Shawnee Gilbert

Los Gatos, CA

408-***-****

[ad0x23@r.postjobfree.com]

OBJECTIVE:

Sr. Administrative Assistant position

SKILL SET:

18+ Years’ Experience in a Professional/High-Tech Office Environment

Excellent Management & Organizational Skills. Proficiency in Microsoft Office Suite and Apple/Mac products Professional Demeanor, Self-Starter and ‘can do’ Attitude

EXPERIENCE:

Oracle Corporation San Jose, CA

Executive Assistant to two Group VPs (HCGBU) and one VP(Chief Scientist)

12/2021- Present

Perform daily admin support tasks for two Group VPs and one VP(Chief Scientist); arrange domestic and international travels; coordinate and execute internal events, such as All-Hands Meetings. Calendar management including coordination of complex meetings with multiple executives across different time zones. Deal with external C-Level executives to set up Zoom meetings for Group VPs, deal with world-renowned institutes such as Genomics, Stanford, and Harvard to set up complex meetings for VP(Chief Scientist), work with Oracle recruiters to schedule candidate interviews, and work closely with Oracle Sales team and Customer Account Managers to set up client meetings. Prepare expense reports; Support all facility activities for the team. Highly involved in planning for World Wide Events such as Oracle Cloud World in Las Vegas, and Oracle Health Events in Kansas City.

11/2019 – 12/2021

Senior Administrative Assistant (Consulting Group--CAGBU)

Perform daily scheduling for a Group VP; Multi-task and prioritize a wide range of projects in a fast-paced environment with attention to detail, accuracy and time lines; arrange domestic and int’l travel; coordinate and execute internal events, such as All-Hands Meetings, Quarterly Business Review and team building off sites; calendar management including coordination of complex meetings with multiple executives across different time zones. Also deal with external C-Level executives to set up zoom meetings for Group VP, prepare expense reports; work with Oracle recruiters to schedule candidate interviews. Take initiative to seek out information, create a network of contacts across the company and use resources to successfully complete tasks on time. Support all facility activities for the team. Highly involved in planning for World Wide Events such as Digital Transformation World, Oracle Open World in London, and Mobile World Conference in Spain. (Adept at using Oracle Software such as Content and Experience, HCM, Taleo, Self Service Apps, Aria People, etc.)

eBay Inc., San Jose, CA

12/2018 – 10/2019

Senior Administrative Assistant (Marketing Group)

Contract role supporting a VP and a Sr. Director within the Americas Marketing Team. Day-to-day

Responsibilities included: calendar management responsibility for internal and external meetings – using insight, decision-making, and prioritization skills with regard to managing action items; coordinated employee/client events; managed and reconciled expense reports and purchase requisition submissions.

(Became proficient with MS office applications: Word, Excel, PowerPoint and Outlook, Google Doc, and DL Manager since eBay used these office applications exclusively.)

Lumentum Holdings Inc., Milpitas, CA

2018 – 2018

Senior Administrative Assistant (Legal Department)

Contract/temp position directly supporting the Lumentum General Counsel and CFO. Administrative duties included: calendar management, legal billing, create purchase orders for the legal and financial departments, perform expense reports for General Counsel and VPs, offsite and All Hands Meeting planning, used Lync and Skype daily, used SharePoint to access Legal Billing Invoices and payment information, and made payments to legal vendors.

Oracle Corporation, San Jose, CA

12/2014 – 9//2017

Senior Administrative Assistant (PLM Development)

Supported a VP in PLM Development (and occasionally a Group VP); administrative duties included: calendar management, multi-destination travel arrangements, created PO’s for service team needs, arranged team social events; set up quarterly All Hand Meetings, reserved conference rooms for VP’s; coordinated group office moves, and was liaison to Local IT/Facilities to get team needs addressed.

Oracle Corporation, Redwood Shores, CA

06/2011 – 12/2014

Senior Administrative Assistant (Software Application and Development Group)

Supported a Group VP (Fusion Sales Cloud), his direct reports, and their entire teams (of over 1000

software engineers); administrative duties included: calendar management for internal and external sales meetings, arranged travel plans, and prepared expense reports; created PO’s; planned and coordinated employee events; provided recruiting of software engineers on an as-needed basis for my supervisor (hiring manager) including phone pre-screening of applicants in US and abroad and set up in-person interviews for screened candidates; and assisted employees and job applicants applying for visas to/from India, China, and various countries in Central America.

Oracle Corporation, Redwood Shores, CA

08/2007 – 6/2011

Senior Administrative Assistant (Customer Escalation Group)

Supported two VPs, one director and their entire teams: duties included calendar management; maintained/ updated internal website for customer escalation issues using Dreamweaver software; arranged executive's travel; prepared expense reports; planned off-site events; coordinated A/V equipment and reserved presentation rooms in Oracle Conference Center for major company events; coordinated hiring of software engineers with hiring managers; liaison between Oracle IT team and manager to ensure new hires had appropriate tools to use and had available office space; assigned space for new employees and relocated existing employees; updated org charts for the team; and assisted team employees apply for visas to India and China.

Oracle Corporation, Redwood Shores, CA

04/2006 – 8/2007

Senior Administrative Assistant (Real Estate and Facilities Department)

Supported a VP and a Director; duties included: arranged world travel; set up international conference calls across several time zones; trained “APAC” employees for web conferencing; reformatted Excel Spreadsheets (created in APAC style/format); created PowerPoint Presentations and inserted Excel links as required; and assisted VP and director for all IT needs.

Oracle Corporation, Redwood Shores, CA

08/2005 – 04/2006

Senior Administrative Assistant (Oracle Industrial Marketing)

Managed the office of an Oracle Group VP (Application Sales); primary responsibility was to manage the executive's calendar, travel schedule and correspondence requiring independent judgment in determining priorities and in balancing competing interests; prepared reports, proposals, and graphics for presentation and distribution; drafted and edited materials and correspondence; coordinated meetings and special events (such as off-site meetings, and major account/customer visits); and gathered and organized data for marketing reports.

Oracle Corporation, Redwood Shores, CA

04/2005 – 08/2005

Administrative Assistant (Oracle Legal – Temp Position)

Performed miscellaneous litigation support activities for the Oracle Securities Litigation Group, including setting up and maintaining litigation and discovery files; downloaded highly confidential e-mail files from internal mail servers and created DVD records of contracts and emails for production in litigation.

Hewlett-Packard Company, Cupertino, CA.

11/2004 - 03/2005

Administrative Assistant (HP Legal – Temp Position)

Worked in HP IP Legal as a contractor for an Assistant General Counsel; duties included making travel arrangements, maintaining calendars, coordinating hiring activities, created litigation files in “E-Case

Track,” updated candidate logs; and reviewed invoices for accuracy and reconciled credit card statements.

Bretz & Covern LLP, New York, NY

12/2003 - 10/2004

Administrative Assistant for a medium-sized Wall Street law firm

Normal law office duties included: scheduling calendars, making travel arrangements, tracking and

auditing expense reports, reconciled client accounts; drafted correspondence to the Immigration Court and prepared FOIA requests, drafted letters to clients having overdue bills, assisted in vendor dispute resolution including support services, trouble shooting and negotiating prices; handled bank deposits, fund transfers and provided Chinese language translation and general administrative support.

Various Office Positions (with different firms in the Midwest)

03/2002 -9/2003

Oracle Corporation, Redwood Shores, CA

08/1998 - 6/2001

Administrative Assistant to VP

Provided administrative assistance to the VP of the Software Engineering Division; duties included

arranging travel arrangements, maintained calendars for VP and worked closely with HR to make job offers, and attended Job Fairs in order to recruit Perl and Java developers.

EDUCATION:

Heald Business College, San Francisco, CA

09/1995

Associate Degree in Computer Science

Beijing Business College, Beijing, China (PRC)

08/1984

Accounting Degree awarded

Contact this candidate