Ela Facer

Sr. Executive Assistant

San Jose, CA – Remote/Hybrid Candidate

408-***-****

Education:

U of P, Vista, CA - AA credits earned - BSBM degree pending

Mira Costa Community College, Oceanside, CA - Accredited courses towards Journalism major Professional

Summary:

Highly organized and professional executive assistant with 10+ years of experience supporting C-suite executives and teams. Proven track record of managing complex calendars, arranging international business travel, and coordinating executive-level meetings. Exceptional interpersonal and communication skills, adept at handling confidential information while maintaining utmost discretion. Strong project management capabilities with a keen eye for detail and the ability to thrive in fast-paced environments.

Admin skills:

• Assertive

• Communicative

• Customer Relations

• Deadline Driven

• Dedicated

• Detailed – highly focused

• Do whatever it takes to get job done

• Fast-Paced Skilled

• Flexible to pivot between projects

• Follow-up & thru

• Multi-tasker

• Organized

• Project management

• Resourceful

• Team Cohesiveness

• Time Management

Technical Skills:

• Adobe

• AI.pro

• Asana

• ChatGPT

• Concur

• Coupa

• Google Suite

• MS Office Suite

• Notion

• QuickBooks

• SharePoint

• Slack

• Workday

• Zoom

Professional Experience:

Intuit, Mountain View, CA February 2023 – November 2023 Executive Assistant (short-term contract role) – Directors (6), QuickBooks & Programs Manage daily administrative support world-wide including the following:

• Budget Development and Management for events and projects

• Calendaring - very hectic and complex with back-to-back meeting management of 6 calendars

• Collaborated extensively across multiple organizations at a senior level to drive commitment and alignment for plans

• Communication and follow-up with internal/external customers

• Coordination of team activities (staff meetings, all hands, offsites)

• Contract negotiations – Hotels, Air Travel, Rental Car Agencies, Venues

• Event and Conference Planning

• KPI project management

• Managed Approvals - Payments, PO's, Invoices

• Managed sensitive matters with a high level of confidentiality and discretion

• Org Charts – created from scratch

• Worldwide Travel coordination

Professional Experience (cont’d)

AV Designs, Fremont, CA (start-up company acquired) Aug 2014 – January 2023 Sr. EA - CEO, COO and VP, Engineering + teams & Office Mgt. Directed day-to-day office operations providing fundamental admin. support with the following:

• Administrative Manager - oversaw admin staff, recruiting, interviews, evaluations, training

• Approvals - Payments, PO's, Invoices

• Budget Development and Management

• Calendar management – demanding schedules

• Conference and Event Planning and Attendance to coordinate meetings on behalf of manager

• Coordination of team activities (staff meetings, all hands, offsites, virtual)

• Employee Relations - Events, Gifts, Acknowledgements, Communications

• Equipment Management - Assets, Ordering, Service Reports

• Executive Committee Meeting Coordination

• Expense Management - receipt and currency conversion - input, reconciliation

• HR - interview scheduling, on-boarding/off-boarding, equipment, paperwork, documentation

• Management of MBR, QBR & Forecast Calls

• Meeting Minutes/Notes/Action items

• Managed sensitive matters with a high level of confidentiality and discretion

• Org Charts - responsible for creation & updates

• Organized, process oriented, and able to work under pressure and tight-deadlines

• Point Person on behalf of manager(s)

• Presentation creation from scratch

• Procedure implementation

• Project Management

• Travel management; worldwide (15+ years managing international & domestic travel) VMware, Palo Alto, CA Mar 2013 - Aug 2014

EA - SVP, US Commercial Sales, Marketing & Programs Managed daily team operations with direct administrative support to SVP and teams with the following:

• Calendar management; extensive scheduling.

• Conference, Event and Tradeshow coordination; all size scales

• Expense management

• Coordinate transportation, accommodations, boarding passes and provide detailed travel folder

• Create graphics, layout designs, templates and animation concepts from scratch.

• Maintained input and reimbursement expenses

• Managed and coordinate handout, meeting, and product materials

• Managed staff recurring 1:1’s, Group meetings, Interviews and Customer Meetings.

• Manage sensitive matters with a high level of confidentiality and discretion

• Utilize/Manage MS Outlook Calendars, Task Assignments (meeting tasks to direct reports); Contact Databases

• Organizational Charts - Creation and updates - Staff of 300

• PowerPoint presentations – Prepared in-depth designs for board, customer and company meetings.

• Travel management; worldwide

J&S Packaging, San Jose, CA (start-up company acquired) Jun 2007 - Feb 2013 Executive Assistant - CEO, COO & Team

Directed day-to-day admin and office operations for senior staff, providing senior level executive support, including:

• Calendar management; extensive scheduling

• Conference, Events and Tradeshow coordination; small and large scale

• Currency conversion; input; reporting

• Customer Liaison

• Handled customer unresolved issues, inquiries, problem resolution

• Handled manager’s personal errands: Banking, Cars, Events, Family needs, Gifts, etc.

• PowerPoint presentations – Prepared in-depth designs for board

• Customer and company meetings

• Created graphics, layout designs, templates and animation concepts from scratch

• Expense management

• Manage sensitive matters with a high level of confidentiality and discretion

• Worldwide Travel coordination

Professional Experience (cont’d)

Amdocs, San Jose, CA (R&D division relocated to Tele Viv, Israel) May 2005 - Jun 2007 & Executive Assistant to President and held position of Administrative Supervisor Sep 2002 - Oct 2004 Managed President’s daily administrative and project management along with the following:

• Board of Directors meeting management – compiled presentation data, financials, executive summaries

• Coordinated administrative events in conjunction with teams, e.g., holiday's, executive dinner meetings

• Budgeting, forecasting and administrative annual/merit salary increase recommendations.

• Developed Employee Incentive/Reward Program

• Employee Gym – Newly Designed Facility; Researched and Negotiated all equipment and facility installation costs

• Employee Relations - culture conscious - team events

• Facilities Management - Managed Corporate move of 650 employees - 6-month prep led to a successful project

• Managed board of directors meeting schedules, venue, catering, travel, conferencing, and materials

• Manage sensitive matters with a high level of confidentiality and discretion

• Managed Operational Division Annual Budget, Forecasts and Variances

• Personal Assistance - Managed manager’s personal errands: Banking, Cars, Events, Gifts, Travel and Family needs

• Prepared extensive expense reports; currency conversions.

• Projects, Events - Complete coordination - venues, attendees, budgets, accommodations

• Recruitment, New-Hire Screening, Search, Interviews

• World-wide Travel; extensive international (Israel, India, Cyprus, Asia, Europe) MicroStrategy, McLean, VA (president resigned & I relocated back to CA) Dec 2003 - May 2005 Executive Assistant - President, CFO, SVP, Legal

Directed all administrative and project-support efforts:

• Performed key investor-relation functions in conjunction with President and CFO’s corporate commitments.

• Addressed inquiries from shareholders, communicated with worldwide staff relating to projects, reports, contracts, teams included: investor-relations, audit committee, marketing, legal, contracts, finance and human resources.

• Analyst and Investor Relation meetings

• Board of Directors meeting coordination and prep: packets, venue, communications

• Calendar management; multiple executives plus Board, Corporate and Executive Calendars.

• Competitor research relating to business development, sales and marketing

• Client and Partner Liaison on behalf of company

• Coordinated Analyst and Investor meetings

• Coordination-Investor/Qtrly Earnings Calls and Audit & Disclosure Committees.

• Compilation of Financial, Legal and Board documents for distribution

• Conference and tradeshow coordination; small and large scale

• HR - interview scheduling, on boarding, equipment orders, paperwork

• Investor Relations: Press & earnings release communications

• Key-note speaking engagement coordination

• Legal team - contract coordination

• Maintained Analyst call and meeting database (utilized as follow-up/to-do list at conclusion of call & meetings.

• Managed and coordinated handout, meeting and product materials

• Manage sensitive matters with a high level of confidentiality and discretion

• Worldwide offsite events & traveled with team

Additional experience summary:

10 years - Extensive experience in Biotech, Pharmaceutical, Life Sciences and Medical Device industries, as well as Major League Sports Industry.

Companies:

Ligand Pharmaceuticals

DuPont Pharmaceuticals

IMCO Medical Device Company

• References and additional industry related experience provided upon request

Contact this candidate