Executive Assistant Administrative

SUMMARY

● Twenty (**) years of experience in providing administrative support to C Level Executives and/or Senior

Management.

● Scheduling of appointments, maintenance of calendars, preparation of external/internal correspondence, expense reimbursements, and maintenance/filing of documents.

● Responsible for coordinating domestic and international travel arrangements (hotel, airline, etc.)

● Provide administrative support that will require the handling of confidential and sensitive correspondence and memos.

● Perform a variety of administrative support functions, including drafting, editing and proofreading of correspondence, reports, spreadsheets, policies and procedures and other documents.

● High level proficiency in Microsoft Office Suite.

SKILLS

● Professional: Bilingual (English and Spanish), able to maintain a professional demeanor at all times, work collaboratively in a close team environment, and highly organized and pay meticulous attention to detail. Ability to obtain security clearance.

● Technical: Microsoft Office Suite (Word, Excel, Outlook, PowerPoint, Access), Microsoft SharePoint, Lotus Notes, Evernote, Concur, SAP, Workday, Kronos, Ariba, Axiom.

PROFESSIONAL EXPERIENCE

AstraZeneca

April 2015 – July 2017 (2+ years)

Executive Assistant to Vice President, Global Leader and Director.

● Provide high quality support to Vice Presidents, Global Clinical Lead, Directors and Program Manager

● Manage complex calendars, coordinate meetings, process expenses, reconcile corporate credit card, research invoices.

● Supports the Small Cancer Cells for Head & Neck core team with meetings, WebEx, skype, SharePoint updates.

● Independently and pro-actively resolve issues and challenges relating to administrative requests

● Create purchase orders for supplies, equipment and professional services.

● Organize interviews, phone screens and keep applicant's tracking system for US and UK sites.

● Oversee on boarding, making sure new starters have all their equipment and organize first week meetings.

● Provide backup support/training to other colleagues, working closely across the organization for smooth work environment.

Computer Sciences Corporation

Senior Executive Assistant Apr 2014 – Apr 2015

● Executive Assistant to VP of Technology, VP of Business Process Services and VP of Global Alliances.

● Managed calendars, screening emails and incoming telephone calls, organized meetings and prepared meeting materials.

● Coordinated international and domestic travel arrangements, including airfare, hotel reservations and car transportation.

● Organized and planned event coordination with local hotels and review contracts.

● Prepared expense reports using Concur, revised travel requests and approved expenses for Global Business Solutions division.

● Processed visas and passports, maintained distribution lists, approved time-sheets, and processed employee transfers.

Actavis Latin America

Executive Assistant Jun 2011 – Apr 2013

● Executive Assistant to Regional Vice President.

● 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.

● Supervised the office receptionist/office supply coordinator.

● Provided administrative support that will require the handling of confidential and sensitive information.

● Prepared and submitted travel expenses for reimbursements.

● Created, reviewed and submitted all purchase requisitions for correct coding.

● Planned and coordinated company events.

● Advised new employees with on boarding and relocation issues and liaison to all clients, vendors & building management.

● Assisted, facilitated and executed duties to support the operational, management and financial activities.

● Conducted extensive research for market intelligence and prepared white paper documentation.

Hewlett-Packard

Administrative Assistant IV Sep 2006 – Feb 2011

● Administrative Assistant IV/Office Coordinator for Regional Director of Real Estate of Latin America.

● Scheduled meetings, conference calls, virtual classrooms and Halo rooms.

● Coordinated international and domestic travel arrangements, including airfare, hotel reservations and car transportation.

● Supervised mail room personnel, receptionist, and office services personnel.

● Managed space, space assignment and office moves.

● Analyzed expenses, budgets and credit card reconciliation.

● Developed budget reports and prepared meeting materials.

● Managed downsizing initiative and furniture disposal which led to a savings of $40,000.

● Maintained SharePoint site and local web pages.

● Translated original documents/emails from English to Spanish (vice versa).

Telefonica International

Executive Assistant Jun 2005 – Sep 2006

● Executive Assistant to Executive Vice President of Sales & Marketing Capacity.

● Coordinated domestic and international travel arrangements (hotel, airline, etc.) and preparing expense reports.

● Screened incoming telephone calls and answer/refer inquiries as appropriate.

● Managed an extremely active and dynamic calendar of appointments which requires close monitoring, frequent updating.

● Completed expense reports and arranged complex and detailed travel logistics (including itineraries, confirmation of arrangements, agendas, and compiling documents).

● Acted as liaison to internal and external business partners and stakeholders regularly interact with other executives and customers.

IBM Latin America

Executive Assistant Sep 1995 – Jan 2005

● Supported different executives over my ten years’ tenure, including Chief Financial Officer (CFO), Vice President of

Software, Director of Human Resources, Director of Systems Sales, and Director of Marketing.

● Drafted and distributed internal and external written communications on behalf of the CFO.

● Managed work in a confidential manner, ensuring information is shared with internal and external individuals in an appropriate manner providing guidance to peers as necessary regarding proprietary information.

● Coordinated schedules with internal/external executives across cross functional divisions.

● 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 (7) Central American Countries and tracked all orders and shipments for business partners. Reduced cycle time of shipments for 50%.

● Processed shipment credits, plant returns and credit analysis.

EDUCATIONAL QUALIFICATIONS

Bachelor of Arts in Education, Pontificia Universidad Catolica de Chile, Santiago, Chile

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