Vice President Executive Assistant

ANAMILENA AYALA

PROFESSIONAL EXPERIENCE:

Kaiser Permanente CA Strategic Accounts Oakland, CA

Executive Assistant II to the Vice President, CA Strategic Accounts October 2022 – May 2023

• Provides daily support to Vice President and senior leadership team of six directors, on strategic issues and priority projects, including material preparation in anticipation of meetings, minute taking and summary reports.

• Manages various calendars for Vice President and department executives, organizing a large amount of meetings across all Kaiser regions, tracking responses and attendance.

• Helps gather agenda points in anticipation of MS TEAMS virtual meetings as well as materials needed.

• Works directly with executive consultant to plan and execute activities across CA Strategic Accounts department of over 60 employees.

• Manages attendance, travel, account review meetings with Kaiser Sr. leaders, major events, and large conferences.

• Helps consolidate financials over major items in the department.

• Integral part of the operations and project management teams within the department.

• Works in conjunction with other administrative assistants to process work and support department goals.

Kaiser Permanente Strategic Customer Engagement Oakland, CA

Executive Assistant II to the Vice President, Strategic Customer Engagement June 2020 – Oct 2022

• Provides daily support to Vice President and senior leadership team of seven directors, on strategic issues and priority projects, including material preparation in anticipation of meetings.

• Acts as liaison for communication between the Vice President, other senior staff and other leadership within Kaiser Permanente and external organizations.

• Works closely with executive consultant to plan and execute activities across Strategic Customer Engagement Department of over 100 employees.

• Manages all procurement, time keeping, travel, logistics and calendaring functions for senior staff, major events and large conferences.

• Provides financial stewardship over major items in the department.

• Integral part of the operations and project management teams within the department.

• Oversees and assigns work to department group of administrative assistants supporting directors and other department senior executives.

Kaiser Permanente Medicare Regional Office

Executive Staff assistant to the Executive Director, Medicare Strategy and Operations. Oakland, CA

April 2018 – June 2020

• Provides daily support to Executive Director and senior leadership team on strategic developments and priority projects that span across the program and various functions.

• Prepare daily agenda for Executive anticipating daily requirementsd, including preparation of materials for meetings of the top governing bodies of the Medicare Office.

• Represents Executive Director point of view and serves as her office ambassador to direct reports during various projects developments and events.

• Prepares and leads a monthly Support Staff meeting for a group of nine staff members supporting main groups on the Medicare team.

• Manage all procurement, expense reports, travel, calendaring functions and attendance records for Executive and Executive’s approval on a regular basis.

• Prepares large quarterly department meetings for all Medicare groups.

• Serves as liason and Integral part of the operations and project management teams within the department.

Kaiser Permanente national headquarters, Office of Labor Management Partnership Oakland, CA

Operations Specialist II

Jan 2008 – April 2018

• Provides daily support to Vice President and senior leadership team on strategic issues and priority projects that span across the program and various functions, including preparation of materials and reports for meetings of the top governing bodies of the Labor Management Partnership.

• Acts as liaison for communication between the Vice President, other senior staff and other leadership within Kaiser Permanente and outside organizations.

• Provides daily support to Vice President and senior leadership team on strategic issues and priority projects that span across the program and various functions, including preparation of materials and reports for meetings of the top governing bodies of the Labor Management Partnership.

• Manages all procurement, time keeping, travel, logistics and calendaring functions for senior staff, major events and large conferences, including working with complex data base and other on-line systems and provides analytic reports as requested.

• Provides financial stewardship over major items in the department’s $40 million budget under the purview of the Vice President and is direct liaison to the LMP Finance team for major expenditures, vendors and contractors

• Integral part of the operations and project management teams within the department.

• Provides Spanish language speaking and translating skills as requested.

AFSCME Western Regional Office Oakland, CA

Database Assistant – Family Child Care Campaign Feb 2004 – Nov 2007

• Manage the child care database of over 40,000 records

• Respond to organizers’ demands for information and reports

• Assist with English/Spanish translation of campaign literature

• Primary point of contact for all members and family providers calls, specially Spanish speaking providers

• Assist with meetings and conferences

Brasarte Oakland, CA

Non-profit cultural exchange organization Feb 2002 – Feb 2004 Administrative Officer

• Manage all financial records, statements and payments for Board of Directors operations

• Assist with preparation for major performances

Colegio Gran Bretaña Bogotá, Colombia

British Preschool, primary and secondary school for 300 students 2000 – 2002 Academic Assistant to the General Director

• Served as a liaison between the school General Director and the community

• Responsible for issuing academic reports to Parents and organized student files

• Coordinated the transition of new teachers from England to Colombia

• Translated The Parents’ Handbook to Spanish, supervise Yearbook Committee

• Provided information to all new arrivals

Colegio Internacional de Bogota Bogotá, Colombia

American preschool, primary and secondary school for 1,200 students 1991-2000

Assistant to the Director General

• Planned and coordinated social and cultural activities for the Director

• Managed administrative support for 90 teachers

• Managed office staff of ten employees

• Developed system to automate academic reports

• Organized conferences including a four day AACBI ( Andean Association of International High Schools ) conference for 120 foreign and Colombian teachers

Education Background:

Attended Contra Costa College, San Pablo, California Richmond, CA 1986 - 1988

Public Relations Program, Catholic University, Bogota, Colombia Bogotá, Colombia 1990

Qualifications:

Proficient in computers MS Word, Excel, Email, Internet Microsoft Access and computer software

Fluent in written and spoken Spanish

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