Rachel Montalvo

**** ******* *****, *********, ** 95747 916-***-**** ac69ck@r.postjobfree.com

Objective

Executive Assistant with exceptional organizational skills and interpersonal expertise with a proven ability to prioritize tasks while maintaining an emphasis on quality. A natural ability to effectively multi-task; maintain flexibility to meet ever changing demands, formulate effective problem resolution techniques, communicate effectively and build appropriate rapport with all levels of management at a high level of confidentiality.

Experience

SENIOR EXECUTIVE ASSISTANT ACCESS DENTAL SERVICES 2016 -2018

Comprehensive administrative support for the CEO, CFO, CCO and CHRO

Calendar management for executives and weekly project team meetings with assistance in the development of agendas to increase meeting efficiency

Domestic and international travel arrangements including obtaining Visa’s and renewals

Event planning for internal and external conferences and training seminars for employees including; airfare, hotel arrangements, catering, audio/video requirements and logistics

Extensive knowledge of Concur expense reporting systems and ePro for requisitions and purchase orders

Assistance with formatting and editing of PowerPoint presentations to ensure clean effective design

Special projects with emphasis in assisting HR with onboarding new hires, processing government compliance and regulatory forms, asset tracking management, creating and providing new hire policies and procedures booklets and records maintenance

Prioritizes inquiries and requests while troubleshooting conflicts with little guidance; makes judgments and recommendations to ensure smooth day to day engagements

Maintains confidentiality and uses a high degree of discretion

EXECUTIVE ASSISTANT CISCO SYSTEMS, INC. 2009 – 2016

Provided executive administrative support to the Vice President of Engineering including a team of 2 Senior Directors and 70 engineers

Managed multiple executives’ business and personal constantly changing schedules and calendars

Meeting/event planning including All-hands, Town Halls, weekly and monthly meetings and quarterly reviews

Assistance and support to our executive communications department for executives’ speaking engagements, conferences and seminars on a national and global basis

Coordinated both domestic and extensive international travel arrangements, including and providing travel directions in the native language of the country traveled

Processed intricate expense reports, dealing with foreign currencies and administering Visas and passports required paperwork

EXECUTIVE ASSISTANT APPLIED MATERIALS, INC. 2007 – 2009

Provided executive administrative support to the Vice President of Engineering and Vice President of Marketing

Managed business and personal calendars

Meeting/event planning, including Board of Directors, All-Hands, and quarterly reviews

Assisted in providing materials for speaking engagements, including on a global scale (Asia & Europe)

Coordinated domestic and extensive international travel arrangements

Processed expense reports, Visas and Passports for multiple entities

Acted as liaison and representative for executives and their direct reports, staff and customers

REAL ESTATE AGENT TOLL BROTHERS, INC. 2006

Assisted clients with property sales and development

Prepared and interpreted legal documents including listings and sales contracts

Provided legal, economic and market advice

Liaised with escrow companies, lenders, home inspectors and pest controllers

Ensured terms and conditions of agreements were met

Maintained relationships with clients

Coordinated property closings and oversaw document signing

Analyzed market trends to determine competitive market prices

OFFICE MANAGER PROVEN TERMITE SOLUTIONS 2004 – 2005

Responsible for office functions supervising a staff of ten for a very reputable company with gross annual sales of over $2 million per year

Financial company record keeping and analysis

Maintenance of operational, government and personnel records

Insured regulatory compliance with State of California authorities

Prepared payroll, forecasted and monitored cash flow, including cash on hand, accounts payable and accounts receivables

Preparation of P&L, balance sheet, general ledger, aging reports, bank reconciliation’s and monthly closes

Office recruiting, hiring, training and annual employee reviews

Assisted in IRS tax audits and other related research projects saving the company up to 200k

Talent and Skills

Highly proficient on a PC utilizing Google applications and Microsoft Office Suite with light Salesforce, Oracle and QuickBooks

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