SUMMARY:

• Seasoned Executive Assistant with experience providing administrative support to C - level executives and their teams in a variety of industries.
• Skilled in managing multiple tasks and managing large-scale projects from beginning to completion.
• Tech savvy and passionate about improving processes, increase operational efficiency, and reduce risk.
• Ability to work independently, anticipate problems, implementing creative solutions and collaborate cross-functionally with proven track record of building and maintaining strong relationships with clients and colleagues across all levels of the organization.

AREAS OF EXPERTISE:

• Calendar Management
• Domestic / International Travel
• Meeting / Event Planning
• Project Management
• Expense Reconciliation
• Budget Management
• Facilities / Logistics
• Vendor Management
• Software Administration

TECHNICAL SUMMARY:

Desktop Software: MS Office (Outlook, Word, Excel, PowerPoint), SharePoint, ShareFile, Adobe Suite (Acrobat, Photoshop, Illustrator), Dropbox, Google Docs, Google Calendar

Conferencing Tools: GoToMeeting, OpenVoice, WebEx, Confidential Telepresence, Tandberg, VOD video streaming

Enterprise Tools: SAP Human Resource Management System (HRMS), Enterprise Resource Planning (ERP), Ariba, Concur, NetSuite, Jira, Okta, UltiPro

PROFESSIONAL EXPERIENCE:

Confidential, Plano, TX

Executive Assistant

Responsibilities:

• Support EVP of Consumer Sales with complex calendaring which involved numerous time zones.
• Book international and domestic travel and organize travel itineraries.
• Coordinate internal and external meetings across various organizations.
• Organize team activities, charity events and special events.
• Arrange for catering and make restaurant reservations.
• Reconcile P-card charges and process accurate expense reports using Concur.
• Maintain organizational distribution list and send organizational communications.
• Order and create company promotional items.
• Manage sports and entertainment tickets.

Confidential, Carrollton, TX

Executive Assistant, Chief Financial Officer

Responsibilities:

• Supported the CFO with complex calendars, managing confidential emails, coordinating domestic travel.
• Organized meetings with investors, bankers, and shareholders.
• Plan corporate events and catering for Confidential meetings, organizational training, and team building activities.
• Tracked and analyze company card activity, process accurate expense reports using Concur.
• Composed memos, correspondence, memoranda, reviews and financial reports.
• Process invoices, check requests, wire payments, T&E expense reports, PTO requests, and timecards.
• Assist with onboarding new hires which included equipment set up and system access.
• Provide administrative support to a team of 60.

Confidential, San Jose, CA

Administrative & Facilities Coordinator

Responsibilities:

• Provided administrative support to the Facilities Manager and team of seven during the build-out of a new 3500+ square foot conference center.
• Interfaced with clients and vendors on a continuous basis to maximize facilities’ performance.
• Oversaw and directed facility staff, contractors, and maintenance personnel in completing work orders.
• Set up AV equipment and video conferencing.
• Managed $5 million operational budget.

Confidential, Santa Clara, CA

Executive Assistant

Responsibilities:

• Managed executive’s daily calendars and corresponded to emails, voicemails, coordinated customer engagements, organized partner quarterly business reviews trade shows, conferences, and company events.
• Arranged domestic and international travel for executives and team.
• Maintained and published weekly sales reports, newsletters, and HR, legal, & other department documents.
• Managed $3 million budget.

Confidential, San Jose, CA

Executive Assistant

Responsibilities:

• Managed daily calendars of multiple executives, planned and coordinated executive meetings, including Global CTO monthly meeting, Executive Sponsorship meetings, speaker & customer engagements, and internal/external conferences.
• Organized domestic and international travel, including processed visas and passports.
• Managed employee operations systems (HR, IT, Payroll & Confidential ) within the University Relations & Research Development department.
• Coordinated Confidential ’s worldwide CTO Group, including scheduling monthly & quarterly meetings and maintaining the group wiki page.

Executive Assistant

Confidential

Responsibilities:

• Provided administrative support to the Operations & Planning office, CFO Communications office, CFO of Tandberg, and staff of 25.
• Planned and executed logistics for Global meetings, including All-Hands, off-sites, training sessions, and online courses for the Confidential organization (3,000+ members).
• Managed expenses/budget, including PTO, open requisitions, office supplies, team-building events, new equipment, and new supplier contracts.
• Worked cooperatively and effectively with Executive Assistants and admins globally.
• Trained Administrative staff on new technologies and how to collaborate technologies together.

Confidential, Menlo Park, CA

Senior Administrative Assistant

Responsibilities:

• Provided administrative supported to two VPs, the Chief Scientific Officer (CSO), one Executive Director, and five Directors.
• Develop and maintained CSO’s electronic library and Oncology filing system.
• Compiled regulatory documents for submission to the Confidential and organized logistics for Advisory Panel meetings, Critical Reviews, and Investigator meetings.
• Research, book international and domestic travel arrangements, manage travel itineraries, process visas.
• Organize internal and external meetings.