Manager Executive Assistant

Dana Walls

San Francisco, CA *****

Phone: 408-***-**** E-Mail:

****.*****@*****.***

Experience

Telmate, San Francisco, CA

e 5/2013 – 1/2014

Executive Assistant to CEO (Executive moved to Florida)

Coordinated heavy calendar and travel arrangements domestic and international,

additionally made travel arrangements for all C-Level Executives, Senior Management

and Customers.

Obtained Visas and other required travel documents for international travel. Also

ensured all employees had all required shots and vaccines prior to travel.

Processed all expense reports for the CEO.

Communicated and coordinated with different internal departments daily to track

current project status for future business planning.

Daily status meetings with all Product Owners, C – Level Executives and Senior

Management to report back to CEO of all new developments and current status.

Worked with HR & Recruiting to onboard and scout new talent.

Tracked, organized and prepared all paperwork to setup a Manila office. Worked closely

with our external Lawyers to ensure all paperwork was filed in accordance with

international law.

Prepared and tracked all FCC updates pertaining to our business practices.

Teamed up with CMO and marketing team to prepare and work tradeshows, including

securing vendors, maintaining budget and coordinating all tradeshow materials both

printed and gifts.

Event Coordination –Office/Company Events; Holiday Parties; Team Building Events;

Leadership Retreats.

Worked with Architects, Contractors and various other vendors for a complete office

build out, also was the lead on the office move.

Prepared Business Development Presentations in PowerPoint

Coordinated all in office demos for outside clients including, travel, accommodations,

entertainment, reservations, and reimbursements.

Biocodex USA, San Bruno, CA (Contract)

3/2012 – 12/31/12

Executive Assistant to CEO (company wanted staff to be 50% in Canada)

Coordinated heavy calendar and travel arrangements domestic and international

(executive traveled three weeks of the month mostly international), additionally made

travel arrangements for all C-Level Executives and Senior Management.

Obtained Visas and other required travel documents for international travel. Also

ensured all employees had all required shots and vaccines prior to travel.

Processed all expense reports for the CEO, CFO and Director of Business Development.

Coordinated daily status meetings with CFO, Director of HR, Director of Sales and

Director of Business Development to report back to CEO.

Established and tracked Non-Disclosure Agreements, in regards to potential business

development, clinical trials and vendors.

Event Coordination –Office/company events, holiday parties, team building events,

trade shows, leadership retreats, including an international event with 300 people from 5 different countries.

Prepared Business Development Presentations in PowerPoint collaborating with several

of our international subsidiaries to gather content.

Maintained the companies Social Media Accounts.

iMANY, Inc., Newark, CA

1/2009 – 3/2012

Executive Assistant to CDO / Office Manager

Coordinated calendars for the CDO, VP’s and Senior Management.

Coordinated both international and domestic travel arrangements for all C-Level

Executives, local VP’s and Senior Management. Obtained Visas and other required travel

documents for international travel.

Processed expense reports for CDO, VP’s and Senior Management.

Coordinated internal and external training events.

Event Coordination – Customer Conferences (500+ Attendees); Developers

Conferences (100+ Attendees); Office Events; Holiday Parties; Team Building Events and

tradeshows.

Communicated with several departments to develop presentation content for internal

and external events.

Maintained online project tracking system Basecamp.

Communicated and coordinated with engineering teams to track current project status

for future planning.

Established and tracked Non-Disclosure Agreements with vendors.

Coordinated HR Compliance / Employee verifications and visas.

HR Recruiting – posted job postings, vetted resumes, initiated screening call phone

interviews, scheduled onsite interviews, coordinated travel for candidate if needed.

Handled ordering supplies and building maintenance issues.

Sela USA, Inc., Santa Clara, CA

11/2007-12/2008

Executive Assistant to CEO/ Office Manager / Customer Support

Provided support for National Sales Manager and Chief Engineer.

Coordinated both international and domestic travel arrangements for C-Level

Executives and Engineers.

Responsible for maintaining the accounts payable / accounts receivable.

Processed expense reports for the executives.

Responsible for monitoring aging reports and collection accounts.

Established and tracked Non Disclosure Agreements.

Maintained sales / potential leads database.

Tracked and monitored inventory including forecasting.

Responsible for all bank reconciliations and deposits.

Prepared quotes for tool sales and consumables.

Coordinated HR Compliance / Employee verifications with outside agency.

Responsible for maintaining all IRA contributions.

Handled ordering supplies and building maintenance issues.

Wealthbridge Financial Network, Los Gatos, CA

8/2005 - 12/2007

Executive Assistant to CEO / Office Manager / Transaction Coordinator

Coordinated calendar management for the CEO and Branch Manager.

Coordinated travel arrangements, both professional and personal for both executives.

Responsible for client contact management.

Handled HR Compliance / employee verifications and visas.

HR Recruiting – Posted jobs, vetted resumes, initiated screening call phone interviews,

scheduled onsite interviews, coordinated travel for candidate if needed.

Responsible for processing payroll using ADP.

Responsible for monitoring aging reports and collection accounts; bank deposits and

reconciliations.

Produced PowerPoint presentations for marketing purposes.

Coordinated marketing events, company parties & team building events.

Prepared financial sheets for staff with market research information.

Maintained sales / potential leads database.

Chris Harris Financial Planning, Los Altos, CA

4/2004-8/2005

Executive Assistant to CEO / Transaction Coordinator

Responsible for all client contact management.

Collected documentation for client file.

Packaged and submitted potential loans.

Coordinated all travel, both professional and personal.

Prepared financial sheets for staff with market research.

Responsible for all employment recruiting.

Prepared marketing information.

Responsible for maintaining the accounts payable / accounts receivable.

Maintained sales / potential leads database.

San Jose State, San Jose, CA

Education Business

Foothill College, Los Altos, CA

Business AA

Software Advanced Microsoft Office knowledge including; Outlook, PowerPoint, Word and Excel,

Gmail and Google business apps including Calendar & Drive, Go to Meeting, Adobe

Photoshop, familiar with Pages, Keynote, Numbers, Salesforce.com, QuickBooks, Quicken,

POINT, Basecamp, Confluence, Dropbox, Evernote, Social Media including Facebook,

Twitter & Tumblr

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