Executive Assistant Manager

lee ann ciancetti

**** **** ***. • San Francisco, CA • 94122

CELL 415-***-**** • E-MAIL ***********@*****.***

Qualifications Profile

Meticulous, detailed, multitasking professional with 10+ years of (C-Level) experience planning and directing executive-level administrative affairs. Proactive in analyzing existing operations and providing recommendations on strategies, processes, and technologies to improve organizational performance. Effective troubleshooter whose strengths include the following:

Executive Calendar Management CEO, COO, CSO and SVP (individual/multiple) * Corporate On-Site and Off-Site Event Planning

Executive Travel Coordination domestic/international * Confidential Correspondence * Vendor Management

Expense Reports * Strategic Planning * Available 24/7* Cross-functional Team

Technical Skills

Advanced MS Office 365 (Word, PowerPoint, Excel, and Outlook), Google Applications, Go to Meeting, Lotus Notes, Visual World, IDEAS, QuickTime and Travel Manager, Acrobat Reader/Standard, Skype, WebEx, Salesforce and Concur

Recent Experience

Dignity Health San Francisco, CA /contract

Executive Assistant Dec 2015–July 2016

Provide executive support to three C-Level executives.

Career Highlights:

Responsible for three dynamic calendars, with multiple daily competing priorities.

Planned, organize, and execute programs, events, conferences, and off-sites, including facilities, caterers, invitations, and budgets.

Coordinated special activities and liaison functions for assigned team members such as meetings, interviews, and travel arrangements.

Prepared agendas, notices, minutes, and resolutions for C-Level team and related meetings.

Event management, finding and managing vendors, finding spaces, guest list cultivation, catering details.

Organized and submit three C-Level monthly expense reports, and manage vendor payments for services

Complex domestic and international travel.

Maintained confidentiality of all corporate personnel and research matters.

Sitecore Sausalito, CA

Executive Assistant Nov 2013–July 2015

Provided executive support to the Chief Strategy Officer

Career Highlights:

Provided executive support to the Chief Strategy Officer and his team of seven directs.

Managed the Chief Strategy Officers (CSO) heavy and complex calendar, with daily reprioritization of meetings, requiring contact & communication with 3rd parties such as analysts, partners and customers to coordinate schedules across multiple time zones.

Screened, organized and prioritized the flow of internal and external communications phone, correspondence, email, for the CSO and executive staff; prepared responses as appropriate.

Conserved the CSO’s time by reading, researching, and routing correspondence, drafting letters and documents, collecting and analyzing information, developing presentations, and initiating communications. Screened inbox flagged in order of relevance.

Event Management - Worked with the CSO to plan quarterly off sites for his directs and their teams. Created five day events from inception to completion. Actively participated in weekly strategic calendar meetings with executive staff. Assisted in identifying, arranging or preparing opportunities based on general or specific guidance. Was routinely required to research opportunities and draft background information or talking points for opportunities.

Maintained critical meeting agendas and project management calendars. Worked effectively virtually while CSO was traveling intercontinentally

Managed the CSO's complex and frequently changing travel arrangements. On average travel was 50% to 75% per month. Created daily agendas while on the road. Arranged all aspects of travel, keeping executives' travel profile up-to-date, manage approvals, coordinated flights, hotels, executive transfers via car service.

Arranged large group meetings - schedule meetings with all parties; booked meeting rooms meeting materials. Arrange catering as needed

Performed routine tasks such as those related to weekly staff meeting communications/dial-ins/room set up; weekly report collection/distribution; ad hoc group directory and org chart updating upon changes in group.

Prepared and submitted expense reports on a timely basis; followed up on discrepancies and missing receipts to maintain current balances

Worked collaboratively with Executive/Administrative Assistants to provide backup and support cross-functional events and projects.

Reconciled and processed travel expenses and reimbursements for the CSO and seven of his directs.

Established Consultant Payment Agreements and controlled payment confirmation and coordination with finance department.

Autodesk Inc. San Rafael, CA/contract

Executive Assistant April 2013–Oct 2013

Provided executive support to the VP of Global Infrastructure and to the Chief Information Security Officer.

Career Highlights:

Provided administrative support to Infrastructure Team and Chief Security Office.

MK Enterprises Inc. San Francisco, CA

Executive Assistant/Office Manager Aug 2011–Mar 2012

Provided executive support to the COO of two start-ups. Executive liaison between COO, Senior Management, and employees to plan, schedule, and facilitate a broad range of corporate initiatives, company operations, and business functions.

Career Highlights:

Coordinated/scheduled meetings lead by COO. Ensured communications to all internal/external stakeholders regarding meeting details (dial-in webinar, physical location, meeting materials and delegates).

Assisted in preparation of meeting materials, i.e., PowerPoint presentation, agendas and meeting minutes.

Prepared the executive for meetings, bring urgent matters to the executive's attention, and addressed emergencies on behalf of the executive.

Managed COO’s email inbox and responded to all business correspondence on his behalf.

Corporate event planning for both companies small to medium events from inception to completion.

Prepared and processed expense reports, purchase requisitions.

DOI, National Park Service, Golden Gate National Recreation Area San Francisco, CA

Executive Assistant/Program Assistant May 2006–Nov 2010

Delivered C-level support to the Chief of Planning and 10 project managers Architects, Engineers, Landscape Architects, and Transportation Planners at the GGNRA. Assisted project managers with organizing and consolidating project files, data and documents. Responsibilities included preparing change orders, change order approvals, upload new jobs, and contracts. Assisted with project closeout, distribution and tracking of punch lists. Prepared and finalized payroll, attendance, and annual leave records for 30 federal employees.

Career Highlights:

Event planning: Public Scoping, agency meetings, open houses, public meetings, workshops, retreats attendees ranged from (20–150) catering, meeting venue and logistics, billing/vendor negotiations, coordination of team building activities.

Fostered teamwork in completing various projects, enabling timely completion as well as establishing a productive environment.

Assisted Project Managers created schedules in MS Project, and contacting subcontractors.

Acted as liaison between Human Resources Department and all new hires to the Planning Division.

Assisted project managers with organizing and consolidating project files, data and documents.

Prepared submittal logs, drawing submittal logs, change order logs, Request for Information logs for project managers.

Trained/mentored new administrative hires as part on the on-boarding process.

Processed expense report, office supply orders, travel requests, check requests, and purchase orders.

Peggy Knight Solution’s Sausalito, CA

Executive Assistant/Office Manager Feb 2005–May 2006

Managed heavy calendar, domestic travel and expense reports for the CEO. Office Manager supported sales representatives; created weekly reports, document preparation, data management, work flow scheduling and customer service.

Career Highlights:

Managed Presidents complex calendar, heavy domestic travel and expense reconciliations.

Expense reports

Served as the primary point-of-contact for clients, in charge of tracking and routing client to appropriate sales representative.

Maintained business, personal and client database.

Point of contact for office, personnel and vendors.

The Tides Center San Francisco, CA

Executive Assistant/Intake Coordinator Jun 2000–Oct 2004

Supervised and streamlined the recruitment process for all incoming projects. Closely monitored new projects, planned and organized intake calendars, as well as facilitated new appointments for prospective new projects. Provided professional assistance to ensure coordination of presentation material. Guaranteed fiscal compliance in the preparation and finalization of quarterly reports and board dockets.

Career Highlights:

Designed and implemented intake welcome packets for new projects as well as worked collaboratively with project coordinators on the transition of new projects

Developed and maintained Visual World database for both Intake and Grantees

Disseminated all Tides Center grants; expertly functioned as the Grants Administration point of contact for grantors and grantees

Guaranteed fiscal compliance in the preparation and finalization of monthly reports and board dockets

Education

Bachelor of Arts in Liberal Studies (Teaching Credential) California State University at Fresno

Study Abroad Program CSUF London, England

Contact this candidate