Executive Assistant Mental Health

MARY HESS SANOK

+1-385-***-**** **********@*****.***

EXECUTIVE ASSISTANT

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

JOB HISTORY

BioFire Diagnostics

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

Key contributions

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

Key Contributions

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

Key Contributions

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)

Key Contributions

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

Notary

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

Key Contributions

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.

Responsibilities included:

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

Key Contributions

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

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