Executive Assistant Vice President

FLORENCE PALARUAN

**** ***** *****

San Mateo, CA 94404

650-***-**** ****************@*****.***

CAREER PROFILE

Skilled and dedicated Executive Assistant with more than 27+ years experience coordinating, planning, and supporting daily operational and administrative functions. Demonstrated success communicating and liaising across all departmental levels and discretely handling confidential information and managing multiple priorities. Independently works with a team to complete projects on schedule.

• Demonstrated capacity to provide comprehensive support for executive-level staff; proficient at scheduling meetings, coordinating travel, and managing all essentials tasks.

• Proven record of success in accurately completing research, reporting, information management, and marketing / sales support activities within demanding time frames.

• Highly focused and results-oriented in supporting complex, deadline-driven operations; able to identify goals and priorities and resolve issues in initial stages. PROFESSIONAL EXPERIENCE

IBM/Manpower, San Jose, CA 2012 - 2023

Executive Assistant

Executive Assistant to 2 Senior Executives – Vice President, Product Development, IBM Automation Software, Vice President - IBM Cloud Infrastructure

• Acknowledged by Executives for meticulous attention and accuracy on schedules and successful critical thinking know how in prioritizing appointments on extremely busy calendar. Coordinated calendars, meeting schedule, emails, handles calls from upper management and customers processed correspondence.

• Handles extensive travel arrangements both domestic and internationally, enabling executives to travel worry free.

• Perform all administrative tasks in compliance with processes, business controls and financial requirements.

• Process expense reports per corporate policy for executive’s and teams IBM, San Jose, CA 1999 – 2012

Executive Assistant, Global Administration

Administrative support to 3 VPs in the sales and marketing group in the Global Business Services and Application and Integration Middleware Software groups.

• Maintained calendars, ordered office supplies, set up conference calls and video conferences, reserved conference rooms, collected and compiled meeting presentations.

• Coordinated frequent meetings and events for up to 50 local and remote attendees, organized all logistics, selected an internal or external site, confirmed facility arrangements, managed food distribution, facilitated participant coordination, prepared materials and updated PowerPoint presentations.

• Implemented budget management system to accurately track expenses, reconcile ledgers, update credit card statements, process financial transactions and report variances.

• Assisted sales manager in tracking achievements of the sales team so incentives could be given correctly and on schedule.

• Responsible for arranging domestic and international travel arrangements for executives with American Express Travel or via internet including hotel accommodations and ground transportation. Responsible for handling visa and passport applications for international travelers.

FLORENCE PALARUAN PAGE TWO

• Established and maintained electronic records management system for all incoming and outgoing correspondence.

• Managed and distributed inter-departmental memorandums (e-mail, documentation) ensuring timely delivery and confidentiality.

• Answered a high volume of incoming calls and in-person inquiries from clients and colleagues; treated each person with respect and provided information and referrals. AMDAHL / FUJITSU CORPORATION, Sunnyvale, CA 1996 – 1999 Administrative Assistant

• Scheduled meetings, appointments and travel commitments for 2 marketing directors and 4 project managers.

• Prepared and submitted expense reports and purchase requisitions and interfaced with vendors.

• Monitored and approved time sheets on behalf of Directors.

• Validated invoices and submitted check requests immediately for payment, and acquired approvals from directors.

• Coordinated group events and off-site activities

• Prepared agendas for senior level management and marketing team; composed and distributed minutes and action items.

• Coordinated travel arrangements and accommodations.

• Maintained monthly inventory on promotional products for marketing group.

• Interfaced with officers at all levels of the company.

• Coordinated and set up high-level conference calls for senior executives Worldwide. EDUCATION:

• Data Processing /Computer Operator/Data Entry - Hawaii School of Business, Honolulu, Hawaii

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