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Executive Assistant Resume

San Francisco, CA

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)
EXECUTIVE ASSISTANT

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.

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