Senior Executive Administrator/Project Coordinator Resume

SUMMARY:

Highly organized, trustworthy, reliable and diligent Bilingual Executive Assistant with more than 20 years of experience supporting C - level executives in global business environment. Ability to multitask in fast-paced environment, results oriented, team player and ability to interact with all level of employees.

SKILLS/STRENGTHS:

MS Office (Word, Excel, PowerPoint, Outlook); SharePoint on Line; Ariba, Concur; SAP; Axiom; Kronos; Lotus Notes; Workday.
50 WPM; Fluent in English/Spanish and basic Portuguese

PROFESSIONAL EXPERIENCE:

Confidential

Senior Executive Administrator/Project Coordinator

Responsibilities:

Providing high quality support to Vice President, Directors, Program Manager, and Global Clinical Lead. Managing complex calendars, coordinating meetings, teleconferences, video-conferences in US, UK and Sweden.
Processing expense reports, reconciling corporate credit card and research invoices.
Preparing presentations for meetings and creating purchase orders for supplies, equipment and professional services.
Organizing interviews, phone screens and keeping applicant's tracking system for US and UK sites.
Direct contact with applicants and executive search firms.
Oversee on boarding, making sure new starters have all their equipment and organize first week meetings.
Prepare information packets for candidates.
Providing back-up support/coverage and training to other colleagues. Updating SharePoint for Project team.

Confidential

Executive Assistant

Responsibilities:

Managed calendars, screened emails, organized meetings and conference calls.
Prepared agendas and presentations for meetings.
Coordinated complicated international and domestic travel.
Prepared expense reports using Concur, revised travel requests and approved expenses.
Processed visas and passports; maintained distribution lists; approved time sheets.

Confidential

Executive Assistant

Responsibilities:

Managed the day-to-day operations of the Latin America Regional Office.
Reviewed and managed VP’s emails and calendar for prioritization and follow-up
Provided full administrative support to VP, Legal Counsel and Directors.
Managed confidential and sensitive information.
Coordinated extensive domestic and international travel.
Prepared and submitted travel expenses for reimbursements.
Conducted extensive research for market intelligence.
Reduced expenses on travel and events by 60K.
Took minutes at meetings, updated presentations & uploaded documents.
Organized events, meetings and conferences.
Created, reviewed and submitted all purchase requisitions for correct coding.
Resolved all technical issues for employees on site.
Advised new employees with on-boarding and relocation issues.
Liaison with all clients, vendors & building management.

Confidential

Administrative Assistant/Office Coordinator

Responsibilities:

Scheduled meetings, conference calls, virtual classrooms and Halo rooms.
Coordinated domestic and international travel arrangements
Compiled data for reports and presentations.
Supervised and managed office services and vendors.
Managed space, space assignment and office moves.
Maintained security and access system.
Analyzed expenses, budgets and credit card reconciliation.
Managed downsizing projects and furniture disposal with a savings of 40K.
Maintained Share Point up to date, same as local Web Pages.
Processed purchase orders and translated documents.

Confidential

Executive Assistant

Responsibilities:

Processed purchase orders and expense reports
Scheduled meetings and conference calls.
Coordinated travel arrangements
Prepared presentations and translations
Provided administrative support for the team

Confidential

Executive Assistant

Responsibilities:

Supported different divisions over my ten years tenure, including VP Software, CFO Director of Human Resources, Director of Systems Sales and Director of Marketing.
Managed complex calendars for very hectic executives.
Coordinated schedules with internal/external executives across cross-functional divisions.
Created highly confidential documents, reports and presentations.
Managed travel arrangements, expense reports, purchase orders for equipment and services.
Assisted with employee relocation, on-boarding, salary increases, transferring between departments.
Coordinated shipments for seven Central America countries.
Tracked all orders and shipments for business partner.
Created weekly and monthly measurements reports.
Reduced cycle time of shipments by 50%.
Processed credits, plant returns and credit analysis.

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