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Executive Assistant Office

Location:
San Jose, California, United States
Salary:
80000
Posted:
May 17, 2018

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Maridiana Saucedo

***** ******* ******

San Leandro, CA 94579

(510) ***-****

ac5h0d@r.postjobfree.com

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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