PROFESSIONAL SUMMARY:

• An enthusiastic, creative thinker who has implemented program processes to build growth, through efficiency.
• Has a positive and enthusiastic attitude and a perception to life and work, which has fostered positive work environments, enriching organizational culture further.
• As a seasoned senior - level administrator, offers a broad-based experienced platform, providing excellence in efficiency in office/administrative support utilizing resources through collaboration, self-autonomy and leadership.
• Has clear communication skills and logical understanding when working in collaboration with Senior level VP’s, Principal Investigator’s (PI’s), stakeholders and clients.
• Able to stay on track among diverse groups and when prioritizing heavy schedules with hard deadlines.
• Focused on creating systems that deliver user-friendly accessibility to departments, she has advanced skills in technology which are used in today’s global market-place.
• Has an education coupled with expertise, which has contributed to departmental growth by using cost effective methods when working with vendors and outside resources.

TECHNICAL SKILLS:

• Adobe Acrobat
• Concur
• Skype
• Adobe Audition
• Excel
• Slack
• Adobe Illustrator
• FilemakerPro
• Smartsheet
• Adobe InDesign
• MailChimp
• Social Media Platforms
• Adobe Muse
• OSX/Windows
• SurveyMonkey
• Adobe Photoshop
• PeopleSoft
• Vidyo
• Adobe Premier Pro
• PowerPoint
• WebEx
• AdobeSign
• Qualtrics
• Word
• Asana
• Salesforce
• WordPress
• Cognos
• SharePoint
• Zimbra
• Accounting (purchasing/billing)
• Document/Records Management-Electronic Filing
• Records Management
• Accounts Payables/Receivables
• Email-Formal Email Scripting
• Recruitment
• Asset Management
• Event Planning/Logistics
• Report Generation
• Attrition Avoidance
• Expense Reports
• Research
• Bilingual/Spanish
• Grant Submissions
• Resource Management
• Brand Development
• Graphic Design
• Slideshows, Presentations
• Calendar Management (scheduling)
• Records Management-Electronic Filing
• Social Media
• Collaboration
• Internal Product Deployment
• Software Beta Tester
• Confidential Correspondence
• Marketing Campaign
• Spreadsheets (e.g. project tracking, budgets, inventory)
• Content Management Systems (proofread/edit content- draft/write)
• Media/ Press Relations
• Task Delegation
• Cost Avoidance
• Notetaking (including minute taking)
• Travel Arrangement
• Creative Contribution
• On-boarding
• Vendor Relations
• Database Management (record keeping, contacts management)
• Organizational Development
• Web Design
• Desktop Publishing (e.g. newsletters, flyers, invitations)
• Policy Development/ Standards
• Word Processing (e.g. general correspondence, reports)
• Directing Clients
• Project Analysis
• Workflow Deployment

WORK HISTORY:

Marketing Assistant

Confidential, San Francisco, CA

Responsibilities:

• Planned and coordinated logistics and materials for staff project meetings.
• Maintained confidential client records databases.
• Official correspondence and its dissemination to staff, artists and vendors.
• Assisted with event planning.
• Maintained vendor contracts and contacts using databases.
• Gathered information to complete various company forms.
• Direct marketing and digital advertising to aid in ROI.
• Oversaw submission of press releases.
• Reach out to current potential sponsors and artists.
• Maintain positive reputation by generating positive media coverage and stakeholder communication.
• Reach out to current potential sponsors and artists.
• Develop, document, and implement social media platforms (Facebook, Twitter, LinkedIn, YouTube and Instagram).
• Analyzed engagement by using Google Analytics, Facebook analytics, Instagram Analytics and shortened URL to track success of our campaigns and content. Provided campaign reports.
• Increased fan base by 75% from running contests, creating ads and media mentions.
• Created contracts for artists, management, event and promoters.
• Created vendor contracts.

Executive Producer

Confidential, San Jose, CA

Responsibilities:

• Planned and coordinated logistics and materials for staff project meetings.
• Created detailed expense reports, reconciled corporate credit cards for staff, regarding project expenditures.
• Maintained confidential client records databases.
• Created org system in Smartsheet to maintain and track department disbursements.
• Screened telephone calls and assisted clients with inquiries.
• Processed AP bills (scanning/uploading/forwarding).
• Maintained vendor contracts and contacts using databases.
• Gathered information to complete various company forms.
• Purchase/Check Requests forms were created, completed and forwarded to appropriate department.
• Completed data entry.
• Created vendor, artist and engineer contracts.
• Oversaw all marketing, licensing.
• Oversight of all graphics, written and video marketing.
• Plans new recordings and initiatives balancing mission and financial imperatives of the label.

Assistant to the Registrar

Confidential, Santa Clara, CA

Responsibilities:

• National Student Clearinghouse-Degree Verification and Enrollment Verifications.
• Assist the Registrar with daily office responsibilities.
• Assist with training, scheduling and delegating work to the support staff.
• Assist staff in resolving admissions and registration issues.
• Issue transcripts, grades and SSN changes.
• Compile training materials for new staff members.
• Submit and maintain files in storage vault.
• Verify enrollment for all students to include loan deferments, insurance forms, and background checks.
• Provides officer coverage during registration.
• Assists in locating archived files and/or transcripts through researching the microfiche, microfilm, and various reports.
• Assist Office of the General Counsel on judicial requests.
• PeopleSoft Data Entry
• National Student Clearinghouse-Degree Verification and Enrollment Verifications.

Senior Administrative Assistant

Confidential, San Jose, CA

Responsibilities:

• Planned and coordinated logistics and materials for staff project meetings.
• Created detailed expense reports, reconciled corporate credit cards for staff, regarding project expenditures.
• Maintained confidential client records databases.
• Created org system in Smartsheet to maintain and track department disbursements.
• Screened telephone calls and assisted clients with inquiries.
• Official correspondence and its dissemination to all staff.
• Ordered and distributed office supplies while adhering to fixed office budget.
• Assisted with event planning.
• Processed AP bills (scanning/uploading/forwarding).
• AP troubleshooting skills (researching bills and contracts as needed).
• Maintained vendor contracts and contacts using databases.
• Gathered information to complete various company forms.
• Purchase/Check Requests forms were created, completed and forwarded to appropriate department.
• Completed data entry.
• Created vendor contracts.

Senior Administrative Assistant

Confidential, Redwood City, CA

Responsibilities:

• Grant submission preparation
• Calendar Management - Scheduled appointments and maintained complex calendars for VP’s. via Zimbra.
• Coordinated travel arrangements for VPs and external collaborators (airline, hotel and transportation arrangements. Scheduled staff PTO using complex calendars.
• Expense report reconciliation via Concur.
• Formal document creation (Copy/edit) - Spreadsheets, reports, and in visual communication using Webcasts, Webinars, PPTs, including agendas, and all business communication to internal/ external partners stakeholders.
• Non-Disclosure Agreements- Document management and liaison between external/internal collaborators, with a deep sense of understanding intelligent property
• Confidential data and record management- Using tools required by Internal Review Boards, implementing today’s technology.
• Assist Project Manager with Project Organization/Management
• Data entry/Databases - resources created in Excel/FilemakerPro Pro/Salesforce (data entry, maintenance/upkeep of these tools and tech add-in technology skills used across all platforms for efficiency.
• Document version/ quality control
• Screened telephone calls and assisted clients and collaborators with inquiries.
• Official correspondence and its dissemination to all staff, high level of confidentiality.
• Acquired proper authorization on official docs/forms.
• Office supply organization/replenishment using cost avoidance logic.
• Routed deliveries and courier services efficiently and on time.
• Developed Confidential ’s Admin One Stop Shop (OSS)- An online resource for the entire dept.
• Report to Operations Manager/Director on project status, progress, budget, as well as on team members performance and procurement status.
• Analyze project requests from management to identify project goals and objectives.
• Work with team to ensure projects were on track, remove impediments, provide resources/data.
• Communicate to all project stakeholders on project progress and risks, collect feedback
• Managed deliverables, resource calendars, and expense reports.
• Greeted numerous visitors, including VPs, vendors. and stakeholders.
• Logistic liaison and event coordinator, sensitive to tight budgets using cost-benefit-analysis skills
• Accounting assistant and direct liaison to the accounting department.
• Maintained positive relations with vendors, collaborators/consultants.
• Maintained vendor contracts and contacts using databases.
• Social Event Coordinator - 5 years committee member. Organized major events, such as the yearly Holiday Party and Sumer Picnic.
• Research - Gathered information to complete various company forms, find information using research skills taught at a university level to aid in
• Recruitment - - Assisted with efforts on studies funded by the government.
• Onboarding Coordinator- Direct liaison with HR and VPs, tracked resumes, scheduled interviews and created and maintained tracking systems I created. Trained new talent on office tools needed to become successful early on, ensuring an easy transition into the department and its culture.
• Asset Management- Maintained company information, documents, brochures, products and related materials for distribution.
• Maintained well-kept digital records of information on hardware and technology used in our department
• Direct liaison with the IT department.
• Initiated and created consultant contracts for HR and the Confidential Business Office.

Administrative Assistant

Confidential, San Jose, CA

Responsibilities:

• Planned and coordinated logistics and materials for staff project meetings and larger scaled based institutes that involved internal and external participants and stakeholders.
• Created detailed expense reports, reconciled corporate credit cards for staff, regarding project expenditures.
• Coordinated domestic travel arrangements, including booking airfare, hotel and transportation.
• Managed office supplies, vendors, organization and upkeep.
• Directed guests and routed deliveries and courier services.
• Answered and managed incoming and outgoing calls while recording accurate messages.
• Opened and properly distributed incoming mail.
• Greeted numerous visitors, including VIPs, vendors and interview candidates.
• Organized all new hire, security and temporary paperwork.
• Assisted with event planning, including associated travel and logistical arrangements.
• Processed AP bills (scanning/uploading/forwarding)
• AP troubleshooting skills (researching bills and contracts as needed
• Maintained vendor contracts and contacts using Databases)
• Assisted with formatting reports, etc.
• Gather information to complete various company forms
• Purchase Requests
• Organized and maintained files
• Completed data entry, tracked resumes and maintained the applicant tracking system.
• Compiled company information and related material and distributed it to candidates.