Executive Assistant adept at coordinating international travel, organizing large scale meetings and managing third-party vendors. Highly self-motivated with a strong work ethic. Determined and proactive who works with a sense of urgency to anticipate the needs of senior-level executives. Thrives in a fast paced, dynamic environment. Skilled at multi-tasking and maintaining a strong attention to detail. Employs professionalism and superior communication skills to meet client and company needs.
Highlights
Articulate and well-spoken
Meticulous attention to detail
Professional and mature
Works well under pressure
Microsoft Office proficiency
Time management
Flexible
Self-starter
Accomplishments
Supported my clients (direct reports) through personal document management, heavy calendar management, time sensitive and highly confidential documents and reports, communication with upper management and collateral preparation for meetings.
Experience
04/2015 to 11/2015
Executive AssistantAtara Biotherapeutics – Thousand Oaks, CA,
Prepare meeting logistics, coordinate preparation and distribution of materials, record minutes (if needed) and maintain/monitor follow up task list to ensure timely completion.
Team with core leadership team (if applicable) to ensure completion of action items.
Prepare and reconcile time and expense reports and perform audits as necessary.
Manage complex time and expense weekly processing; ensure adherence to compliance guidelines.
Coordinate all aspects of travel arrangements for both domestic and international business travel including but not limited to booking flights, hotel and local transportation, providing agendas and itineraries, and arranging passport/visa requirements if necessary.
Serve as a point of contact for execution of administrative support for senior firm leadership (CEO, Board of Directors, Executive Committee, etc.) when needed.
Prepare all types of correspondence often acting independently, including letters, memorandums, agendas, reports; prepare additional documents as needed including composing, proofreading, formatting, and editing documents into client ready deliverable(s).
Maintain hardcopy as well as electronic filing systems for all standard and confidential files.
Process records and prepare files for archiving as needed.
Coordinate meetings and conferences and may attend department meetings and prepare minutes as directed.
Use analytical ability to gather and summarize data, make decisions and solve problems.
Handle sensitive/confidential information requiring a high level of discretion.
Develop a good working relationship with all levels of staff.
Function as a backup for other Administrative Assistants within the group and support other teaming activities as directed.
07/2012 to 03/2015
Sr. Administrative AssistantAbbvie, Inc – Sherman, TX, USA
06/2010 to 07/2012
Executive AssistantAtara Biotherapeutics – South San Francisco, CA,
Assist the former CEO of Deloitte now Sr. Partner with all administrative responsibilities as well as assist his chief of staff with all administrative responsibilities that roll up to the Sr. Partner.
Manage daily work schedule and workload and ensure he is adequately prepared for meetings.
Prior to meetings, Prepare meeting agenda and provide needed background information to the Sr. Partner.
Ensure Sr. Partner is briefed on his daily/weekly schedule to ensure there are no conflicts and travel times and meeting places are all agreed upon.
Arrange travel and logistics correctly timely and adequately; passports, visas, booking flights, car service and/or car rental, necessary contacts and country information and hotel accommodations.
Complete expense reports for reimbursement after the trip timely.
Constant interaction with CEO's and their executive assistants of other companies via phone, e-mail and when in-person meetings are scheduled.
Scheduling meetings, handling logistics of meetings; conference call, direct call, sending materials for review prior to the meetings.
General administrative and clerical tasks; answering phones, faxing, mailing, filing and photocopying, arranged logistics for visitors, coordinate conference calls.
Conduct on-line research of individual clients and/or companies to keep CEO abreast of specific concerns of the company.
Investigated issues and problems and drafted responses to urgent requests; opened, read, and wrote answers to routine emails.
06/2009 to 06/2010
Administrative AssistantLegacy Health System – Silverton, OR,
08/2006 to 06/2009
Executive Assistant to Chief Executive Officer of Audit and Enterprise Risk Services (AERS)Legacy Health System – Woodburn, OR,
Follow up to support CEO's ongoing priorities and initiatives Consistent and Proactive Calendar Management: includes personal and professional calendar management on an ongoing basis.
Active Calendar and Daily Schedule Management: includes close contact with other Executives in the business and constant coordinating and managing changing schedules.
Serves as primary contact for the CEO's Office: fielding all phone calls, emails, business meetings, letters and written correspondence, and in person requests Assemble and/or coordinate the preparation of various reports, memoranda, correspondence, and various documentation and presentation material, of a technical or confidential nature.
10/1999 to 08/2006
Administrative Assistant - Audit Partners and Sr. ManagementKPMG – City, STATE,
Level 3 Assisting 4 Audit Partners and the Sr.
Management that worked with the Lead Partner.
01/1999 to 10/1999
Administrative Assistant 3 - Partner, Principles and Directors of Mergers and AcquisitionKPMG – City, STATE,
1988 to 01/1999
Administrative AssistantMCI Telecommunications – City, STATE,
Education
Expected in February 2010
Bachelor of Business Administration (BBA): Marketing American Intercontinental Institute Online - , GPA: Cum Laude
Cum Laude
Skills
Self starter, interpersonal skills, works well under pressure and deadlines; good verbal and written communication skills, and internet savvy.
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School Attended
American Intercontinental Institute Online
Job Titles Held:
Executive Assistant
Sr. Administrative Assistant
Executive Assistant
Administrative Assistant
Executive Assistant to Chief Executive Officer of Audit and Enterprise Risk Services (AERS)
Administrative Assistant - Audit Partners and Sr. Management
Administrative Assistant 3 - Partner, Principles and Directors of Mergers and Acquisition
