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Sales Executive Assistant

San Francisco, California, United States
April 19, 2018

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Maria R. Alvarez

Cell: 925-***-****


–Service-focused, technically skilled, office professional, with masterful experience in the administrative field, advanced skills in Microsoft Office (Word, Excel, PowerPoint and Outlook), SAP, Concur, and an aptitude to quickly learn new computer systems and programs


Pacific Gas and Electric (PG&E) through MillenniumSoft, Inc. – San Francisco and Walnut Creek

Director’s Assistant

02/2013 – 01/2015

–Supported 1 Senior Director and 2 Labor Relations Directors and their teams with their administrative needs such as calendar appointments and meetings

–Provided relief support for VP of Human Resources Executive Assistant and other Director’s Assistants

–Facilitated on-boarding and off-boarding of employees and assist in investigatory process of locating training records, rates of pay and job history in SAP

–Managed grievance database and distribute, decisions, meeting agendas, minutes, memos

–Coordinated meeting logistics (e.g. room reservations, catering, WebEx audio/visual)

–Created and processed monthly reports and surveys on customer satisfaction

–Weekly CATS time reporting and submission for 20+ employees

–SRM supply maintenance and ordering for the entire Labor Relations team

–Processed grievances to the next step in the Grievance Process of their respective union

–Coordinated with the Law Department for Arbitration Hearings

–Back-up for Letter Agreements distribution

–Organized Officer Leadership and Union meetings between Company and Union members

–Managed the Union Time-Off notifications to internal and external clients

Your Virtual Assistant

Virtual Assistant (Independent Contractor)

05/2012 – Present

–Generate bi-monthly Sales report for Client’s investors call-in (Excel/Access database)

–Provide administrative support to small business owners, executives and other independent professionals

–Coordinate and schedule Webinar and teleconference setup, recording and survey

–Drive and launch marketing email blast to client’s customer database via MailChimp and Constant Contact

–Work on calendar management, event planning and logistics for small business owners

–Create, proof-read and edit documents for clients in Microsoft Word, Excel, PowerPoint and Publisher

Phacil, Inc. - San Francisco, CA

Executive Office Assistant (HR)

06/2008 – 04/2011

–Provided administrative and operational support to executive staff and San Francisco Headquarter back-office staff

–Primary coordinator for office moves to three sites in Virginia and New Jersey

–Worked on company newsletter and was responsible for contact database in Constant Contact

–Routinely composed correspondence and provided administrative and operational support for management

–Arranged travel plans and itineraries for executive management and prepared meeting packets for travel-related meetings

–Coordinated management meetings and event planning which included selecting site location, catering, meeting packets

–Reformatted resumes, verified candidate educational information and references and helped in new hire orientation

–Established direct relationship with company vendors for office supplies, equipment and lunchroom supplies

Delta Dental through Ajilon Staffing - San Francisco, CA

Sales Assistant

01/2008 – 06/2008

–Scheduled meetings, appointments and operational support to sales teams with their daily activities

–Assisted account managers with creating reports, coordinate customer visits, weekly sales reporting, and event planning

–Coordinated with Printing and Mailing departments on order and shipping status of product brochures and handouts.

–Assemble bids, contracts and product brochures on behalf of account managers intended for trade fairs

Mendocino Software, Inc. - Fremont, CA

Senior Sales Administrator

02/2006 – 09/2007

–Provided administrative and operational support to CEO, VP of Sales, field sales and engineering teams

–Reported to the CEO as his interim executive assistant

–Scheduled meetings and appointments for the executive staff and their direct reports

–Organized and maintained Outlook calendars for executive staff and sales executives

–Monitored and supervised automation tool for the department, including pipeline, reporting and sales stages

–Managed travel arrangements and corporate expense reconciliation (domestic and international), for Sales department

–Coordinated customer visits, executive briefings, weekly sales meetings, monthly Board Meetings, and event planning for the company

Novazone, Inc - Livermore, CA

Sales and Marketing Assistant

03/2004 – 01/2006

–Prepared sales and forecast reports on for sales department

–Supported CEO, VP of sales and VP of marketing in daily and weekly tasks

–Assisted sales and marketing personnel with sales quotes and service agreements

–Coordinated travel and itineraries for the executive staff (domestic and international)

–Performed duties of an on-site facility coordinator as well as acting liaison between sales, finance and shipping to ensure order and shipping process run seamlessly

Pacific Gas & Electric through McCall Staffing - San Francisco, CA

Senior Secretary

09/2001 – 03/2004

–Provided back-up support for overflow responsibilities of the executive assistant

–Prepared PowerPoint presentations for department meetings

–Planned and organized special events for department

–Arranged travel and processed expense reports for the Rates and Service Department

–Consolidated monthly budget report and tariff database for executive staff

Compaq Computer Corporation - Pleasanton, CA

Sales Area Administrator

12/1997 - 03/2001

–Supported VP of Enterprise Sales and sales team for Northern California (50 employees)

–Participated and assisted in company-wide, off-site event planning (4000+ attendees) in Honolulu

–Responsible for the scheduling of meetings, VIP visits and special events

–Composed correspondence, presentations and reports for bi-weekly meeting presentations and quarterly reviews for executive staff

–Responsible for the coordination of server facility, demo equipment for sales and engineering presentations

–Supervised and managed one sales administrator’s workload and daily tasks

EDUCATION: Philippine Women's University, Manila - Certificate in Secretarial Science

OTHER: Proven exceptional interpersonal and communication skills and known for tactful handling of sensitive, confidential issues, with the ability to resolve customer complaints satisfactorily and a solid reputation for dependability, honesty, dedication and enthusiasm to easily interact with management, peers, staff, vendors and customers.

LANGUAGES: English, Spanish and Tagalog.

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