Executive Assistant Office
Resume:
Maridiana Saucedo
San Leandro, CA 94579
**********@*****.***
SUMMARY
Strategic planning and budgeting Travel and expense reports
Start-up experience
Bilingual (English/Spanish)
Personal errands
Can-do mentality and positive attitude
Extensive experience working with senior level executive staff and support with travel, scheduling and calendaring
Strong coordinating, organizational, multi-tasking and problem solving skills
Ability to think outside the box and expand my knowledge base
Handle confidential information with discretion
Strong attention to detail and ability to rapidly learn and apply new related skills
Ability to cooperate with others in achieving individual and team objectives
Ability to establish strong working relationships and contribute to building a positive team spirit
Develops and oversees metrics to measure productivity, efficiency and accuracy
Accounting background
Extensive experience with OSHA, HIPAA, PHI and EHR (Electronic Health Records)
Medical terminology
Human Resources – benefits administration, new hire on-boarding (documentation/personnel), payroll, interview scheduling, background checks, e-verify
Efficient problem solver
Software Skills:
Proficient in PC / Mac, MS Office Software, i.e., Word, Excel, Outlook, and PowerPoint (Advanced).
Additionally knowledgeable with FileMaker Pro, Adobe, Eudora, Lotus Notes, Meditech (medical), Jannus, SPIN (medical), MIDAS (medical), ADP, Oracle HR, UltiPro, BeneTrac, iOS/Android, Google Docs, Skype, gMail, gCal, Google Docs, SalesForce,
EXPERIENCE
The Administrative Assistant IV will be responsible for supporting the Senior/Executive Leader of a function. Under limited direction and own initiative, provides a variety of advanced secretarial and administration functions for the Senior/Executive Leader and the entire department. This position will be responsible for managing the logistics of functional leadership meetings and events. Assistance with annual planning for large internal and/or external meetings will be required.
Grifols Diagnostics – Emeryville, CA March 2017 to December 2017
Executive Assistant
Support of senior level executives on-sight and off-site
Work in a management teamwork environment with shifting timelines while possessing the ability to remain poised in a fast paced setting
Maintain calendars and coordinate conference/meetings, both on- and off-site, which include extensive and detailed arrangements
Make travel arrangements and reservation involving multiple locations and individuals.
Prepare complex itineraries and expense reports.
Perform administrative project work that includes researching and gathering information from various sources, formatting, analyzing, and summarizing results.
Establish E-Req/ PO’s, contracts as requested for vendors and consultants
Onboard full-time associates as requested by Senior/Executive Leader
Monthly presentations for functional/global/senior leadership meetings – collect from managers, combine and make minor edits
Follow up on receipt of Monthly Reports by required due dates (upload onto Sharepoint)
Provide support in the onboarding of new employees in their team
Projects and/or other requests from Senior/Executive Leader as needed
Active calendar management (accept and decline as appropriate)
Pay monthly credit and purchasing card bills
Interact with all levels of management, a wide range of stakeholders within and outside the department and company
Provide sound judgment in responding to requests and to identify and help resolve urgent matters
Absolute discretion when dealing with sensitive and confidential information
Genentech –South San Francisco, CA (Short term contract, assisting with year-end activities) November 2016 to January 2017
Executive Assistant
Supports the executive level management for the US Medical Affairs Department with a variety of highly advanced and complex administrative and business support activities including but not limited to scheduling and coordination of onsite/offsite meetings and/or larger scale events, maintaining schedules, executive travel itineraries and conference calls, channeling communication and/or materials to and from the Executive Office, and other special projects.
Represents myself in a highly polished and professional manner, supporting the USMA as a key liaison to other executive leaders both internal and external to Roche by fostering and maintaining effective relationships with high-level internal and external stakeholders.
Serves as an administrative partner to executives, providing analysis and recommendations on company-wide administrative topics and/or policies; compiles and/or reviews highly confidential business, legal and financial presentations and reports.
Exercises considerable discretion, judgment and latitude in handling highly confidential business matters.
Manages budget for the Executive Office.
Leads, manages and oversees the development and/or delivery of administrative services training materials and tools.
As the Sr. Executive Administrative Associate, incumbents in this role will be expected to:
Lead, manage and oversee company-wide administrative project initiatives, promoting new ways of working and fostering an exchange of ideas and support among colleagues
Serve as the escalation point for other Sr. Executive Administrators, requiring exceptional knowledge of local departmental and global organizational policies and procedures
Effectively work with and lead others without direct authority
Ensure effective training, on-boarding, and communication of job expectations for new administrative staff, in collaboration with other Sr. Executive Administrators
Interview and participate in selection process of other administrative staff
Coach and mentor other administrative staff including providing general feedback on performance directly to the individual and their manager
Kaiser – Oakland, CA (Contract, assisting with back log of work) August 2016 to September 2016
Executive Assistant II
Support most senior executives (SVP)
Manage daily schedule, schedule appointments, make arrangement for meetings/ travel/ conferences
Screened calls, composed letters and financial data
Utilized my advanced computer skills including: word processing, spreadsheet, presentation and database software
Prepared special reports that required gathering, comparing and organizing data, routine correspondent for department manager, includes report, excel spreadsheet, presentation
Maintain department manager's expense report
Support department with KP Identity Manager
Performed Internet research
Worked generally with highly confidential information
Possessed strong interpersonal skills, leadership, negotiation, analytical and problem solving skills.
I2c, Inc. Redwood City, CA October 2015 to June 2016
EA/Office Manager
Personal assistant to the CEO (run and manage personal items)
Provide executive support to the CEO, CFO, CMO and SVP’s
Coordinate incoming and outgoing mailings
Maintain inventory for office supplies and equipment
Responsible for correspondence for the CEO and executives with clients and investors
Responsible for processing NDA’s and Contracts
Manage HQ office, the main go-to person for all administrative duties for a 60+ employee rapidly growing office.
Maintain the HQ Kitchen
Perform Ad-hoc duties as needed
Plan and organize company meetings and events.
Provide top-notch travel arrangements and prepare expense reports for our Executive staff utilizing Concur.
Schedule and assist in preparation for meetings.
Manage company credit card for office purchases, expense reporting and budgets.
Manage building facilities and manage maintenance requests.
Assign and prepare office space and equipment for new hires.
NextNav LLC Sunnyvale, CA (Startup) June 2014 to October 2015
EA/Office Manager
Support President, CEO, and 2 VP’s (Engineering & Business)
Supervised and maintain all day-to-day office administration, including but not limited to: telephones, employee directory, answering front door, office equipment, building services, kitchen supplies, mail and equipment, office maintenance, and maintain the general office space.
Was the main go-to person for all administrative and clerical duties for a 60+ employee rapidly growing office.
Provided top-notch travel arrangements and prepare expense reports for our Executive staff utilizing Concur.
Assisted with Board Meeting preparation of documents, PowerPoint presentations, and scheduling.
Managed calendars, meetings and interviews using v
Administered company credit card for office purchases and general office vendor files.
Ordered dinners on a daily basis for those employees working late as well as lunch meetings.
Assisted with purchase orders
Managed building facilities and manage maintenance requests.
Supported our IT team with ordering equipment.
Secured and file all client information (hardcopy & electronic).
Performed shipping and receiving duties.
Responsible for ordering all office supplies and snacks within established budget.
Assisted with occasional work overflow from different departments including HR and Finance.
Supported HR - Assign and process office space and equipment for new hires.
Prepared and handle all new hire paperwork.
Managed corporate apartment needs – including coordination with maintenance staff, ordering and refreshing supplies.
Assigned and process office space and equipment for new hires.
Planned and organize company meetings and events. (i.e. Summer BBQ’s, All-Hands Meetings, Christmas Party, etc.)
Ordered and stock office and kitchen supplies (Costco, Safeway, Office Depot, etc.) and refill drinks in the refrigerator and snacks on the kitchen rack.
Ensured the meeting rooms are clean and prepared for meetings
Managed office budget and purchasing for office
AB Sciex – Redwood City, CA (Contract) March 2014 to May 2014
Human Resource Coordinator
Supported the Human Resources Department
Processed new hire paperwork for on-boarding (e-verify, background checks & drug screens)
Compiled data into spreadsheets
Coordinated all phone and on-site interviews throughout the North American Territory
Prepared on-boarding documents for associates.
Scheduled prepare and process “New Hire Orientation”
Created and audit personnel files
Liaison for Recruiters and Hiring Managers
Processed all employee changes
PAMF-Mills Peninsula, Burlingame, CA (Contract), Maternity Leave coverage) November 2013 to February 2014
Physician Service Rep. (Executive Assistant/Human Resources)
Support of Chief Administrative Officer, Physician Services
Process new hire paperwork for on-boarding
Benefits enrollment and support of payroll
PSE’s and direct expense reimbursements
Compile data into spreadsheets
Based on audit results, creates and presents reports
Processed open enrollment applications
Prepared meeting materials, agendas, meeting minutes; coordinates conference room logistics and follow- up with action items and plans
Prepared on-boarding documents for physicians with regard to benefits and contractual profit sharing
Kaiser Permanente, Redwood City, CA (Short term contract, project work) August 2013 to November 2013
Senior Quality Specialist (Executive Assistant)
Provided Analytical Support
Based on audit results, creates and presents reports from various databases (MIDAS)
Supported workgroups and committees
Prepared meeting materials, agendas, meeting minutes; coordinates conference room logistics and follow-up with action items and plans
Maintained and coordinated audits
Analyzed and compiled data into spreadsheets and databases
Abstracts data using Health Connect, run reports and communicated results of analysis and stakeholders
Developed timelines and agenda items
Works closely with doctors and nurses for complete communication of open items
Milestone@Facebook, Menlo Park, CA January 2013 to May 2013
Reception Supervisor
Ensured outstanding customer satisfaction
Continuously train, mentor and advise Reception team members to ensure that reception was providing outstanding employee performance and management
Implemented performance increases.
Acted as liaison between Milestone HR and Facebook
Executed PIPs as needed.
Conducted a weekly performance review/sync session with the Team Lead reviewing entire team’s performance.
Mentored Team Lead
Recruiting & Staffing, candidate selection, from résumé review through all aspects of the interviewing process.
Created staffing projections, employee onboarding, staff meetings
Budgeting/Finance, created and maintained team budget, assists Service Delivery Executive in the SOW and renewal process.
Strategic planning, project management and planning
Developed and implemented new processes.
Projected needs and allocated resources
Developed and oversaw metrics to measure productivity, efficiency and accuracy
Satellite Dialysis, Redwood City, CA (Non-Profit) December 2007 to May 2013
Administrative Supervisor
Manage/Supervise Clinic in absence of Clinical Manager or Regional Director
Supervised administration of Satellite Dialysis Clinic along with Policies & Procedures
Managed calendar for Medical Director, Doctors and Staff
Responsible for ordering of inventory of office supplies
Maintained, create and develop spreadsheets for labor reports and census (various)
Handled all WPRN issues and reports (2728’s, 2746’s and NPAR)
Created and manage staff and patient schedules
Coordinated monthly QAPI, staff and patient care reviews
Oversaw admission and authorization process
Compiled statistical data (budget)
Prepared & processed billing (monthly) and payroll (bi-weekly)
Gathered and prepared expense reports, petty cash and check requests
Assisted with HR administration & manage employee database
Conducted staff meetings and in-service
Created new order for medical file system and maintain organization
Managed PTO for all employees
In charge of DHS, Health and Drop Files for RCD Office (confidential employee files)
Managed AA and File Clerk
Planned and coordinated events, meetings and functions for the peninsula region
Presented new, upcoming and ongoing changes at quarterly and monthly meetings
Icon Clinical, Redwood City, CA August 2007 to November 2007
Management Assistant/HR Administration (Short term contract)
Assistant to Director of Human Resources
Created and Developed spreadsheets for bonuses and appraisal system
Manage calendar for Executives
Planned and coordinate weekly meetings, functions and manage office
Coordinated travel arrangements and reservations (Domestic and international)
Assisted with HR administration
Created and manage file system for Human Resources
Managed Benefits, (PTO hours, new hire and terminations)
Furnish inventory for office supplies
Maintained HR files and preserve complete confidentiality of information
SanBio, Mountain View, CA (Startup) April 2007 to August 2007
Executive Administrative Assistant/HR Administration (Contract, worked on HR/Benefits project)
Support two Co-CEOs, two Sr. VPs, and HR Administration
Office Administrator on-site for office
Managed calendar for executives
Planned and coordinated weekly meetings, functions and manage office
Travel reservations (domestic and international)
Arranged expense reports and timesheets
Created and manage file system for Human Resources
Managed Benefits, PTO, hours, new hires and terminations
Provided inventory for basic office supplies
Maintain HR files and preserve complete confidentiality of information
Assisted with HR Administration
Omnicell, Inc., Mountain View, CA April 2006 to April 2007
Receptionist/HR
Managed all calls for main company switchboard
Scheduled appointments for various employees
Processed all incoming and outgoing visitors
Coordinated team meetings and functions
Ordered office supplies
Updated and managed HR spreadsheets
Processed stock option notices
Created and processed new hire/terms (Badges & Paperwork)
KPMG LLP, Mountain View, CA June 2005 to April 2007
Sr. Administrative Assistant
Supported two Partners, two Managers and five staff at an off-site client location
Office Administrator for off-site team
Managed calendar, plan and coordinate weekly team meetings and functions (agendas)
Travel reservations (domestic and international)
Arranged expense reports and timesheets for submission
Coordinated catering
Prepare budgets for hours, cash flow, and process WIP reports.
Stanford University Hospital, Stanford, CA June 2002 to May 2005
Executive Assistant – Chief Compliance Officer
Was responsible for day-to-day function of the Chief Compliance & Privacy Officers’ daily schedule and calendars. Prepared and coordinated complex and detailed travel arrangements and itineraries
Created and reviewed executive correspondence, faxes and e-mail
Prepared meetings and minutes
Coordinated events for team and off-sites
Responsible for ordering office supplies
Transcribed dictation for legal documents and letters
Coordinated legal meetings and prepare for Board and Audit meetings for SHC and LPCH
Responsible for Code of Conduct data and HIPAA information
Senior Administrative Associate for Acting Chair
Supported 3 Professors of Orthopedic Surgery in the Academic offices
Responsible for day-to-day function of their daily schedule and calendars. Prepared for medical meetings and minutes (Grand Rounds)
Maintained research database/data entry, prepared grants and handled protocols
Prepared events coordination for symposiums
Coordinated disabilities/workers’ comp and follow through
Processed surgery billing
Maintained credentialing records
Travel reimbursements and travel arrangements, compiled documents for international travel
Transcribed dictation for medical reports, evaluation letters and manuscripts
Maintained financial database, prepared reports of Patient Financial Services
SmartPipes, Inc., Redwood City, CA (Startup) March 2000 to September 2001
Corporate Services Specialist
As the company transitioned with growth, Smartpipes moved from the Excite@Home location into its new HQ location.
Supported CEO, VP of Sales, VP of Corporate Development, Corporate Services Manager and assisted entire HQ office of 20+ employees. As the company grew to 250 employees, I supported the growth and facility changes for the company.
Support CEO, VPs, and HR Administration
Managed calendar for executives
Travel reservations (domestic and international)
Plan and coordinate weekly/monthly meetings
Processed expense reports for executives
Office Manager on-site for office
Created and manage file system for Human Resources
Managed Benefits, PTO, hours, new hires and terminations
Vendor and office supply management
Preserved complete confidentiality of information for stock options grants, bonuses and offer letters
Assisted with HR Administration
EDUCATION
Ohlone College, CA (part-time, currently attending evening and on-line classes)
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