MARY HESS SANOK
Highly organized and experienced professional with proven success supporting executives, executive committees, boards of directors, teams, senior leadership and attorneys, to ensure streamlined workflows and a reliable, timely, broad range of professional assistance, and efficient office activities. I exercise professional judgement and practices to determine and drive appropriate actions and processes. I offer a complementary business acumen leveraged to coordinate projects and drive continual process improvement initiatives.
AREAS OF EXPERTISE
DEGREE: B.S. Business Management, University of Phoenix 2010
EDUCATION: Fundamentals of Project Management Certificate, University of Utah 2016
Exercise professional judgement and practices to determine and drive appropriate actions and work flows
Management of executive calendaring, meeting, documents, presentations, spreadsheets, travel, team management and speaking engagements, with respect to confidential and privileged information
Plan and execute meetings, large scale local and remote events, communications and document presentation
Book complex international travel involving visas and passports
Projects leadership and support experience
Coordination and professional communications with politicians, corporate executives, boards of directors, plant managers, teams, internal and external guests and conference / meeting planning
Proactive and, experienced with anticipating needs and identifying current and future problems, and implementation with solutions processes and a course of action with see-through to resolve
Management of budgets, accounting journals, expense tracking, spreadsheets, presentations and reporting processes
Advanced proficiency with Microsoft Office programs, SAP, Mindjet Mindmaps, Snagit, Spendvision, Fraedom, Concur, SharePoint, some experience with Microsoft Project, SharePoint
Executive Assistant to BioMerieux (parent company) Chief Officer of Innovation
January 2017 – July 2018
Managed the Executive’s calendar, technology and office requirements, kept the executive on track with meeting commitments and greeted guests
Assisted project teams
Liaised with parent company assistants located globally
Prepared meeting documents, presentations, and detail for speaking engagements
Prepared monthly meetings with the executive’s direct reports: telepresence/teleconference/webex
Planned domestic/international travel and itineraries.
Managed travel plans, agendas, catering for internal VIP internal guest
Assisted Legal and Human Resources departments as needed
oSet-up and stocked the executive’s office and my office, implemented communication processes between assistant and executive
oDeveloped legal group’s paper filing system
Rio Tinto & Kennecott Copper (various roles as summarized below) from
April 2007 – Dec 2016
Executive Assistant to Kennecott
Support to Managing Director (MD) of Rio Tinto Copper & Diamonds Operations, and Kennecott Managing Director, Kennecott Human Resources Director and Finance Director
April 2016 – December 2016
Comprehensive calendaring for Managing Director (MD) and Acting MD
Complex international travel arrangements: flights, trains, charters, drivers, visas, passports
Managed communications to Kennecott staff on behalf of MD and contact person for plant managers
Drafted and organized Executive Committee agendas and documents and supported various Kennecott committees
Drafted agendas and logistics for visiting internal/external guests to the Kennecott plants involving agendas, meeting schedules, buses, catering, bus transportation, personal protective gear and safety briefings
Managed and stocked Kennecott’s office personal protective gear inventory
Collaborated with Rio Tinto and Kennecott external/internal relation &communications group, human resources group, and Rio Tinto’s U.S. government affairs office in Washington DC
Expense report administration, PowerPoint presentations, excel spreadsheet
Managed executives’ technology
Exercised judgement and managed day-to-day issues arising at the Kennecott office
oConducted inventory, organized and stocked the Kennecott locker room of protective gear used by internal and external guests and employees at the Kennecott plants. Implemented and tracked a materials check-in/out process. This effort contributes to the corporate safety initiatives and tracked and organized the materials
oAssumed management of the Kennecott employee service awards processing with OC Tanner, contributing to the moral and recognition of staff.
oImplemented cost-cutting initiatives within my role to align with with the company cost cutting initiative
Rio Tinto: Executive Assistant to General Counsel U.S. & Diamonds/Minerals & attorneys
September 2014- April 2016
Comprehensive calendaring for general counsel and main point of contact for general counsel’s attorneys located globally
Office management and maintained supply inventory
Proofread legal documents
Sent communications on behalf of General Counsel
Managed US legal group meetings, agendas, generated monthly attorneys’ matters reports for Global Head of Legal
Coordinated schedules and developed agendas for internal and external visitors, the Global Head of Legal, and external law firms
Tracked and generated reports of external legal US spend and generated accounts payables
Complex international travel planning including charter flights, trains, visa, passport, and drivers
Managed litigation and other deadlines for attorneys
Troubleshoot issues with accounting and expense systems, attorney’s technology and office space set-up
oStreamlined process of monthly matters reporting from lawyers to general counsel. My efforts resulted in quicker information share and reporting to Corporate Head of Legal and Head of Diamond/Copper Group.
oPlanned remote internal global legal conference in Vancouver, Canada and assisted with execution.
Executive Assistant to Rio Tinto Head of Tech and Innovation (T&I)
January 2011 – September 2014
Comprehensive calendar management involving multiple time zones within any given appointment, and meetings management by telepresence, webex, video conference, teleconference
Complex international travel arrangements including visa and passport preparation, charters, trains, etc.
Prepared Rio Tinto executive level meeting documents/presentations/spreadsheets and same for T&I executive committee leadership team
Coordinated photo shoots, video and PR summaries for executive related to Rio Tinto Executive Committee PR initiative and communications. Coordinated global speaking engagements
Tracked business expenses and managed executive’s travel tax records
Developed and implemented T&I senior leadership communications and reporting processes
Developmed positive working relationships for seamless planning and support with global executive assistants
Account payables for the department
Coordination of internal and external speaking engagements for T&I V.P.to agencies, think-tank organizations, and shared best practice forums
Planned and supported small and large-scale meetings, retreats, and events (local and global) involving contracts, budgets, travel, transportation, AV, meals, communications, documents and presentations, entertainment
Organized and coordinate communication schedules amongst the T&I Executive team
Organized local departmental weekly safety briefings
Project Support to global operational internal plant investigations
Research of data, industry media releases, corporate media releases, internal communications
Build project-related eRooms including taxonomy and manage complex accesses
Extract data and compile for engineer studies
Manage and transfer large volumes of data
Report to T&I General Manager of Strategic Planning of Mining Technology and Tech Evaluation Head for specific projects
Technical document editing
Develop and manage eRooms and complex taxonomies, and accessibility rights for confidential and privileged projects
Deemed a Rio Tinto corporate “Permanent Insider” (re: anti-trust laws)
oProject manager for planning of the Sept. 2013 Rio Tinto Board of Directors and Executive Committee strategy meeting in Park City. Reported up to Corporate Secretary. Lead a project team including staff support, IS&T project manager, global safety manager, and communications director. Coordinated with catering, hotel contract negotiation, set-up and staging. Developed a comprehensive agenda involving transportation, gifts, catering, coordination; restaurants, entertainment. Supervisory of onsite support staff and set-up support office onsite. My efforts resulted in a safe and confidential environment allowing the organization to effectively strategize for the business.
oProject manager working with IS&T for development of an application to be used globally for the technology and innovation group by use of iPad, mobiles and computer. This application enabled corporate travelers to submit travel authorization requests, and to conduct safety assessments (in keeping with corporate policies) of remote sites and to ensure proper vaccinations for various countries. This enabled managers to reject/approve with various tools. My efforts resulted in a successful and user-friendly application that was then adopted by all business units, globally.
oDeveloped an eRoom with complex taxonomy: a Rio Tinto repository of historical engineer project documents for use by T&I global staff, involving the extraction of data and compilation of engineer studies. File and technical document editing. Managed eRoom access and reported to T&I General Manager of Strategic planning of mining. My efforts resulted in user-friendly access to an organized repository of historical mining engineer study documents that at a future date could be transfer to Documentum.
Executive Assistant to General Counsel U.S. & South America, & U.S. Legal Group
April 2007 – Dec. 2011
Managed schedule and communications for U.S. Rio Tinto staff Compliance Training Certification
Managed meeting, calendar, and global travel for the General Counsel
Planned, coordinated and executed meetings, events, for local legal team
Tracking and reporting of contracted law firm spend, and addressed contract discrepancies, accounts payables
Managed legal group (U.S.) budget planning, accounts payables and journal entries
oExtracted data from internal systems for input into a document I developed for a monthly reporting-up implementation schedule
U.S. and South America meeting management for multiple time zones
Legal document review and editing
Management of coordination of complex domestic and international travel and related transfers, accommodations for legal staff
Managed meetings via video conference, telepresence, and teleconference
oPlanned and executed 2008 and 2010 Global Legal Group conferences located in California, involving contracts, site set-up, development of formal conference communications, travel detail for all 100 attendees, entertainment, meals onsite and offsite, technical requirements. This effort provided an environment for 100+ global legal staff to interact face-to-face, and for development of new corporate legal strategies and policies. Managed presentations and records of activities and outcomes.
oDeveloped and managed Excel-based filing system directory of our U.S. Rio Tinto and Kennecott historical legal documents. This effort ensured attorneys’ instant access and organization to legal documents and ensured a clean transfer to a future Rio Tinto global legal repository (Documentum).
Utah Behavioral Healthcare Network
Office Manager and Executive Assistant to CEO, Executive Assistant and Board of Directors
April 2000 – April 2007
Utah Behavioral Healthcare Network: an association of Utah’s superintendents for the mental health and substance abuse treatment facilities and state hospital, supported by the Department of Mental Health and Substance Abuse and County Commissioners.
Board of Director and Executive meeting management, document preparation, summarization of strategies and goals and materials preparation
Website development, administration, and maintenance (Microsoft FrontPage
Documented precise formal Board of Director’s meeting minutes and actions
State Legislature lobbying and presentation organization and assistance
Planner and support of twice-yearly remote retreats
Conducted assessments of the CEO’s, association members’, and office’s technical needs
Spearheaded the design of the office server and remote access systems, and coordinated implementation with the IS&T contracted company
Created and managed large volume paper file management and index
Office management ordering supplies, facilities issues, accounts payables and accounting general ledger
oCorporate website development and administration that enabled public access to locations of county mental health and substance abuse services; links to related county and state websites; private access to member confidential information and working documents; registration services for mental health and substance abuse clinician conferences.
oEngaged in lobbying to the state legislature with development and presentations (PowerPoint) to legislative committees, coordinated weekly strategy meetings at the state capitol that resulted in additional funding to mental health and substance abuse services, and promoted awareness to issues that impact individuals and the public.
oSupport to the Board of Directors and years long strategy sessions that resulted in statewide changes to the counties’ service delivery model: services impacted by a shortage of Medicaid leveraged dollars.
oOversight of project to upgrade the server, computer hardware, remote access, and personal devices (modern technology) that resulted in quicker communications and links with new technology and applications.
oProject planner, developer, and coordinator of two annual clinical staff training conferences yearly: State Divisions of Substance Abuse and Mental Health with 100+ attendees, AV, facility, catering, awards ceremony, venue staging, registration. Maintained general ledger accounting and bookkeeping. Financial reporting and cost analysis of the project.
Developed formal communications and announcements (email, website, pamphlet)
Developed an online registration system
Developed and maintained Microsoft Access registration database
Reported up to the State Division Head of Substance Abuse and Mental Health
Developed journal entries for cost tracking and reporting up
ADDITIONAL EDUCATION and CERTIFICATIONS
Project Management boot camp training (PMI’s PMP® curriculum), Redrock Research® Consultants - 2014
Supervisory Management Certificate, Customer Service Certificate, University of Utah