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Sr. Executive Assistant  Resume

San Francisco, CA

SUMMARY:

  • Dedicated and detail - oriented Administrative Professional with a proven track record of supporting C-Level executives and leading support teams across multiple work sites.
  • Facilitate seamless business operations across diverse and challenging environments and departments.
  • Recognized for professionalism, resourcefulness, and proficiency at planning and directing operational affairs to support key organizational objectives.
  • Effective communicator with demonstrated ability to foster collaboration. Keen insight and rich business acumen, translating complex organizational strategy into actionable initiatives.

AREAS OF EXPERTISE:

Office & Facilities Management - Confidential Document Control - Executive Support - Meeting /Video Conference Coordination Event Planning - Specialized Reports /Presentations - Office Relocations – Process Improvement – Domestic/International Travel Project Management – Marketing & Sales Support – Office & Supply Management – Strategic Planning – Operations Management Vendor Relations – Business Writing & Editing

TECHNICAL PROFICIENCIES:

  • Microsoft Office Suite
  • Google Calendar & Docs
  • Visio
  • Lotus Notes
  • PC/Mac environments
  • PeopleSoft
  • Salesforce
  • QuickBooks
  • SAP
  • NeoGov Database
  • Docusign
  • Concur
  • and Internet Research
  • Skype
  • Box
  • GoTo Meeting/Webinar
  • SharePoint

PROFESSIONAL EXPERIENCE:

Confidential

San Francisco, CA

Sr. Executive Assistant 

Responsibilities:

  • Oversee multiple bi-coastal executive calendars, travel, expenses, complex meetings, and confidential communications.
  • Primary point of contact for two Board of Director groups, spearheading special projects as well as all BOD meetings and materials.
  • Developed internal organization charts, electronic filing systems, and administrative processes.
  • Lead various high-level and confidential projects across Finance, HR, Legal, and Operations departments.
  • Liaise between senior stakeholders and administrative staff, serving both as Senior Executive Assistant and peer mentor.
  • Reduced overhead 60% through savvy event planning for company off-sites, high-profile meetings, media interviews, and vendor negotiations.
  • Reconcile time-sensitive issues while employing strict discretion and confidentiality without sacrificing high degree of precision and attention to detail.
  • Author all correspondence, meticulously proofing, editing, and formatting documentation to ensure accuracy and consistency.
  • Chief administrator for various internal platforms and systems, including ConfidentialsSystem, and Confidentials to Meeting.
Confidential

Oakley, CA

Event Planner/Sole Proprietor

Responsibilities:

  • Grew business from ground up, fostering and fortifying professional relationships and partnerships while negotiating and booking all event spaces.
  • Consult with customers to determine objectives and requirements and budget analysis
  • Spearheaded event food and beverage, ordering supplies, audiovisual equipment, signage as well as necessary travel arrangements and ensuring décor exceeds client expectations.
  • Handled all research, site visits, and procurement of resources to help clients realize their vision and event possibilities.
  • Developed and executed room layouts for each event, proposing fresh ideas to improve event planning and implementation process.
  • Worked closely with diverse vendors and external resources, managing on-site production and post-event cleanup.
  • Prepared nametags, materials, notebooks, packages, gift bags, registration lists, displays, signage, and seating cards.
  • Planned corporate meetings and conventions, including meals, travel, hotel accommodations and activities for attendees.
  • Organized multimedia equipment and room setup, assisting with programs and additional event literature.
  • Steered program as scheduled, ensuring smooth execution and all financial obligations were met.
Confidential

Oakley, CA

Executive Assistant to Director of Human Resources (Contractor)

Responsibilities:

  • Executed all operations regarding Assistant Director of Human Resources and HR Staff, including electronic and physical file management, calendar management, expense reports, call screening, and travel arrangements.
  • Scanned and maintained data entry into Confidentials database, guaranteeing strict confidentiality of all personal and sensitive information.
  • Served as primary point of contact, answering and screening calls with upmost professionalism while ensuring accuracy of information provided.
  • Conducted research and prepared special reports related to applicant qualifications and candidacy.
  • Assisted with preparation of board interviews, ordering and organizing supplies for exams, offsite test proctoring, and management of employee and candidate related projects.
  • Coordinated office events, meetings, staff presentations, and exam date calendars.
  • Acted as face of the company, assisting walk-in applicants in regards to exam date questions, qualification requirements, responses and follow up deadlines.
  • Drafted correspondence, proofing, editing, and formatting all documentation to ensure accuracy and consistency.

Confidential

Oakland, CA

Senior Executive Assistant to CEO of Ask.com / Administrative Services Manager

Responsibilities:

  • Supported entire C-Suite, including CEO, President, and Board of Directors while Junior Administrative Staff and Receptionist.
  • Led and mentored team on effectiveness and operational efficiency, coordinating quarterly and annual reviews.
  • Served as onsite Corporate Travel Manager, monitoring adherence to employee travel guidelines, approvals, and cost effective travel using Expedia.
  • Planned all domestic and international travel plans for executives, including summoning corporate and private jets.
  • Executed weekly and monthly meetings for staff, as well as off-site activities, documenting all relevant minutes.
  • Maintained bi-coastal executive calendars, coordinated meetings, video conferences, and media interviews.
  • Processed and composed expense reports, PowerPoint presentations, project reports, confidential correspondence, and executive board meeting materials.
  • Interviewed prospective employees, training and onboarding new hires.
  • Worked closely with senior management and administrative staff, communication direction effectively across all organizational levels.
  • Screened and routed all business calls, e-mails, and mail, leading visitor relations for Executive Team.
  • Collaborated with building Security, Operations, IT, Finance, and HR team across various company projects, including corporate relocations.
  • Seamlessly interfaced with East Coast Executive Assistants to plan corporate meetings and events, including catering, large print jobs, shipping, and additional accommodations.

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