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Executive Assistant

San Jose, California, United States
August 16, 2018

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Marilyne Paul



Highly organized and detail-oriented Senior Executive Assistant with over 15 years of experience providing support to EVP, SVP and C-level executives in both technology and legal environments. Excellent track record of successfully handling multiple tasks and projects with minimal guidance or supervision. Ability to maintain awareness of deadline sensitivities, and work with discretion and poise in situations involving a high level of proprietary and confidential information. A proactive self-starter who anticipates the manager’s needs, and able to prioritize duties in a fast-paced environment.

Professional Experience

Executive Assistant to CIO, EVP of Engineering & Operations

Client: Nutanix, San Jose, CA 6/18 to Present (contract)

Schedule and manage a demanding Outlook calendar, prioritize & resolve schedule conflicts, handle scheduling challenges arising from urgent requests from C-suite staff, external contacts and internal team members.

Liaise with senior level executives including C-suite executives and their assistants throughout Nutanix.

Coordinate domestic and international travel, including visas, and complete expense reports in a timely manner.

Coordinate meetings/calls with external customers/attendees and their Executive Assistants.

Planning and coordinating team activities and events (staff meetings, off-sites, all-hands) including catering.

Executive Assistant to Vice-President & GM of Software Defined Infrastructure

Client: LENOVO, Santa Clara, CA 7/17 to 6/18

Managed a highly complex, ever changing and demanding calendar.

Served as right hand to executive and act as the team liaison.

Coordinated heavy domestic and international travel, prepare detailed travel itinerary.

Coordinated internal and external meetings including one-on-one meetings, team meetings, all-hands meetings, off-site meetings, and vendor meetings.

Scheduled candidate interviews and onboarded new hires.

Initiate/track purchase orders, reconcile invoices, track budgets, and complete/track expense reports.

Lead in team building and company sponsored events.

Executive Assistant to Senior Vice-President and GM of Engagement Solutions

Client: AVAYA, Santa Clara, CA 10/16 to 1/17 (contract)

Managed a highly complex and demanding calendar.

Served as right hand to executive and acted as the team liaison.

Coordinated heavy domestic and international travel, prepared detailed travel itinerary.

Prioritized executive’s communications and provided meeting materials ahead of time.

Initiated purchase orders, reconciled invoices, tracked budgets, and completed/tracked expense reports.

Executive Assistant to Chief Technology Officer & Senior Vice-President of Touch

ATMEL Corporation, San Jose, CA 2/15 to 9/16

Managed complex, ever-changing calendars and scheduling for CTO, direct reports.

Coordinated heavy domestic and international travel.

Managed and reconciled expense reports and purchase requisition submissions.

Assisted HR with scheduling candidate interviews and onboarding new hires.

Screened incoming calls and correspondence and responded independently whenever possible.

Organized programs, events, meetings/conferences by arranging facilities and caterers, issuing information or invitations, coordinating presenters and controlling event budgets.

Maintained file system managing and maintaining legal documents and other records.

Executive Assistant Senior Vice-President and Engineering Team & Office Manager

Samsung Electronics, Menlo Park, CA 9/12 to 2/15

Heavy calendar management, requiring interaction with both internal and external executives and assistants to coordinate a variety of meetings.

Managed complex domestic and global travel (air, hotel, car service, visas); processed/tracked expense reports.

Organized and hosted company-wide events, created invitations/promotional materials, booked venues and catering (on-sites and off-sites).

Assisted HR with scheduling candidate interviews and onboarding new hires.

Monitored office supplies, snacks and daily catered lunches, along with monthly birthday celebration, happy hours and holiday party.

Responsible for the aesthetics and efficient operation of the office including liaising with landlord regarding office/building related issues, office expansion, collaborating with contractor, interior designer, etc.

Executive Assistant to Executive Partner

Haynes and Boone LLP, San Jose, CA 10/11 to 9/12

Maintained multiple calendars and scheduled client meetings

Managed domestic and international travel and prepared/tracked expense reports.

Updated client files and contracts.

Participated in planning and organizing of company events.

Executive Assistant to Managing Partner

O’Melveny & Myers LLP, Menlo Park, CA 7/07 to 10/11

Coordinated and scheduled meetings and conference calls with domestic and international clients.

Scheduled domestic and global travel, processed and tracked expense reports.

Managed highly confidential and extensive emails for Managing Partner.

Maintained legal files, NDA’s, employment agreements, securities documents and compliance documents.

Lead assistant: oversaw daily work activities of litigation department assistants, coordinated vacation scheduling, attended monthly meetings regarding staffing and workload issues.

Provided personal assistance, including but not limited to, banking, personal shopping.

E-filed extensively in both federal and state courts.


Proficient in Microsoft Office Suite, Google Suite, Salesforce, Workday, Concur, Oracle and SharePoint

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