Administrative Assistant Executive

Diane Evans

www.linkedin.com/in/dianemarie*

************@*****.*** 408-***-****

Summary:

Professional Executive Assistant/Office Coordinator with strong background in C-Level Executive support.

Specialized International travel and hotel coordinator with solid background in multiple-destination travel throughout Europe and APAC countries.

Heavy MS Outlook calendaring, travel arrangements and data management support provided to multiple managers in across international time zones.

Event planning and meeting arrangements with candidates, clients and internal company staff to include large venue meetings and events, catering and logistics for up to 200 people.

Provided administrative support to C-Level and senior management over the last seven years primarily using PowerPoint and Excel to generate client presentations and reports.

Skills:

MS Office Suite, Word/Excel/Access/PowerPoint] 2010 & 2013, MS Visio, MS Publisher, Expense Reports, Department Budgets, Adobe Acrobat, SAP Expense Reporting, SAP, Purchase Orders & Requisitions, Concur Travel, ADP Virtual Edge, various expense reporting software, Sales Force Applications, Oracle iProcurement, Peoplesoft, SharePoint, Various CRM’s, Video Conferencing, WebEx, International VC meeting coordinator

Education:

A.A. Degree in Business Administration, Heald Business College – San Jose/Milpitas, CA

Current Experience:

KLA-Tencor Oct 2014 – Present

CORP/Chief Engineering

Executive Assistant / Engineering

Schedule and manage multiple Outlook calendars

Coordinate domestic and international travel, processed passport and visa applications

Prepare for 1:1, spit-level and division meetings and provided follow-up

Juggle multiple priorities simultaneously across multiple time zones

Plan events and set cadence for frequent business meetings, offsite conferences, all-hands meetings, conference calls and catering for meetings in excess of 200 attendees

Initiate purchase orders, reconcile invoices, track budgets, and complete/track expense reports

Attend and take notes during meetings and follow-up on action items

Create and maintain various excel spreadsheets and PPT presentations

Work with Google Docs, SharePoint and Drop Box applications

Facilitate deliverables and communication with all levels of management, both internal and external

Beshoff Motorcars, Inc. Feb 2014 – July 2014

Executive Assistant to President

Manage directors’ schedules as well as schedule meetings for executives at other locations

Managed calendar in Outlook for President and multiple directors

Coordinate events, special projects and large meetings to include catering

Arrange installation of company-wide computer upgrade at two sites

Purchase capital equipment for company and track budgets [Excel] for installation

Handled international calendars and meeting scheduling across multiple time zones

LSI Corporation [Pro Unlimited/National Engineering] [2011-2013]

Administrative Assistant IV/Executive Assistant/Human Resources – Multiple Directors

Extensive calendar coordinating and meeting arrangements, constantly adjusting to executive priority

Domestic and International travel arrangements and agenda coordination through internal and external agents including flight, hotel and transportation with great detail across multiple time zones

Event planning and meeting arrangements with outside vendors communicating details and logistics requests

Coordinate new hire processing and applicant document receipt in ATS, generate offer letters and staffing reports

Proactively establish/maintain effective team working relationships with all cross-functional teams within the department

Performed processing of complex Excel spreadsheets incorporating pivot tables as needed within the report for team analysis

PowerPoint used for organizational charts and event presentation planning

Timely processing of expense reports both international and domestic adhering to company guidelines

Facilitate interviews and scheduling as needed for prospective employees

Purchasing for department needs and company-wide events using SAP

Aurora Investment Strategies, Ltd., San Francisco, CA Nov 2009 – Sep 2010

Executive Assistant / Office Manager

Provided complex-level administrative support to Executive Vice President of international investment company

Arranged international travel and coordinated meetings across multiple international time zones

Provide a variety of services ranging from addressing human resources and benefits issues with overhead and over-seas staff, to editing and executing Board of Directors meeting minutes

Communicated with marketing staff and provided client sales contracts and supporting documentation, including processing of shareholder information and confidential corporate financial data

Collaborated and provided administrative support to four senior management members as related to general data and complex Excel spreadsheets, PowerPoint presentations and expense reports

SRI (Statewide Roofing) Inc., San Jose, CA Oct 2008 – Nov 2009

Executive Administrative Assistant / Senior Administrative Human Resources Assistant

Accurately processing correspondence, spreadsheets, sales contracts, and all administrative documentation

Heavy calendar management of jobs to be performed and processed all general administrative documentation, data entry, accounting entry and project manager proposals

Processed all supporting documentation and services for on-going construction projects (insurance certificates, scheduled building inspections and worksite equipment requisitions)

Responsible for conducting and completing a company-wide health insurance benefits enrollment from initial to final phase

Excel spreadsheets generated for various sales and project management reports

Coast Executive Search, Santa Clara, CA Jan 2003 – Aug 2008

Executive Assistant / Recruiting

Served as Executive Assistant to E.V.P. of the Executive Recruiting Division. Supported Finance, Branch Recruiting and Sales Divisions

Focus in Document Control and Human Resources providing and executing employee benefits, status changes, garnishments and new hire documentation processing

Responsible for all administrative and project support efforts

Worked with executive management team in processing client presentations, RFQ’s and various clients support documentation. Handled highly confidential and proprietary information on a daily basis

Business development efforts and client document control processes performed in addition to calendaring multiple management meetings using MS Outlook

Tasks including domestic travel arrangements, special sales projects and various management and sales reports processed for executive team members. Generated complex charts and spreadsheets developed and maintained for executive management

Working with I.T., duties ranged from assisting in set-up of internal Intranet System to a company-wide data audit which included three out-of-state offices

Previous Employment

David & Taylor Recruiting 1996 - 2003

Sr. Administrative Assistant/Recruiting

Provided administrative support to multiple recruiting team members and two C-Level Executives for a personnel recruiting organization.

American Technical, Inc. 1990 - 1994

Administrative Assistant/Recruiting

Partial support to company President and Vice President for meeting scheduling and Excel spreadsheet processing in addition to database and support to Payroll and Recruiting divisions for a staffing firm.

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