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Executive Assistant

Location:
Vista, California, 92083, United States
Posted:
April 13, 2018

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Resume:

Rita E. Holt

ac44qp@r.postjobfree.com

Vista, CA ***83 760-***-****

BIOGRAPHY:

Executive Administrator with over 16+ years of experience with strong expertise in supporting and managing senior level executives and their respective teams. My greatest strength is my positive attitude and ability to along with everyone.

PROFESSIONAL EXPERIENCE:

2010-2018

Executive Assistant/Administrator

Synteract, Inc.

Supported the Chief Executive Officer (CEO), Chief Administrative Officer (CAO), and the Chief Financial Officer (CFO).

Managed Executives’ extensive calendars (Outlook) setting up regular conference calls and web-ex’s when necessary.

Coordinated complex travel arrangements and logistics for CEO, CAO, and CFO, for both domestic and international travel.

Prepared expense reports meeting submission deadlines.

Maintained Corporate Credit Card for various expenses needed for executives and others in different departments, and assisted Accounting with monthly reconciliation.

Arranged catering for internal/external meetings and/or client visits.

Collected and prepared information sensitive in nature for use in discussions/meetings for executive staff and outside clients.

Coordinated details and presentation materials for the Board of Director meetings using Microsoft Office Suite.

Greatly involved in the due diligence, acquisition and integration of acquiring Harrison Clinical Research in March 2013, a European company with their headquarters in Munich, Germany, and in 16 countries.

Worked closely with the CEO’s senior team i.e. Global Operating Committee (GOC), attending their meetings, coordinated and uploaded presentations to their SharePoint Site, tracked Action Items. Set up GOC offsite meetings and handled their travel; also attended their annual meeting in Munich, Dec. 2015.

Supported the Business Development team, managing the bid defense meetings, handling the logistics and travel, arranging the conference rooms for the prep meetings at the hotel, and the client lunch/dinners etc.

Assisted Marketing Department in coordinating with marketing and design firms the promotional giveaways, brochures and data sheets. Coordinated tradeshow logistics when exhibiting at various tradeshow conferences.

Managed getting press releases and updates to Company’s website.

Involved with the due diligence and acquisition of the Private Equity Firm Amulet becoming Synteract’s new Board of Directors in April of 2016.

Company Notary Public; and back-up reception when necessary.

2009- 2010

Executive Assistant

CareFusion Corporation

Supported General Manager/Vice President of Research and Development, Vice President of Business Development, also Vice President of Global Market Development, and their respective teams.

Heavy calendar management with coordination of meetings and events for both domestic and international locations.

Handled getting visas processed for Vice President's travels to various countries. Managed extensive travel arrangements up to 6 countries in 12 days, also processing expense reports for said travel.

Coordinated Human Resources functions for my management team, approving their staff's time, travel itineraries and expense reports, separation reports etc.

Processed the on-boarding of new staff, including coordinating new IT accounts, office and phone set up, mobile phone etc.

Managed multiple projects simultaneously, with swift determination and confidential discretion.

Set up "Confidentiality Agreements", also set up new vendors in the Company’s system, getting client invoices paid.

2008-2009

Executive Assistant

Life Technologies, Inc. (formerly Invitrogen)

Supported the Senior Vice President of Research and Development, the Vice President’s of Engineering, Science, and Business Operations, and their subordinate teams, in addition to the Senior Human Resources Director.

Managed Executive’s extremely busy meeting and travel calendars, and processed their expense reports.

Sat up new consultants/vendors and coded their invoices for submission to Accounting for payment. Involved with setting up large events hosted for students and alumni of UCSD, and UCLA to showcase Company’s vision with current and future opportunities, as well managed department off-site meetings and events.

Supervised an administrative assistant. Maintained a Company BlackBerry and Company credit card.

2006-2007

Executive Assistant

Woodspear Properties, Inc.

Contract position to perform administrative support for Controller, Director and Staff. Maintained Operations and Accounting Manuals, master property files, including Woodspear’s property files and accounting vendor files, and new tenant lease files.

Compilation and distribution of partner investor financial reporting packages, quarterly partner correspondence for distributions and partner file updates/changes as needed.

2004-2006

Executive Assistant

Seasilver USA, Inc.

Supported Founder and General Manager and maintained their large contact database.

Made travel arrangements for Founder, General Manager and Company’s team of cyclists and processed their expense reports.

Transcribed audiotapes of training programs, website audios, conference calls etc. using the Dictaphone machine and typed materials for presentations and website.

Worked with the Legal Department to ensure that Company brochures, website, infomercials, and all marketing materials were in compliance with the FTC and FDA Government Agencies.

Supported Seasilver’s Radio Co-Op Team and assisted with the launching of Nationwide Infomercial.

2001-2004

Executive Assistant

Power Staffing Solutions

Contract Assignments:

Morgan Group Executive Assistant to Vice President of Development

Gemological Institute of America--Executive Assistant to the CFO

Torrey Pines High School Executive Assistant to the Vice Principal

LoanIsland Mortgage Company--Loan Production Coordinator to the Broker

1998-2001

Executive Assistant

Leap Wireless, Inc.

Supported Sr. Vice President/Treasurer, Vice President of Finance, Controller, Director of Investor Relations, and Tax Director.

Coordinated large Board of Directors meetings and Financial Reviews.

Typed the PowerPoint presentations for said meetings, handled guest’s hotel accommodations, etc.

Handled large volume of domestic and international travel arrangements. Managed expense reporting for the departmental budget and travel.

Maintained a company credit card for keeping office stocked with equipment, supplies, and expenses related to supporting the needs of the Department.

Assisted on monthly tax returns for the many cellular stores nationwide.

Managed large database for business contacts and maintained files on competitors.

1983-1998

Executive Assistant

Titan Corporation (Linkabit) (aka L-3 Communications)

Promoted from starting position of Senior Secretary, to Administrative Assistant, Senior Administrative Assistant and final position of Executive Assistant.

Supported President of Titan Electronics, and his team of Sale’s Vice Presidents.

Supported Vice Presidents/Program Managers with engineering teams for large Government Programs as the focal point for all the administrative and logistical needs of the Program managing travel arrangements, expense reports, as well maintaining their Documentation Library.

Supported Vice President and Director of Business Development in a Marketing role helping set-up Trade Shows, etc.

Coordinated large business meetings and social events for as many as 250 guests. Maintained “Secret” Clearance to work in Classified Labs on Government Documents.

Attended weekly Engineer Staff Meetings, taking minutes and maintaining a log for all the goals/objectives, and milestones for each engineer on the Program.

License:

Notary Public, California 2016 – 2020



Contact this candidate