SUMMARY:

Highly dedicated professional with 15+ years of successful Executive Administrative support experience. Adept at streamlining workflow processes, improving overall productivity, and successfully supporting C - level executives with varying capacities of responsibilities. Energetic, highly organized, mature, and goal-oriented with an impressive performance record, and well-rounded background in optimizing internal support performance.

EXPERTISE AREA:

• Meeting/Event Planning
• Heavy Calendar Scheduling
• Concur Travel & Expenses
• Salesforce Calendar
• Organizational & Relationship Management
• Record / File Maintenance
• Internet / Online Research
• LYNC
• Client / Vendor Relations
• Google Calendar & Docs
• Highly Confidential
• Microsoft Office Programs

PROFESSIONAL EXPERIENCE:

EXECUTIVE ASSISTANT

Confidential, San Francisco, CA

Responsibilities:

• Managed President’s very busy Outlook calendar.
• Scheduled meetings and worked with the Board of Directors.
• Scheduled travel, car service, and hotel reservations.
• Answered busy telephone calls from Confidential members regarding various situations.
• Prepared President’s expense reports.
• Assisted in preparation of special events and large mailings to members and the Board of Directors.

EXECUTIVE ASSISTANT

Confidential, San Francisco, CA

Responsibilities:

• Executive Assistant to VP, 2 Executive Directors, 1 Sr. Director, 3 Associate Directors and team of 30.
• Heavy calendar management for VP & Directors and served as the main person for 2 large departments.
• Created extremely complex travel arrangements, both international and domestic utilizing Concur.
• Compiled and processed check requests and expense reports that involved international currency conversion.
• Assisted in the setup of visitors’ interview schedules and onboarded new employees/consultants.
• Special handling of scientific and confidential documents.
• Advanced use of Microsoft Office (Outlook, Word, Excel, PowerPoint, Visio, OneNote).
• Biosafety training.

SENIOR EXECUTIVE ASSISTANT

Confidential, San Rafael, CA

Responsibilities:

• Managed several Outlook calendars for VP and other C-level executives in multiple time zones.
• Set up on-site events inviting dignitaries and local elected officials.
• Assisted Patient Advocacy Group with meeting arrangements.
• Created travel and hotel reservations and kept accounting of all expenses in Concur.
• Scheduled senior level interviews for candidates in Washington D.C. for positions within Confidential .
• Organized new research lab dedication and worked with various agencies regarding catering and stage set-up.

EXECUTIVE ASSISTANT / OPERATIONS MANAGER / MEDICAL BENEFITS SPECIALIST

Confidential, San Francisco, CA

Responsibilities:

• Assistant to 3 C-level CEO’s that consisted of the President, 2 Registered Investment Advisors, 1 VC as well as 2 agents.
• Set up travel arrangements both domestic and international to conferences as well as personal vacations.
• Responded to client inquiries and resolved all problems with fast and accurate responses.
• Worked with all major medical insurance carriers on the broker and client side.
• Extensive sales of various medical plans to clients with detailed explanation of benefits and premiums.
• Prepared life insurance and financial packet materials.
• Multiple Outlook calendar scheduling of financial planning meetings with potential new and existing clients.
• Interacted with Confidential, Confidential, and Confidential on various insurance products, rules and regulations.
• Coordinated annual Confidential government audit and responsible for the checks and balances of large sums of money.
• Ability to prioritize tasks, respond to dynamic work priorities, and maintain consistent dependability and confidentiality.
• Advanced use of Microsoft Office Suite 2016 (Outlook, Word, Excel, PowerPoint, OneNote)

Confidential, San Francisco, CA

Responsibilities:

• Leased properties in San Francisco
• Worked on adding properties to the MLS
• Showed rentals to potential clients throughout San Francisco

INVENTORY MANAGEMENT SPECIALIST

Confidential, San Francisco, CA

Responsibilities:

• Responsible for daily functions of Executive Office in charge of preserving the Presidio and the historic buildings.
• Intermediary between Executive Office and Washington, D.C.
• Managed executive calendar and coordinated with 6 other departments, meetings, lunches, catered events, and travel.
• Set up board meetings and calendared Chairman of the Board’s schedule.
• Created extensive board packets each month.
• Worked closely with all departments and their functions: Special Events, Programs, Real Estate, Public Affairs, Finance and Roads & Grounds.
• Set up and attended inter-departmental meetings monthly, took minutes, and reported to other EA’s.
• Received and answered letters from the public sector on various issues pertaining to the park.
• Issued purchase request orders both manually and in Oracle System.
• Responsible for payroll timekeeping for 350 employees.
• Managed $25K budget for supplying maintenance materials for Confidential .
• Kept track of inventory and orders for Operations Department employees using Oracle. Posted all issued materials daily.
• Standardized criteria for inventory process that secured accountability for all material purchasing and storage.
• Established inventory and audit control system that met and exceeded Federal standards.
• Initiated material accountability system and centralized inventory to a single warehouse, significantly reducing waste and losses.
• Developed system that enabled Operations Department to maintain electronic bar coded data-base of all materials.
• Curbed duplication of purchasing thereby saving The Confidential large sums of money.

EXECUTIVE ASSISTANT

Confidential, San Francisco, CA

Responsibilities:

• Assisted with creation of the Confidential within the Liver Transplant Department.
• Responsible for comprehensive office administrative operations for newly-formed corporation comprised of three hepatologists and a staff of nurse coordinators, social workers, and representatives.
• Handled special projects as assigned by Medical Director of Liver Transplant.
• Managed large, rapidly expanding patient load including scheduling appointments and procedures, verification of insurance coverage, and follow-up.
• Created and implemented a modern medical record keeping system for the Transplant Department.
• Handled oversight of legal and banking start-up issues. Coordinated start-up outreach sites, including management of openings, personnel training, patient relations, and sensitivity training for infectious diseases department.

Executive Assistant

Confidential, San Francisco, CA

Responsibilities:

• Responsible for office administration, client service and coordinated related activities.
• Managed high volume of incoming calls regarding outstanding patient accounts.
• Managed large volume of transplant cases and obtained missing authorizations.
• Reviewed high dollar accounts for prompt reimbursement.
• Position required proficiency in hospital policies, on-line data processing system, medical terminology and insurance practices.