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Executive Assistant, Office Manager

Location:
Oakland, CA
Posted:
May 12, 2020

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Resume:

JEANIE L. SOUSA

https://www.linkedin.com/in/jeanie-sousa/ Oakland, CA

510-***-**** adc6tl@r.postjobfree.com

DEPENDABLE EXECUTIVE ASSISTANT

Skilled and detailed oriented Executive Assistant that is proactive and has a high level of confidentiality, discretion, and judgment in extensive administrative and office management in a multitude of fast-paced industries, seeks to utilize expertise in coordinating, organizing, problem solving, and supporting daily operational and administrative functions all the while maintaining a flexible, calm demeanor, “can-do” attitude, and a sense of humor.

TECHNICIAL SKILLS

• Microsoft Office 365 • Microsoft Word

• Microsoft Excel • Microsoft PowerPoint

• Microsoft Outlook • Concur

EXPERIENCE

HERE TECHNOLOGIES NORTH AMERICA, Berkeley, CA August 2017 – April 2020

Executive Assistant

Provided direct support to the Vice President, the Senior Product Portfolio Manager, and the Senior Leadership team of the Core Map Engineering and Product Management teams.

Understood the importance of time management and concentrated activity to meet high-volume productivity goals and strict deadlines by maintaining control of VP’s calendar regarding any domestic or international issues.

Managed the complex travel arrangements of the VP, Senior Product Portfolio Manager, and multiple senior managers simultaneously; researched and negotiated rates for air travel, hotel accommodations and meeting facilities to secure the most cost-effective options, and prepared travel itineraries when needed.

Frequently communicated with interdepartmental personnel with regard to current project status, as well as the identification, rectification of issues, discrepancies when planning and coordinating onsite and offsite team-building meetings.

Reconciled and processed detailed expense reports and submitted to management for final approval.

Screened, prioritized and responded to emails with the utmost confidentiality for the VP, as appropriate, so he could focus on enhancing productivity.

Was proactive in connecting with interdepartmental personnel with regard to current project status, as well as the identification, rectification of issues and discrepancies.

Served as liaison between the VP and his leadership team, promptly addressing inquiries, resolving concerns, establishing positive rapport to solidify long-term professional relationships with a high degree of confidentiality.

DUN & BRADSTREET, San Francisco, CA February 2016 – May 2017

Office Manager & Senior Executive Assistant

Provided direct support to the Managing Director and to four VPs of the Technology and Communications teams on the East and West Coasts.

Experienced in working remotely with one day a week in the San Francisco office where I managed all aspects of the work and facilities workspaces including creating a community and welcoming office environment, vendor relationships, building maintenance, ongoing improvements to the office, and overseeing stock of kitchen and other key supplies.

Scheduled detailed interviews, provided on- and off-boarding support and all travel logistics including travel itineraries.

Managed organizational updates and transactions via various systems as well as compliance tracking and follow-up for team.

Prepared new business reports, adjustments when needed, transferring of accounts, pulling invoices and target reports to ensure that the salespeople’s commissions were accurate and timely within a strict deadline

Provided daily calendar management, overseeing special projects and managing travel arrangements daily.

Prepared and reviewed detailed expense reports for 35 salespeople.

Organized various team meetings and social events anywhere from 8 – 40 employees.

adc6tl@r.postjobfree.com

Jeanie L. Sousa Page Two

JP MORGAN CHASE, San Francisco, CA March 2010 – August 2015

Executive Assistant

Effectively utilized outstanding resourcefulness and sense of humor to support a Managing Director and sales team of 13, who not only traveled extensively but also were based in locations across the Western U.S. Known for creating new processes for the sales team while supporting them virtually, helping streamline their ability to bring in multi-million-dollar accounts.

Increased office productivity by developing and implementing process improvements for sales team expense reports enabling them to focus their time on sales visits or calls.

Audited sales team expense reports into JPM’s internal database to ensure that expenses were accurately recorded and both expenditures and budgets were kept on track.

Managed the various administrative needs of both the on and off-site sales representatives by using superior oral and written communication skills.

Maintained inventory of company’s equipment and office supplies, placing and following up on orders for the sales representative to ensure consistent availability of all items.

Managed compliance processes for client interactions so that all paperwork was done on a timely basis, thereby meeting all SEC guidelines related to opening client accounts.

Provided effective calendar management involving scheduling internal and external meetings, appointments, conference calls and regional seminars resulting in added time for the sales team to call on customers.

Planned and implemented high volume of domestic and some international travel with meticulous attention to detail and cost effectiveness. Coordinated air and land transportation, hotel accommodations, foreign currency and detailed itineraries with internal travel agency.

Provided Human Resources support for the sales department regarding on and off boarding procedures that facilitated a seamless transition when employees joined or left the firm. Scheduled interviews and all logistics.

ADDITIONAL RELEVANT EXPERIENCE

ERNST & YOUNG LLP, San Francisco, CA

Executive Assistant

EDUCATION

Associate of Arts (A.A.), Business Administration

Heald Business College, Rohnert Park, CA

Coursework in Business

Modesto Junior College, Modesto, CA



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