, President, Portfolio Managers, and San Francisco Executive Team, Represents CEO by acting as liaison with staff, shareholders, consultants, banks, vendors, and other entities when the CEO is unavailable
  • Business Planning / Organizational Development Review and revise organizational structure to reflect current and future needs, while coordinate with 4 locations for annual shareholders meetings, reports, resolutions, and consents in lieu
  • Marketing & Communication Internal and external correspondence, event planning and development, develop marketing and advertising pieces including graphic design, establishing and maintain rapport with local and national trade associations, draft and distribute monthly newsletter
  • On-Site Property Security – Mission District Buildings Property walks daily, report issues with aesthetic, safety and security, work with SFPD on potential harm to property and persons, ensure City & County of San Francisco is keeping property free of homeless campsites, garbage & litter, graffiti, loiters, and trespassers from nearby homeless sleep site
  • HR Generalist Payroll Maintains accurate employee records (including status, hires/terms, pay increases, sick/vacation/disability time, etc) and processes timesheets for semi-monthly payroll
  • Works with vendor (Paychex) regarding any payroll issues
  • Prepares, reviews, and distributes W-2s to current and former employees
  • Benefits / Insurance Tracks employee data and activates appropriate benefits in accordance with the schedule detailed in the employee manual, administers self-insured dental plan; Updates plan materials annually, tracks enrollment & waivers
  • Receives and evaluates claims, calculates coverage and submits reimbursements to Staff Accountant for payment
  • Distributes reimbursements to claimants
  • Keeps records in electronic and paper formats
  • Works with employees and Paychex, broker of record, regarding enroll/change/term of benefits, and other inquiries regarding costs, coverage
  • Communicates changes in benefits, distributes 401K fee schedules and annual summaries to current and past plan participants, provides materials and deadlines for open enrollment periods and ensures employee responses, and maintains the “Summary of Benefits” sheet for each city at least annually
  • Acts as company liaison with insurer for workers compensation audits
  • Human Resources Hiring/Employment/Termination cycle data entry and tracking, Works with hiring managers to develop ads and job descriptions, On-boards employees into Paychex and creates and maintains physical files, Reviews new hire packets for completeness, routes or enters data, as appropriate, Tracks annual required training, performance evaluation process, and other employee data, and provides reports to management, as appropriate, Communicates termination information to all interested parties and ensures credentials and systems are updated to reflect terminated status, Ensures compliance with local, city and state regulations for each office, Understands, applies and communicates company policies & procedures
  • Recommends changes as appropriate based on changes in company needs or changes in regulations, Maintains employee data in Pingboard, Paychex, Yardi, Grace Hill VisionX training site, and other benefits or company sites, as appropriate, Processes employment verifications, garnishment, workers comp, employee loans, and other HR/Payroll related documents
  • Started at RHP Management in 2019 as an Administrative Assistant, have been promoted twice, and have received excellent annual reviews accompanied with consistent merit increases
  • Processed travel expenses and reimbursements for executive team and senior management group.
  • Organized and coordinated conferences and monthly meetings.
  • Screened calls and emails and initiated actions to respond or direct messages for managers.
  • Managed executive calendars, scheduling meetings and appointments and coordinating travel arrangements to optimize time.
  • Facilitated training and onboarding for incoming office staff.
  • Updated spreadsheets and databases to track, analyze, and report on performance and sales data.
  • Handled confidential and sensitive information with discretion and tact.
  • Supported business and hospitality needs of corporate partners and staff during meetings and company events.
  • Used advanced software to prepare documents, reports, and presentations.
  • Created and managed office systems to efficiently deal with documentation.
  • Worked with senior management to initiate new projects and assist in various processes.
  • Wrote reports, executive summaries and newsletters.
  • Upheld strict timetables by maintaining accurate, balanced calendars.
  • Filed paperwork and organized computer-based information.
  • Handled logistics, catering, agendas and travel arrangements for meeting and event planning for board of directors, shareholders, president and CEO.
  • Updated and maintained confidential databases and records.
  • Promoted team productivity by keeping supplies organized and well-stocked.
  • Took notes, minutes, and dictation at meetings.
  • Reviewed existing policies and procedures to make recommendations for enhancing work productivity, recruitment, hiring processes, and talent management.
  • Planned and managed recruitment activities for new hires using strategic personnel, staffing, and position management practices.
  • Reviewed and screened applicant resumes to identify qualified candidates.
  • Liaised between management and employees to deliver conflict resolution, alleviate problems, and interpret compensation and benefits policies.
  • Monitored employee attendance and performance, addressing issues in accordance with company policies and procedures.
  • Maintained personnel records and statistical data to establish accuracy and compliance with applicable regulations.
  • Handled all employee inquiries related to insurance, pension plan, vacation, sick leave and employee assistance.
  • Fielded employee inquiries related to insurance, pension plan, vacation, sick leave and employee assistance.
  • Developed disaster and recovery strategy to prepare company for hazardous weather conditions, nuclear accidents and terrorist attacks.
  • Created and delivered HR training sessions to staff, managers and executives.
  • Improved organizational filing systems for confidential employee records, resulting in improved accessibility and efficiency.
  • Conducted performance reviews and provided feedback to managers on employee performance.
  • Collected and analyzed information to monitor compliance outcomes and identify and address trends of non-compliant behavior.
  • Planned, monitored and appraised employee work results by training managers to coach and discipline employees.
  • Assisted with writing job postings and job descriptions for boards.
  • Collaborated with managers to identify and address employee relations issues.
  • Developed and implemented onboarding and orientation programs for new employees.
  • Pre-screened resumes prior to sending to corporate hiring managers for consideration.
  • Advocated for staff members, helping to identify and resolve conflicts.
  • Developed and monitored employee recognition programs.
  • Completed human resource operational requirements by scheduling and assigning employees.
  • Administered employee benefits programs and assisted with open enrollment.
  • Reduced expenses by analyzing compensation policies and implementing competitive programs while ensuring adherence to legal requirements.
  • Generated and analyzed engagement surveys and reports to monitor employee satisfaction and attrition trends.

Assistant General Manager

24 Hour Fitness
04.2017 - 06.2019
  • Ensured the smooth and efficient operational procedures within all departments enabling 24 Hour Fitness to provide the highest level of customer service
  • Assist in the training and supervision of the Front Desk, Housekeeping and Kids Klub while helping the General Manager facilitate all delegated projects and responsibilities
  • Manage multiple aspects of inventory control, payroll, schedules, shift coverage and general club maintenance
  • Educate staff of proper company policies and procedures
  • Promoted the philosophy of putting members health and wellness first, as well as committing to promoting 24 Hour Fitness as the bay area’s premier fitness facilities

Assistant Manager / Bar Manager

The Creamery & The Iron Cactus
01.2018 - 01.2019
  • Perform managerial support tasks and oversee restaurant operations, ensuring efficiency in workflow and customer satisfaction
  • Responsibilities revolve around maintaining records of all invoices and contracts, delegating tasks, monitoring the inventory of supplies, liaising with suppliers and vendors, and addressing issues and concerns
  • There were also instances when one must attend to customers' needs, prepare schedules, perform regular workforce inspection, and report to the manager
  • Implemented and enforces company health regulations and policies in order to maintain a safe and healthy environment for staff, vendors, and customers
  • Monitored cash intake and deposit records, increasing accuracy, and reducing discrepancies.
  • Offered hands-on assistance to customers, assessing needs, and maintaining current knowledge of consumer preferences.
  • Generated repeat business through exceptional customer service.
  • Conducted performance evaluations and provided constructive feedback to employees.
  • Supervised day-to-day operations to meet performance, quality and service expectations.
  • Defined clear targets and objectives and communicated to other team members.
  • Identified and communicated customer needs to supply chain capacity and quality teams.

Office Manager

Ideal Restoration, Inc.
07.2017 - 02.2018
  • Executive Assistant to CEO and CFO; Travel planning, calendar management, event planning, meeting coordination
  • Office Manager to staff of 60; Duties included reception, assisting all departments with various needs, IT troubleshooting and resolutions, assisted with on boarding of new employees, stock and inventory management, company event/meeting planning and various other tasks
  • Daily skills include multi-tasking, remaining focused in a high-pressure environment and managing various projects in a group or with little to no supervision
  • Laid off due to company wide staffing reductions.

Office Administrator & Regional POC

Waikele Premium Outlets
11.2015 - 05.2017
  • AP, AR, Cashier, Leasing new tenants as well as enforcing lease guidelines with current tenants
  • Marketing and social media, local promotions
  • Payroll, scheduling, customer service
  • Point of Contact for all 30 Office Administrators in my region, trainer for other properties and provided remote coverage if an OA position was vacant at another location
  • Annual reviews were high scored and exceeded requirements
  • Raises based on merit achieved every year
  • Relocated from Napa, CA to Waipahu, HI for training and growth opportunities

Office Administrator & Regional POC

Napa Premium Outlets
06.2013 - 11.2015
  • AP, AR, Cashier, Leasing new tenants as well as enforcing lease guidelines with current tenants
  • Marketing and social media, local promotions
  • Payroll, scheduling, customer service
  • Point of Contact for all 30 Office Administrators in my region, trainer for other properties and provided remote coverage if an OA position was vacant at another location
  • Annual reviews were high scored and exceeded requirements
  • Raises based on merit achieved every year
  • Relocated from Napa, CA to Waipahu, HI for training and growth opportunities

Advertising Sales Executive

Lee Enterprises – Napa Valley Register
09.2005 - 06.2013
  • Preserve customer satisfaction through listening to preferences and addressing them with fruitful advice and services
  • Remain in close communication with clients to comprehend their needs and specifications
  • Listen to suggestions and wishes of the clients and communicate them to the appropriate people inside the agency
  • Learn about the clients’ industry and business activities to suggest more personalized solutions, liaise with clients to organize promotional events or decide on advertising material that suit their profiles and goals
  • Collaborate with colleagues to design creative campaigns or other projects according to the standards discussed with clients
  • Employ networking techniques to attract new clients
  • Negotiate budgets and deadlines and make detailed presentations justifying costs and schedules
  • Undertake administrative work and keep records of clients
  • Listening to advertising suggestions and wishes of the clients and communicating them to the appropriate people inside the agency
  • Learning about the clients’ industry and business activities to suggest more personalized solutions
  • Collaborating on promotional events or advertising material that suits the account and clients' goals

Education

Liberal Arts -

Sonoma State Univ.
Rohnert Park, CA
01.2000

High School Diploma -

Casa Grande High School
Petaluma, CA
06-1999

Skills

  • Employee Recruiting, Onboarding, Review, Separation
  • Google Drive & Sites, MS Suite, Paychex, Yardi, Appfolio
  • Workplace Safety Training, OSHA Compliance
  • Problem Solving
  • Time Management
  • Event Planning, Scheduling
  • Accounting, Expense reporting
  • Human Resources Management (HRM),
  • Workers Compensation and Employee Benefits
  • Office administration
  • Information confidentiality

Certification

  • CPR Certified
  • FEMA Active Shooter Response

Professional Statement

Meticulous, task-driven Executive Assistant with 20+ years of administrative experience in managing client-central office operations. Currently utilizing my exceptional multitasking ability to facilitate aspects of internal and external communications, supporting the day-to-day administrative and operational functions of C-level executives and shareholders, while holding the role of HR Generalist responsible for daily functions of onboarding / separation, benefits, employee retention, and enforcing company policies and procedures, for a company with employees in California, Colorado, Oregon, and Nebraska.

Affiliations

  • Society for Human Resource Management (SHRM)

Timeline

Executive Assistant / HR Generalist

RHP Management, Inc
08.2019 - Current

Assistant Manager / Bar Manager

The Creamery & The Iron Cactus
01.2018 - 01.2019

Office Manager

Ideal Restoration, Inc.
07.2017 - 02.2018

Assistant General Manager

24 Hour Fitness
04.2017 - 06.2019

Office Administrator & Regional POC

Waikele Premium Outlets
11.2015 - 05.2017

Office Administrator & Regional POC

Napa Premium Outlets
06.2013 - 11.2015

Advertising Sales Executive

Lee Enterprises – Napa Valley Register
09.2005 - 06.2013

Liberal Arts -

Sonoma State Univ.

High School Diploma -

Casa Grande High School

Similar Profiles

CREATE PROFILE
Stephanie Hairston