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Administrator Resume

Dublin, Ca

SUMMARY:

  • Accomplished Executive Assistant with extensive experience supporting Executives in the fast paced tech industry. Excellent organizational and customer service skills.
  • Analytical thinker who is highly motivated, self - directed and detail-oriented.
  • Possess a high degree of discretion, judgement and tact. Team player with the ability to interface and communicate effectively with all levels within the organization.
  • Proven history of accurately anticipating needs and providing executives with comprehensive administrative support, enabling them to focus on achieving strategic and operational goals that align with those of the company.
  • A true business partner to executives, high energy, resourceful and dedicated.

TECHNICAL SKILLS:

  • Microsoft 8
  • Word
  • PowerPoint
  • Excel
  • Outlook
  • Gmail
  • Office Tools
  • ThinkPad
  • Lenovo
  • Dell and HP. Visa Planning
  • SAP
  • SAP-New Supplier Set-up
  • Ariba
  • RTrack
  • Concur
  • Box
  • Workday
  • Ceridian
  • MOBI
  • JobVite
  • Service Now
  • Onboarding Systems
  • ReQlogic
  • Core
  • Outlook 365
  • Okta
  • Confluence
  • Scanner by Neat iPhone iPad
  • Internet Research
  • Event Planner iPhone and Event Planning/Management and Fundraising.

PROFESSIONAL EXPERIENCE:

Confidential, Dublin CA

Administrator

Responsibilities:

  • Develop an understanding of the hiring needs and assess talent for the division.
  • Research employment websites for particular candidates.
  • Conduct phone interviews and evaluate initial candidate fit.
  • Transcribe candidate phone interviews and recommend next steps.
  • Transcribe candidate phone references.
  • Partner with department heads to prioritize sourcing needs.
  • Arrange paperwork and get approvals for new hire start dates.

Confidential, Santa Clara, CA

Executive Assistant

Responsibilities:

  • Scheduling: Coordinate meetings and luncheons with supplier and customer CEO’s
  • Travel: Coast to coast and China
  • General admin support for group of 160
  • Coordinate Gartner analyst briefings
  • Coordinated and monitored offsite workshop: venue and meals and winery icebreaker for thirty VP’s and ED’s
  • Coordinated travel and hotel for twenty people attending a workshop in Beijing
  • Managed confidential information
  • Coordinated internal and external meetings across multiple time zones
  • Heavy calendaring
  • Heavy expense reporting

Confidential, Milpitas, CA

Executive Assistant

Responsibilities:

  • Manages hectic and complex calendars for shifting priorities for CHRO, CSO & CTO while coordinating internal and external meetings in multiple time zones.
  • Work with and manage information of a confidential nature requiring considerable discretion, judgment, tact and diplomacy.
  • Handles details of highly confidential and critical nature. Gatekeeper
  • Organizes onsite/offsite events, staff meetings, All Hands, Web-ex, teleconferences and client meetings as well as meals for staff working extended hours.
  • Coordinated multiple interviews for internal C-level staff requirements in person or by video conference.
  • Keynote speaking events, coordinated teams of Sales & Marketing folks to streamline client meetings and other events while there.
  • Manage travel arrangements (domestic and international) to be cost effective and to provide business value and productivity for executives and staff. Gather information in advance for visa requirements for travel abroad.
  • Jointly arranged Board Meetings with CEO’s assistant
  • Forward-thinking and able to juggle competing priorities in a high powered setting.
  • Demonstrating flexibility and problem solving abilities to adjust or prioritize schedules based on last-minute changes.
  • Ability to effectively interact with all levels of the organization.
  • Balances conflicting priorities in order to manage workflow, ensure the completion of essential projects, and meet critical deadlines.
  • Supporting key team initiatives and providing general administrative and office support.
  • Ability to interface with all levels of management.
  • Prepare agendas and correspondence for staff and business meetings and maintain records and files of current and post projects, operations and decisions.
  • Jointly arranged logistics with President Obama’s PR Team for the National Science & Technology Medals Foundation for Innovation.
  • Managed procurement and budgeting spending for requisitions.
  • Provide secondary support for other EVP’s when needed.
  • Managed a section of our company Launch with other C-level Executive Assistants to ensure that everything ran smooth

Confidential, San Francisco, CA

Executive Assistant

Responsibilities:
  • Manage complex and frequently changing schedules and calendars with finesse and efficiency. Prioritize time and resource demands according to strategic directives and capacity constraints.
  • Coordinated teams to prepare for the monthly and quarterly All Hands meetings.
  • Manage travel arrangements (domestic and international) to be cost effective and to provide business value and productivity for executives and staff. Gather information in advance for visa requirements for travel abroad.
  • Serve as an executive level liaison for a 150 person global business unit working software to block terrorist involvement.
  • Deliver new employee orientation for IT new hires and contractors.
  • Manage procurement and budgeting for cell phones used for product testing.
  • Serve as a pulse point for managing department spending.
  • Communicate on behalf of the CTO by email and phone to other executives, clients, vendor partners, third parties, and other global staff members.
  • Communicate and represent the company to internal and external stakeholders at all levels.
  • Monitor, respond to, and distribute incoming communications.
  • Coordinate meetings between Confidential executives and board members, as well as privately held, publicly held, and venture capitalist clients.
  • Provide secondary support for visiting global executives.
  • Professional with strong communication skills.
  • Ability to influence and interface with administrative staff, management teams, and executives.

Confidential, San Jose, CA

Executive Assistant

Responsibilities:
  • Responsible for managing schedules, screening all incoming calls, tracking budgets, MS Office support, SAP reports, and special projects. The ability to learn new business software as business needs change.
  • Managed schedules with discretion and confidentiality. Under the Technology Industry Leaders strict direction, maintained heavy calendar, maintained confidential client list, scheduled meetings and speaker and panel events, raised alerts.
  • Arranged heavy travel and accommodations for globe-trotting C-Level Executives. Available 24/7 for frequent last minute changes.
  • Coordinated SOW’s and proposal documents.
  • Setup a process to submit weekly expense reports, typically twenty pages and more, within twenty-four hours and with zero errors. Reconciled credit card charges.
  • Strong interpersonal and communication skills with internal/external clients, coordinating meetings between Confidential executives and CEO’s, CFO’s, CIO’s, and board members of privately held, publicly held, and venture capitalist clients with a professional demeanor.
  • At ease, not only interfacing with administrative staff, but also with executives as well.
  • Worked closely with facilities, IT and safety program to ensure that company meetings, events and evacuation programs ran smoothly.
  • Planned and coordinated Confidential sponsored speaker and panel forums that attracted executives from multiple industries. Worked with hotel managers and caterers to assure the venue met Confidential ’s standards and meals met or exceeded the multi-ethnic and multi-dietary range of palates of all the participants.
  • Created and executed deliverables lists for training and events activities for up to 400 employees.
  • Managed a retreat for thirty Confidential partners in India. Set-up travel, accommodations, team building events, and food services with multi-national travel agencies and Confidential staff in India.

Confidential, Santa Clara, CA

Consultant

Responsibilities:

  • Established and streamlined office procedures
  • Coordinated travel arrangements both Domestic and International
  • Communicated regularly with management to address ongoing strategies and concerns
  • Coordinated office lunches and off-site event planning
  • Created presentations for meetings and speaker events
  • HR functions, worked with off-site recruiters, maintained interview schedules and prepared the On-Boarding packages
  • Maintained office, ordered office supplies and obtained cost savings on supplies
  • Training & Development
  • Worked closely with IT for enhancements

Confidential, San Mateo, CA

Executive Assistant

Responsibilities:
  • Managed the transfer and transition of twenty-six India based engineers to the USA while on call 24/7 for immigration, and transition issues.
  • Quickly became a trusted assistant to the CFO and his executive staff and earned a reputation for maintaining a positive attitude and producing high-quality work.
  • Maintained discretion and confidentiality
  • Managed transfer and generation of legal documentation for visa status.
  • Developed a great working relationship with Foreign and U.S. Consulates, U.S. Immigration and U.S. Social Security Administration Department. All transfers were completed per plan despite overcoming numerous immigration obstacles.
  • Received numerous commendations from Sonim executives and legal counsel.
  • Established and streamlined office procedures for Department of Labor.
  • Coordinated, negotiated and monitored all contracts for lowest cost prices while spending was kept within a very tight budget.
  • Reported also to the VP of Product Realization, by performing a full range of administrative duties to ensure a smooth operation.
  • Operated facility in compliance with OSHA standards.
  • Coordinated, managed new employee orientation and on-boarding.
  • Fostered an open-door environment across the organization.
  • Created automated daily stat reports that reduced inaccuracies and provided executive management with an important decision-making tool.
  • Devised creative and cost-effective incentive and morale-boosting programs (including special events and a tiered awards structure) this increased employee satisfaction and productivity.

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