Executive Administrative Assistant

Coraly Berg

**** ******* *****, ******, *****, **754 * 1-512-***-**** * **********@*****.*** * linkedin.com/in/coralyberg

WORK EXPERIENCE

HYPER ISLAND PROGRAM AB, Stockholm/Karlskrona

Director of Administration & Operations, Feb 2015 - Aug 2016

Administrative Team Lead (2013-2015)

Program Administrator (Nov 2011-2013)

• Managed a team of 4-5 colleagues: 2-3 Program Administrators and 2 IT/Facility Managers in 2 office locations (Stockholm and Karlskrona). Responsible for overseeing the teams performance, training, individual reviews, development, planning, development/implementation of best practices/processes, quality assurance and troubleshooting day-to-day needs and conflicts as they arise.

• Participated and contributed in the Management Team.

• Successfully oversaw, forecasted and maintained the companies largest budget (7M SEK). Including procurement and quality assuring administration, costs, vendors, inventory, performance and quality assurance.

• Liaised with the Swedish Higher Vocational Education Authorities to ensure our internal processes were compliant and met with by our school.

• Performed reviews and evaluation of infrastructure and tools for organizational structure used in programs.

• Responsible for all purchasing/distributing/maintaining of office and staff equipment.

• Co-facilitated team building activities with students and external client events.

TELELOGIC/IBM RATIONAL SOFTWARE, Irvine, CA

Executive Administrative Assistant / Global Event Planner, Feb 2004 - Mar 2009

• Supported President/COO & EVPs in daily functions including e-mail management, internal and external correspondence, preparing and proofreading presentations, scheduling, global travel and served as liaison internally and externally. Prepared data consolidation reporting as necessary.

• Coordinated/participated in senior management meetings/conference calls.

• Prepared/reviewed and approved expense reports involving local and foreign currency for President/COO & EVPs and their direct reports (both local and global). Budget preparation/cost analysis and reconciling corporate accounts for VP, Finance. Reviewed/approved vendor expenses/petty cash requests for Irvine and Reston offices.

• Supported President/COOs and EVPs direct reports with various projects needed.

• Assisted HR with any internal support when needed (recruitment and employee matters).

• Liaised with Marketing on press matters; coordinating press interviews and appearances for the President/COO.

• Global Event Planning responsibilities entailed: Coordinated/hosted Global Corporate Incentive Events. Conducted pre-site location inspections domestically/internationally. Managed all aspects of an event including RFP development, hotel/venue selection, contract negotiation, staffing, menu development, production, group travel, ground transportation, pre-meeting and on-site collateral, including agendas, and day-to-day planning. Oversaw budgets for all events. Presided over pre- and post- meetings and perform post-event analysis to review budget and goal achievement, reconciliation, and identify best practices of event for future planning. Responsible for contract negotiations on national and international events. Supported/participated in Global Sales conferences, including staff management, event and breakout schedules and maintaining brand integrity throughout the event. Served as principal liaison between President/COO, attendees and vendors with regard to all facets of the logistical operations on multiple programs and events.

CHRISTIAN & TIMBERS, Irvine, CA

Office Manager/Executive Administrative Associate, Aug 2003 - Feb 2004

• Supported the Managing Partner and Principal with daily responsibilities, managed e-mails, voicemails, scheduling, travel coordinations and a majority of internal and external correspondence. Responsible for and entrusted with the handling of highly confidential information and corresponding documentation.

• Built and maintained professional relationships with top level executives and acted as direct liaise during the recruitment process. This entailed scheduling meetings/interviews, preparing agendas as well as any required travels/accommodations for internal staff, candidates and clients.

• Assisted in Business Development (researching of companies, marketing activities and lead generation).

• Supervised/trained a team of 3-4 Administrative support personnel.

• Oversaw and handled all HR and IT issues for office.

• Managed $200K+ A/R, A/P, corporate credit card and office bank account. Responsible for auditing, maintaining and distributing all Corporate Reports.

• Prepared and reconciled expense reports for executive team.

• Participated in creating and implementing new corporate billing system which tracked and billed expenses to clients.

• Handled all vendor relationships including procurement, establishing and maintaining vendor relationships and tracking cost analysis.

• Ran background checks on candidates and verified education.

• Conducted research as needed per project.

ADECCO EMPLOYMENT SERVICES, Irvine & Laguna Hills, CA

Selling Branch Manager/Financial Division, Mar 2002 - Aug 2003

• Performed both sales and operations/management. This entailed lead generating, developing and pursuing new potential clients to sell full-service employment while co-managing a branch.

• Successfully began and co-lead the Financial Division for the Irvine Office by establishing the companies largest client.

• Composed and negotiated contracts/bids for services which created safety and loyalty amongst our clients.

• Consistently met corporate sales growth model objectives and exercised profitable pricing strategies.

• Maintained a profitable G/L and P/L while adhering to budget restrictions.

• Prepared and approved monthly expense reports.

• Prepared Sales presentations/proposals.

• Led with a hands-on management approach that encourages open communication.

• Trained/managed staff of 2 internal Office Supervisors.

• Coordinated travel, appointment and meetings.

• Screened/interviewed potential candidates.

• Ensured consistent compliance to corporate policies and California labor laws.

*Work experience from 1987-2002 removed for consolidation but can be furnished upon request.

EDUCATION/CERTIFICATIONS

NORMAN THOMAS HS, New York, NY

Majored in Marketing

DIMENSIONAL DEVELOPMENT INTERACTION, Milford, CT

Trained facilitator for employee/management interaction programs

SWEDISH DEFENCE COLLEGE, Näsby, Stockholm

Understanding Group and Leader (UGL)

HYPER ISLAND, Stockholm, Stockholm

Master Class - 3-day course in Digital Transformation

ADDITIONAL SKILLS

Windows XP, NT, MS Office Suite, Adobe Creative Cloud, Google Docs, Apple products, MindManager, Meeting Maker, Proofreading, Social Media, Slack, Top Drawer, Lotus, Ascendo, Quicken/QuickBooks, Bilingual (fluent:Spanish and Intermediate:Swedish)

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