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Executive Assistant to COO Resume Example

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EXECUTIVE ASSISTANT TO COO
Professional Summary
Detail-oriented Executive Assistantwith extensive experience supporting senior executives in large corporate environments.
Skills
  • Excellent communication skills
  • Results-oriented
  • Strong interpersonal skills
  • 65 WPM typing speed
  • Accurate and detailed

  • Advanced MS Office Suite knowledge
  • Critical thinker
  • Project planning
  • Resourceful
  • Google Apps Proficient
Languages
Fluent in English and Spanish
Work History
Executive Assistant to COO, 05/2015 to Current
Monterey Park Hospital – Monterey Park, CA
  • Manage the COO's and CFO's complex and frequently changing travel arrangements and coordinated the pre-planning of trips - Domestic and International - Reservation for Air, Hotel and Transportation
  • Manage all calendaring and scheduling for COO and CFO, bi-weekly/monthly meetings with direct reports, high profile executive and vendors, which could entail conference call set-up, taking minutes, prepare executive/board books and research off - site meeting locations. Point of contact for CEO to schedule/coordinate meetings amongst executives.
  • Manage complex expense reports for COO and CFO, compiling all expenses throughout the month and ensure proper documentation before submitting to accounting.
  • Greet visitors entering the office, determined the nature and purpose of visit and directed them to the appropriate destination and handled if necessary, before relaying to any executive.
  • Distribute company-wide announcements, booked conference rooms and coordinate catering for annual staff development events, which include the following; annual holiday luncheon/dinner, annual gala, charity/fundraising, service awards and conferences - details would entail, researching venue, catering, entertainment, transportation and hotel accommodations, if needed.
  • Support the human resources department in the annual employee review process to manage performance merit increases. Assist with pre-screening resumes, scheduling interviews with executives/directors and create/monitor job openings
  • Prepare daily, weekly and monthly reports for a total of (4) executive team members, financial reports, budget, track yelp reviews and PowerPoint presentations for Corporate
Executive Assistant, 02/2005 to 05/2015
Infinity Insurance Property & Casualty – Cerritos, CA
  • Process expense reports for Vice President and (8) Directors. Compiled and reviewed all expense reports and ensured accurate and proper documentation for all receipts obtained before submitting to corporate accounting.
  • Manage the Vice President's travel arrangements from domestic to international traveling; coordinated air, hotel and transportation. Ensured passport and visa up to date.
  • Heavy calendaring and scheduling for Vice President and Directors. Scheduled bi-weekly/monthly meetings with high profile executives and vendors, which entail conference call set-up (domestic or international), taking minutes, prepare executive reports, agendas and research off - site meeting locations. Point of contact for Vice President to schedule/coordinate meetings amongst executive team.
  • Coordinated company wide events; annual holiday luncheon, off - site conferences, employee development training and service luncheon; researched venues, travel (domestic and international), entertainment, hotel accommodations and catering for all events. Assisted with all marketing campaigns were submitted timely to Vice President to review before distribution
  • Worked on corporate reports with Vice President. Reports entailed yearly budget, review/analyze volume of claims and monthly/weekly reports from directors.
  • Assisted HR Generalist with all Regional Office Recruiting. Scheduled applicant testing, prepared new hire paperwork/conducted orientation, reviewed/posted job openings and implemented new hiring process to facilitate recruitment/fill positions quickly
  • Greeted visitors, vendors and executives entering the office, determined the purpose of visit and directed them to the appropriate individual who could assist or handle before involving Vice President or Director.
  • Worked with the Office Manager to ensure proper running of the Regional Office, reviewed office invoices, tracked any rebates from vendors, placed service calls with office landlord and developed a vendor filing system to ensure location of contracts.
Senior Executive Assistant to CEO, 01/2002 to 01/2005
Lincoln Tile & Floors – Montebello, CA
  • Managed the CEO's travel arrangements (Domestic and International). Coordinated air, hotel accommodations and transportation
  • Managed (4) direct reports. Ensured that proper scheduling of transportation within the Unites States and International was taken care of. Monitored office invoices being processed timely. Timing of transport of product was crucial. Processed Time Sheets for direct report.
  • Reviewed all legal documents that needed a signature from CEO. Ensure it was in accordance of what was discussed between vendor.
  • Managed external contacts for CEO and kept track of periodic communication needed for priority contacts, scheduled off - site meetings, conference call set -  up (domestic or international), prepare executive books/material and trade shows; research potential venues, hotels, entertainment options and transportation.
  • Prepared monthly reports for CEO to track production. Reviewed monthly inventory to ensure deliveries were made on time of product ordered. Prepared investor presentation for yearly meeting.
Education
High School Diploma: 2003
El Rancho High School - Pico Rivera, CA

Bachelor of Arts: Current
Cal State Fullerton - Fullerton, Ca
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Resume Overview

Companies Worked For:

  • Monterey Park Hospital
  • Infinity Insurance Property & Casualty
  • Lincoln Tile & Floors

School Attended

  • El Rancho High School
  • Cal State Fullerton

Job Titles Held:

  • Executive Assistant to COO
  • Executive Assistant
  • Senior Executive Assistant to CEO

Degrees

  • High School Diploma : 2003
    Bachelor of Arts : Current

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