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Executive/admin Assistant Resume

Palo Alto, CA

SUMMARY:

Executive Assistant with over ten years experience supporting high - powered executives in a fast moving, demanding corporate environment including: Healthcare, Banking/Finance, Venture Capital, Civil Engineering, High Tech, Philanthropy and Mobile Technology.

TECHNICAL SKILLS:

Skills: Google Apps, Microsoft Office, QuickBooks, Blackbaud, Sharepoint Avaya, Asana and Sara (Outlook, Word, Excel, PowerPoint) Mac and Windows proficient

EXPERIENCE:

Confidential, Palo Alto, CA

Executive/Admin Assistant

Responsibilities:

  • Manages and coordinates busy calendar, expense report, facilities issues, new hire set up, manages all Engineering events and department meetings
  • Liaised between executives, visitors, internal and external constituencies
  • Arranges complex domestic and international travel; processes Visa’s and renewal of passports
  • Facilitated moving 100 + engineers to new seating arrangement and assisted with managing construction of new desks, coordinating all aspects of installation (with builder, data tech and designer)
  • Recommends and manages installation of equipment and office furniture based on feedback from supervisor and analyzing employee needs
  • Collects updates from departments and publishes on company intranet
  • Acts a gatekeeper for executives and provides extensive research and project work on an ongoing basis in additional to normal workload
  • Supports IT: purchases all equipment and software, recommends changes to software purchased based on usage and keeps inventory of all laptops, PC’s, cell phones, and AV equipment

Confidential, Palo Alto, CA

Executive Assistant to Administrator and Director of IT

Responsibilities:

  • Provided administrative support to the Director of IT and Administrator
  • Facilitated moving 44 assisted living and skilled nursing residents to new Health Care Center working within tight deadlines
  • Liaison between families, contractors and building maintenance to ensure apartment was retrofitted for special needs of resident, worked with moving company, families and staff to orchestrate timing to move residents ensuring special care was not interrupted. Facilitated clearing out 44 apartments and nursing station at previous space for demolition within a three-week deadline, found vendors to sell or donate furniture and equipment. Liaison between nursing and vendors ensuring new furniture and equipment fit the needs of staff and was installed according to ADA regulations.
  • Coordinates fire alarm drills ensuring staff is prepared and equipment functions properly
  • Coordinates resident events, communications for events, event set up, including audio and visual, handouts, catering and clean up
  • Liaison for resident maintenance issues with excellent follow up ensuring job is completed to specifications of resident and complies with safety standards
  • Mass mailing using mail merge in Windows, Vertical Response Software and mass voice message using Avaya system
  • Trains nursing staff for office/building/resident equipment needed ensuring complies with ADA regulations and writes procedures for staff
  • Manages resident telephone extensions and voicemail changes in Avaya software

Confidential, Mountain View, CA

Administrative Assistant

  • Maintained calendars for the CFO/COO, Senior Vice President Finance, Vice President Investments, and Controller
  • Primary interface with SVCF Board of Directors: schedule coordination, correspondence, meeting preparation and managed Board Portal
  • Maintained up-to-date expense reporting
  • Organized and expedited the flow of work through the Senior Vice President Finance office
  • Proofread, edited and as required, prepared final drafts of various documents generated by the senior VP or others in the division as needed
  • Responded to routine finance correspondence on behalf of the Senior Vice President Finance
  • Supported finance managers in preparation of internal & external finance presentations

Confidential, Palo Alto, CA

Executive Assistant

Responsibilities:

  • A/P and A/R functions: QuickBooks entries, expense reports, assisted in tax preparation, business permits and client contracts
  • Arranged and coordinated extensive and complex worldwide travel plans
  • Back up support for CEO and Chairman, scheduling meetings and travel coordination
  • Managed off-site visitors, L1 Visa and H1 Visa requirements, hotel accommodations, travel arrangements, car rentals and petty cash disbursements
  • Coordinated off-site events, set up booths for sales teams and back-up representative for events as required

Confidential, Palo Alto, CA

Executive Assistant

Responsibilities:

  • Calendar management, travel arrangements and expense reports
  • Processed all A/P, A/R and client credit card charges and maintained client contracts
  • Provided technical support for client questions regarding RealAgent website
  • Managed all aspects of facility issues including off-site condo rental
  • Evaluated office equipment needed, purchased and maintained all equipment, service records and warranties

Confidential, Palo Alto, CA

Administrative Assistant

Responsibilities:

  • Primary administrative support for Director of Internal Audit, staff and 20 to 30 contractors
  • Managed all staff schedules, travel arrangements, expense reports, overhead budget, supplies and office machines
  • Managed audit presentation for Board of Director’s meetings Administrator for Sarbanes-Oxley (SOX) documentation, ensuring all work papers were easily obtainable
  • Point person for facilities requests, desktop issues, new employee/contractor IT setups and HR issues/forms
  • Office space planning and internal space reorganization

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