Executive Assistant Social Media

Shannon Ramirez

**** ********* *** *** ****, CA *5135 • 408-***-****

Summary: Strong event marketing experience. I have been backbone to over 200 live events from conception to lights out, with upwards to 2000 attendees. While working as a Marketing Communications Specialist, I planned and executed corporate events including the major tradeshows, sales conferences executive meetings, customer and industry-related events and also managed tradeshow specialist contractors to assist with the execution tradeshows. Along with this I have experienced with creating salesforce.com campaigns and ensure upload of trade show leads into proper campaign. Skills:

• Heavy Calendaring

• Live Event Producer

• Meeting Scheduling

• ROI Management

• Sponsorship Relations

• Marketing Automation

• Marketing Event Planning

• Special Events Coordination

• Large Scale Events

• Special Events Production

• Creative Direction

• Coordinating Events

Tools & Technologies:

• Office

• Microsoft Excel

• Microsoft Word

• Microsoft PowerPoint

• Adobe Acrobat

• Adobe Photoshop

• WordPress

• Google Apps

• Mac

• Act-On

• Salesforce.com

• Slack

• Workday

Education:

• Oak Grove High School

Activities and societies: Marching Band

• San Jose City College

Professional Experience:

University Experience Coordinator 06/2019 to Present PayPal (Contract)– San Jose, CA

• Coordinate program logistics and all events for Recent College Grad and Intern programs under University Team

• Plan, execute, and achieve a wide scope of monthly and weekly events with the goal of positively shaping intern experience and community building to benefit the business

• Own and facilitate multiple tracks working with business functions and external vendors to coordinate all logistical aspects of events, both on and off campus

• Assists recruitment team with customized screening and initial contact of applicants to determine qualification and interest level

• Provide support coordination of recruitment projects and related services to supervisors, hiring managers, recruitment team members, and others

• Assist with a Virtual Intern Program of 220 Interns. Event Coordinator 02/2018 to 12/2018

Flint Center for the Performing Arts – Cupertino, CA

• Manage administrative logistics of live events, inclusive of contracts, expenses and client interactions.

• Interview clients to understand event scopes of work.

• Assist in establishing budgets and determining timelines for live event. Shannon Ramirez

3111 Linkfield Way San Jose, CA 95135 • 408-***-****

• Managing logistics and operations, including staff support, vendor support and volunteers.

• Evaluate existing plans, process and event planning services to identify opportunities for improvements.

• Develop and deepen relationship with key clients to closely monitor projects, providing information and resolving concerns.

• Maintain Flint Center calendar as to available dates. Marketing Communications Specialist - Event Focus 01/2016 to 10/2017 Intellicyt – Campbell, CA

• Plan and execute corporate events including the major tradeshows, sales conferences executive meetings, customer and industry-related events.

• Working with vendors to arrange space, literature, hotels, equipment rental, and set-up and dismantling of the exhibit; and planning and coordinating the routing of exhibits shipped for the convention program.

• Managing tradeshow specialist contractors to assist with the execution tradeshows.

• Negotiating contracts and managing relationships with outside vendors and preparing ROI evaluations of events.

• Managing, maintaining, and recommending continuous improvements for all booth properties and convention assets.

• Create salesforce.com campaigns and ensure upload of trade show leads into proper campaign.

• Create Act-On layout and design for outgoing emails.

• Minor creative editing via Photoshop of tradeshow materials.

• Coordinated trade shows, media buying and planning, sales promotions and direct mail campaigns.

• Drafted post-event evaluations, compiled results and recommended changes for future events.

• Oversaw and adhered to the communications department budget.

• Collaborated with production team to coordinate advertisements and promotions.

• Supplied sales and marketing support to sales reps. Executive Assistant 05/2015 to 11/2015

ChargePoint, Inc – Campbell, CA

• Planned and coordinate logistics and materials for board meetings, committee meetings and staff events.

• Create detailed expense reports and requests for capital expenditures.

• Order and distributed office supplies while adhering to a fixed office budget.

• Coordinate domestic and international travel arrangements, including booking airfare, hotel and transportation.

• Manage office supplies, vendors, organization and upkeep.

• Direct guests and routed deliveries and courier services.

• Answer and managed incoming and outgoing calls while recording accurate messages.

• Greet numerous visitors, including VIPs, vendors and interview candidates.

• Assist with event planning, including associated travel and logistical arrangements.

• Coordinate details of events such as conferences, tradeshows, business meetings, employee appreciation.

• Obtain signatures for financial documents and internal and external invoices.

• Coordinate board and committee meetings, including schedules and information preparation and distribution.

• Served as corporate liaison between the finance, IT and marketing departments.

• Coordinate event logistics, including registration and attendee tracking, presentation and materials support and pre- and post-event evaluations.

• Keep inventory of backdrops, projectors, computers, and other display materials.

• Determined the most cost-effective procedures and routes for shipments.

• Gathered, logged and monitored all shipping data.

• Managed shipment schedules to maximize productivity and cut costs.

• Prepared documents for shipment claims submissions.

• E-mailed suppliers, carriers and customers with shipping updates. Shannon Ramirez

3111 Linkfield Way San Jose, CA 95135 • 408-***-**** Production Assistant 08/2014 to 03/2015

Prep2Prep – San Jose, CA

• Screened applicant resumes and coordinated both phone and in-person interviews.

• Answered and managed incoming and outgoing calls while recording accurate messages. Opened and properly distributed incoming mail.

• Greeted numerous visitors, including VIPs, vendors and interview candidates.

• Organized all new hire, security and temporary paperwork.

• Assisted with event planning, including associated travel and logistical arrangements.

• Compiled company information and related material and distributed it to candidates.

• Assessed urgency and priorities before accepting or declining appointments and meetings with the CEO.

• Coordinated, scheduled and arranged meeting and travel calendars, including business and social events.

• Coordinated board and committee meetings, including schedules and information preparation and distribution.

• Coordinated materials for sporting events and awards such the Prep2Prep California Tip-Off Classic.

• Edited footage to create videos for multiple multimedia platforms.

• Shot video and still photos to accompany news stories.

• Responsible for coordination of live stream for high school sporting events via Webcast, onscreen graphics; coordinating with Athletic Directors.

• Coordination of weekly assignments for editorial staff. Senior Project Coordinator 12/2009 to 02/2013

Motorola Mobility – Sunnyvale, CA

• Provided administrative support to the Executive Staff.

• Managed complex and frequently changing travel arrangements and coordinated the pre-planning of trips.

• Compiled and analyzed sales and marketing reports.

• Managed external contacts and kept track of periodic communication needed for priority contacts.

• Created expense reports, budgets and filing systems.

• Conducted research to prepare, gather and proof briefing materials, agendas and decks for all executive-level meetings.

• Developed and maintained an alert system for upcoming deadlines on incoming requests and events.

• Greeted visitors entering the office, determined the nature and purpose of visit and directed them to the appropriate destination.

• Processed travel expenses and reimbursements.

• Assisted with team building initiatives and overall support for maintenance of organizational culture and employee morale.

• Researched, proposed and implemented vendor services to decrease costs to organization.

• Directed administrative functions for the directors, principals, consultants and key managers.

• Distributed company-wide announcements, booked conference rooms and coordinated catering for annual staff development forum.

• Located and attached appropriate files to incoming correspondence requiring replies.

• Frequently used word processing, spreadsheet, database and presentation software.

• Coordinated dealer visitations, company special events and other employee morale functions.

• Developed and maintained an internal client filing system.

• Collaborated with external PR firms, and internal sales and marketing managers, to determine branding, product positioning and messaging.

• Planned and organized seminars, meetings and retreats.

• Coordination of Tradeshow, including collateral procurement, exhibition requirements.

• Prepared and maintain budget for events.

Shannon Ramirez

3111 Linkfield Way San Jose, CA 95135 • 408-***-****

• Conducted research and complete analysis on competitive website.

• Investigated and find resources to help staff make decisions about events.

• Point of contact with vendors on event-related matters.

• Responsible for the direction and coordination of day-to-day business office operations.

• Received and unpacked materials and supplies.

• Procurement of office related items as well as items needed internally. Marketing Coordinator 12/2009 to 01/2010

4Home (acquired by Motorola Mobility) – Sunnyvale, CA

• Provided administrative support to the CEO, CTO and CMO

• Coordinated domestic and international travel arrangements, including booking airfare, hotel and transportation.

• Coordinated CES Tradeshow; onsite management, collateral procurement, exhibition requirements, travel and overall budget.

• Assisted with event planning, including associated travel and logistical arrangements.

• Conducted research and complete analysis on competitive website.

• Updated website via WordPress with pertinent articles.

• Investigated and find resources to help staff make decisions about events.

• Served on a team which provides new ideas and changes for website.

• Point of contact with vendors on event-related matters.

• Assisted in proofreading, editing and writing marketing related sales sheets, emails and other publications.

• Managed office supplies, vendors, organization and upkeep.

• Directed guests and routed deliveries and courier services.

• Maintained a clean reception area, including lounge and associated area. Senior Project Event Coordinator 05/2009 to 12/2009 Action 3D (Gyros Haunted Houses) – San Jose, CA

• Provided administrative support to the VP of Marketing.

• Assisted with reviewing contracts for radio and sponsorship proposals, prepare and modify event contracts.

• Aggressively gather information on project to achieve quality event productions.

• Conduct research, site visits, and find resources to help staff make decisions about event.

• Proposed new ideas to improve the event planning and implementation process.

• Served as liaison with vendors on event-related matters. ·

• Assisted with managing on-site production and clean up for event as necessary.

• Assisted with preparing budgets and provide periodic progress reports for events.

• Keep track of marketing finances including invoicing and reporting for event.

• Coordinated appointments and visits for location, and scheduling of events on the calendar. Senior Event Manager 01/2008 to Current

Pro Wrestling Revolution – San Jose, CA

• Event Management; Budget; ROI for live events, event locations, day of operations

• Create and Negotiate Contracts with venues and vendors.

• Manage Social Media – Facebook, Twitter and Foursquare – Social marketing and ads.

• Trademark registration and maintenance with the USPTO.

• Manage event day activities, floor setup, tickets, reservations and merchandise.

• Web research projects, information gathering on current independent professional wrestlers and promotions.

• Maintain and create leads within attendees of events.

• Ensure that all talent complete proper paperwork and are compensated correctly.

• Obtain sponsors; provide sponsor benefits before and during events. Shannon Ramirez

3111 Linkfield Way San Jose, CA 95135 • 408-***-****

• Website creation/updates utilizing Wordpress.

• Maintain NDA file and agreements.

• AP/AR for the Pro Wrestling Revolution Training Academy

• Coordinate domestic and international travel arrangements, including booking airfare, hotel and transportation.

• Execute contracts in timely and accurate manner.

• Apply market research to design up-to-date programs.

• Assessed current trends to assist with decision making.

• Supervise social media marketing strategies.

• Sourced qualified vendors and negotiated contracts.

• Interface with the art director, designer, production manager and print producer.

• Promote through demos, tradeshows and client promotions.

• Represent at local, national and international expos and events.

• Represent and endorsed the brand.

• Create shot lists, booked talent and locations and prepared the location and set for shooting.

• Manage casting and selected shot locations.

• Incorporate advertisers and products into shows in innovative ways.

• Coordinate with the talent relations department to facilitate execution and payment of talent contracts. Executive Assistant 04/2001 to 05/2009

BD Biosciences – San Jose, CA

• Provided high-level administrative support to Vice President of Clinical Operations and World Wide Vice President of Regulatory Affairs.

• Travel, daily calendar management and various tasks as requested using MS Office, Access and Lotus Notes.

• Provided support for FDA 510(k) filing.

• Assisted in clinical data entry for reporting data to FDA.

• Analyzed departmental documents for appropriate distribution and filing. Managed paper and electronic information storage and retrieval. Filing of all vendor files and all legal documents (managed department contracts)

• Evaluated, recommend and negotiate with multiple vendors.

• Assisted in ordering reagents/instruments to clinical sites.

• Processed payment to Clinical Sites, assisted basic validation of data.

• Entered Clinical data into database; ensured quality data.

• Meticulously identified and rectified inconsistencies, deficiencies and discrepancies in medical documentation.

• Carefully reviewed test results for accuracy.

• Properly calibrated and adjusted malfunctioning equipment to ensure precise test results.

• Quickly responded to and resolved all customer service issues in a timely manner.

• Created worksheets and logged samples correctly into the computerized tracking system.

• Ordered supplies, obtained pricing and quotes, prepared purchase requests and maintained an organized expense log.

• Developed, maintained and improved experimental data spreadsheets.

• Developed standard operating procedures for all administrative employees.

• Maintained computer and physical filing systems. Coordinated special projects and managed schedules.

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