Executive Assistant

QUALIFICATION SUMMARY:

Poised administrative professional with extensive background in executive office management. Assisted C-Suite and senior level executives with various aspects of executive leadership in both private and public large companies. Excellent interpersonal, organizational and leadership skills, with a proven ability to multi-task in high pressure, fast paced environments. Strong knowledge of project, time, and office management as well as a wide range of technical, business and communication skills. Effective management of corporate initiatives and critical projects. Promoted to customer liaison and top level escalation point for hectic high volume call center due to award winning customer service and insightful conflict resolution. Applied communication skills and reliable reputation to establish credibility and to communicate clearly throughout the organization. Uphold integrity of organization, executive(s), and personal reputation by retaining an extremely professional level of ethics and standards at all times. Set tone for professional behavior by modeling the utmost discretion, confidentiality, and judgment in all situations. Proven and progressive record of success in developing strong cohesive administrative teams.

WORK EXPERIENCE:

JACK MENEAR ASSOCIATES Executive Assistant to President 01/2009 - Present

Dedicated executive support for president and owner, including calendar management and complex foreign and domestic travel arrangements. Organized and applied processes for maximum efficiency in the office of the President. Head editor for formal analytical reports and patents. Proof and edit all patent applications prior to submission to US Patent Office: Cross check data, terms, figures, and diagrams; remove any verbosity and/or redundancy; verify correct form usage and proper information placement. Notify patent agents of any new or upcoming changes or revisions to Patent Laws. Prepare a monthly 'short-list' of brief summaries and compliance dates for all upcoming changes.

Key Accomplishments:

Established approved vendor discount program for company travel arrangements.

100% acceptance on all final applications and revisions submitted to US Patent Office.

Convert office to Blackberry integrated platform for calendaring, e-mail and task management. Zero missed communication, conference calls, or meetings while traveling, an improvement from an average of 1.5 episodes of missed communication per week of travel.

WEINGARTEN REALTY Executive Leasing Assistant 10/2006 - 02/2009

Provided all executive support for regional director and leasing team. Administered all aspects of inside leasing process: field lead calls, screen and qualify prospective tenants, schedule site visits. Created proposals, counter offers, leases, riders, exhibits and other legal documentation in 100% accurate, ready-to-execute condition. Managed and tracked various approval chains throughout company to ensure timely and efficient turnaround of all leasing documents. Developed new technological marketing strategies and worked with Corporate Marketing and PR Departments for execution. Coordinated all marketing events and off-sites. Received multiple awards at both regional and corporate level for superior work and results.

Key Accomplishments:

Delegated liaison between Leasing and Property Management Department. Mediated and resolved conflicts, enabling smooth inter-departmental communication. Noted increase in conflict resolution. Attended training on new Property Management processes, to bring back necessary interface to leasing department.

Initiated delegation process of all Priority 3 documentation (renewals, assignments, subleases, etc.) down to Leasing assistants, allowing Leasing Executive to focus on new business. Increase in productivity occurred within one fiscal quarter.

Converted Leasing Team to networked use of Blackberry and Microsoft Outlook. 100% success with all employees. Estimated 25% increase in time management and attendance at staff meetings.

Developed computerized lead call process with built in follow up and data tracking. 30% improvement in the efficiency of lead call transactions.

FHWC / BODY CONCEPTS Facility and Operations Manager 08/2005 - 09/2006

Facility, Personnel and Client Manager for upscale wellness center prior to and during first year of operation. Negotiated and set up vendor and supply contracts. Handled all operational, staffing and facility issues for new building. HR duties for all employees, trainers and instructors. All marketing efforts and promotional events for wellness center grand opening celebration. Designed and implemented a secondary contact process for the sales of new memberships. Tracked and monitored all promotional and marketing efforts to establish correct trends to benefit bottom line profit. Chamber of Commerce contact and representative. Certified Personal and group fitness trainer

DAVIS FRESH TECHNOLOGIES Executive Assistant to CEO 01/2004 - 05/2005

Food Safety Audit Coordinator

Provided all administrative and logistical support for Executive Team. Designed master calendar to coordinate all travel, arrangements, conferences, and site visits. Managed entire independent third party audit program for international Food Safety Company. Project lead responsible for research, product selection and integration of computerized audit process. Scheduled and conducted both foreign and domestic staff training on new system. Dramatically increased efficiency and proficiency by implementing computerized tracking system for local, national and international auditors for the 'field to fork' final certification process. Promoted to Customer Advocate to mediate topics of concern, business issues or divergent thought processes. Utilized customer service skills, communication, and the capacity to analyze and problem solve to facilitate professional resolution for all parties. Developed solid relationships with key vendors, farm/ranch owners and operators, laboratory staff and scientists.

Key Accomplishments:

System efficiency and auditor proficiency Increased by 20% due to new process.

100% retention of all clients from date of promotion to Customer Advocate

Zero missed or late audits from current customers due to new tracking system.

BODY MIND MOVEMENT Owner/Trainer 05/2001 - 12/2003

Initiated and executed all start up phases of sole proprietorship fitness studio. Preliminary launch procedures included: conception and design, business plan development, site selection, contract negotiation, asset management, acquisition of equipment, and six-month fiscal strategy. Established marketing campaign to generate interest and awareness of new Rehabilitative Fitness Studio. Executed all duties necessary to develop, increase and sustain a repeat full time client base. Generated client referrals, by employing a superior skill set, strong knowledge base, excellent customer service, and reliable, consistent client satisfaction. Utilized various marketing campaigns to market and grow business. Coordinated efforts in and out of studio to motivate and encourage clients in the accomplishment, and then maintenance of their fitness goals. Developed ongoing relationships with other trainers and health care providers to encourage the correct modality of training for all interested clients.

VENTRO-CHEMDEX/ARIBA INC. Sr. Executive Assistant to CTO and EVP 06/1999 - 05/2001

Manager of Internal Customer Advocacy

At CTO’s invitation, joined him in career move from Symantec to Ariba. Provided high level administrative and logistical support for Executive Vice Presidents of IT and Facilities Departments. Facilitated weekly orientation meetings for all new hires. Promoted to staffing liaison for HR between the Marketing, IT and Facilities departments. Responsible for timely submission of performance reviews along with suggested salary and mandatory PTO compliance for all employees within IT, Facilities and Marketing. Responsible for main campus space planning and key coordination. Negotiated all new vendor contracts and accounts for catering, office supplies, janitorial, confidential waste and recycle programs.

Key Accomplishments:

Retention rate for Admin., IT and Facilities increased by 23%

IT, Facilities, Marketing and Administrative PTO Compliance Rate = 100%

100% of all annual reviews for IT, Facilities and Marketing done prior to deadline.

Complete set up and opening of 14 satellite offices. Rekeyed main campus with zero downtime to employees.

SYMANTEC, INC. Exec Assistant to CEO and CTO 09/1996 - 05/1999

Dedicated high level support for CEO and CTO. Heavy calendar management, complex foreign and domestic travel arrangements, call screening, customer service and management of multimedia tour schedule. Responsible for all board meeting packages and logistics. Provided executive support to CEO and Senior executive staff during set up, roll out and implementation (foreign and domestic) of extensive corporate culture change program. Facilitated tiered conferences at all locations to ensure the understanding and acceptance of the new corporate direction, as well as new company vision and mission statements. Entrusted with the success of staffing process for IT and Facilities departments. Transformed process to include established interview teams with immediate feedback meetings between the interview team and hiring manager. Facilitated international emotional IQ program created expressly for IT, Facilities and Finance. Mentored Executive Admin Team. Established Symantec Administrative Support Specialists (SASS!) team. Researched, analyzed and submitted appropriate salary structure, hiring incentives and benefit packages for all administrative employees. Managed process for employee reviews, salary reviews and RIF Management. Author and creator of IT digital newsletter. Concept and format voted on for Company Digital Newsletter. Awarded numerous regional and corporate awards for superior work and results.

Key Accomplishments:

Upon promotion to CEO's top level escalation point, customer satisfaction survey scores showed positive increase after 5 weeks.

Hiring turnaround time for IT and Facilities showed over 46% improvement due to new staffing process. Zero potential candidates lost due to inactivity or over extended hiring time frame.

100% on-time submission of performance reviews and salary recommendations for executive staff and administrative personnel.

Retention rate for Administrative Support improved by 25%.

Noted improvement in employee initiative, job ownership and departmental moral reported by Department Directors, defined feedback sheets, and an 11% decrease in program improvement plans.

Computer literate: advanced knowledge of Microsoft Office applications, including: Word, PowerPoint, Access, Excel and Outlook. Also familiar with Lotus Organizer, LotusNotes, Eudora, MultiMate, Photoshop Pro, Eval-u-8, MultiMate and various other software programs. Expertise in Windows 7, 8, 8.1 and 10, Vista, XP Professional and XP Office Small Business.

AREAS OF SPECIALTY:

● Customer Advocacy ● Training and Facilitation ● Process Improvement

● Multi-Project Management ● Program Development ● Standards Development

● Issue Resolution ● Change Management ● Team Building

● Off-site and Event Coordination ● Public Speaking ● Mentoring / Coaching

EDUCATION:

MTI College Sacramento, CA Graduation date: 03/2012

Physical Mind Institute New York, NY Certification date: 06/2000

San Jose State University San Jose, CA Psychology major: 1994

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