Experienced Executive Administrative Assistant / Office Manager

VICKIE JETTE’

**********@*****.***

http://www.linkedin.com/pub/vickie-piazza/6/4a7/190

PROFILE

Skillful and dedicated Executive Assistant with extensive experience driven to help accomplish a common goal and make

a significant impact on the people I support.

• Support for executive-level staff, senior management and department staff.

• Coordinate travel logistics both domestic and international as needed for Executives and department

staff, including accurate itinerary summaries and scheduling of all transportation, hotels & meetings.

• Processing and tracking expense reports for payment

• Strong knowledge of a variety of computer software applications in word processing, spreadsheets,

database and presentation software. (MSWord, Excel, PowerPoint, )

• Advanced Level of Proficiency in Microsoft Suite (2003, 2007 and 2010) including Word, Excel,

PowerPoint and Outlook.

• Proficient in calendar management and email messaging tools such as Outlook, Lync and Google.

• Strong organizational skills, detail-oriented, and the ability to work in a fast-paced environment with

ability to juggle multiple competing individuals, tasks and demands

• Coordinate the planning and preparation of internal and external meeting. Activities include: planning

and finalizing meeting facilities and room assignments, assisting presenters with creating and finalizing

presentations, coordinating meeting room setup, including audio visual and refreshments, preparation of

handouts and other materials as well as printing binding and collating.

• Manage and update team organizational charts with Visio and Powerpoint.

• Partner with HR, Facilities & IT for set-up of offices / work space for new hires or moves including

phone, email, computers, conferencing accounts, etc.

• Communicates and interacts effectively with administrative peers, mentors, management, guests,

vendors, visitors, and contacts at all levels of the organization

• Ability to work independently and as a member of various teams and committees.

• Provide backup assistance for other admin support and team members as needed.

• Talent for quickly mastering technology to improve work efficiency

• Open to learning and mastering new web-based databases and business systems.

• Type 60 wpm.

SKILLS SUMMARY

Travel coordinating Internet Savvy Expense reports: Gelco & Concur

• • •

Report Preparation - Excel Professional PowerPoint Purchase orders

• • •

Written Correspondence Presentations Accounting/Bookkeeping

• •

Outlook & Google Org charts background

• •

Calendaring

PROFESSIONAL EXPERIENCE

BAYER HEALTHCARE DIABETES CARE - Sunnyvale, CA March 2012 – Present

Executive Administrative Assistant / Office Manager

Support to Senior Site Manufacturing Manager, Sr. Manager Global Advanced Manufacturing Engineering,

Director of R&D and department staff

• Prepare and submit expense reports, reconcile monthly procurement card charges.

• Create new travel arrangements and manage changes to existing travel using Concur online software.

• Update Org Charts

• Create, manage, and update Excel workbooks, Word files, and PowerPoint presentations

• Completion of SharePoint training.

• Setting up and manage SharePoint sites for various groups

• Managing calendars and meetings using Outlook

• Coordinate all organization events (group meetings, offsite meetings, celebrations, etc.)

• Office phone system – voice mail, call transfer, call hold, facility intercom

• Greet and escort visitors, acting as first point of contact

• Managing projects, coordinating and compiling presentations for meetings, downloading projects to

shared drive, driving meetings and taking meeting minutes

• Utilizing Lync for various office needs including remote conferencing and meetings

• Active Site Coordinator in companywide wellness program

• Acting as Safety Lead, responsible for keeping department up to date and informed of ongoing and new

procedures

• Partner with HR to coordinate and schedule interviews

• Partner with Facilities & IT to meet the needs of the department including visitors and ensure they have

work space when needed.

• Experience with SAP

• Assist with transferring facility from Lotus Notes to Outlook, assisted colleagues with training in

Outlook.

• Ordering office supplies

APPLIED MICRO - Sunnyvale, CA

February 2012 ( contract position)

June 2011( contract position)

Executive Administrative Assistant

Provide assistance to other EA’s

• Prepare and submit expense reports using Concur online software.

• Submit purchase requisitions.

• Prepare a handbook for office procedures to assist new hires.

• Assist with setting up video conference meetings.

• Catering for meetings

• Using Google and Outlook for calendaring and email.

ACTEL – Mountain View, California 2000 - 2010

Executive Administrative Assistant

Provide assistance to three Vice Presidents in Technology and Operations as well as support to Technology

Engineers, Operations Department including Test Floor, Planner, Quality Assurance and Shipping/Receiving.

• Schedule meetings and appointments of 3 extremely active VP’s.

• Assistance to Technology Department Engineers and Operations – approximately 150 employees.

• Manage daily calendars, demonstrating flexibility and problem-solving abilities to adjust or prioritize

schedules based on last-minute changes.

• Handle all purchasing and budget the office supplies

• Prepare expense reports using Gelco and Concur. Review, verify expense documentation and submit to

accounting for payment.

• Organize travel arrangements both domestic and international (air, hotel accommodations, ground

transportation and obtaining visa’s) with travel agency and online tools; prepare detailed itineraries.

• Prepare and update Powerpoint presentations, Excel spreadsheets and other documents including org

charts.

• Assisted with organizing Board Meetings including set up, communications and briefing materials.

• Preparing meeting materials including assisting with the creation of presentations, handouts and other

related materials as well as printing, binding and collating of materials.

• Coordinate internal and external meetings, includes corresponding logistics, room reservations, catering,

audio-visual equipment for special projects and events.

• File and enter business card data.

• Place purchase orders and internal orders.

• Experienced in handling sensitive and confidential business matters and information with discretion.

• Proficiency with Microsoft Office Suite (Word/ Excel/PowerPoint/ Outlook), general Internet/Intranet

usage and ability to learn proprietary software.

• Use of VPN connections to the office from home.

• Able to navigate web with efficiency and ease

• Extremely organized and detailed-oriented with strong commitment to accuracy.

• Providing back up assistance to other administrative support team members as needed

FLEXTRONICS INTERNATIONAL – San Jose, California 2000

Executive Assistant

Provided administrative support to Vice President of NPI

• Assist NPI Materials Manager & Buyer Planners

• Schedule Conference Calls through Meeting Place and Outlook

• Calendar training in Audio, Web & Data Conferencing

• Helpdesk, BaaN

SAN JOSE BLUEPRINT – Santa Clara, California 1999-2000

Executive Assistant

Provided high-level administrative support to President and Vice President

• Administrative Assistant for Sales Dept. (letters, proposals etc.)

• Organize meetings, including travel arrangements & hotel accommodations

• Log hours, deliveries and pick-ups for drivers

• Record shipping logs (UPS, Cal Overnight & Fed X)

EDUCATION

• Bishop Neumann High School - Diploma

• H&R Block Tax Preparation - Certificate

• Semiconductor Basic - Certificate (2002)

• Microsoft Word - Advanced - Certificate (2004)

• Microsoft Excel - Advanced - Certificate (2005)

• Microsoft Power Point - Advanced - Certificate (2006)

• First Aid & Fire Extinguishing - Certified (2008 & 2010)

• Outstanding Receptionist / Admin - Certified (5/8/2012)

• Lync - 4/2012

• Excel – Beyond the Basics - Certificate (5/7/2012)

• Managing Multiple Priorities - Certificate (2/28/2013)

COMPUTER SKILLS

• Microsoft Office 2003 & 2007

• Microsoft Word, Excel, PowerPoint, Outlook

• Experience with Concur &Gelco

• Mac and HP experience

• SAP training

• Lync training

Contact this candidate