Executive Assistant Manager

Reina M. Robertson

415-***-**** – ************@*****.***

SUMMARY: Highly motivated, resourceful administrative professional with over 20 years of experience reporting to the CEO and other top executives. Adept at coordinating travel, organizing large scale meetings, managing budgets, and managing third party vendors. Extremely knowledgeable in strategic planning, quality assurance, project management, and network administration including user acceptance, data scrubbing, vendor negotiations and records management. Always employing professionalism and superior communication skills to meet client and company needs.

EDUCATION AND CERTIFICATIONS:

BS in Business Management University of Phoenix San Francisco, CA.

AS in Computer Business Administration Heald Business College San Francisco, CA.

Project Management & Software Testing Certification Villanova University Villanova, PA

Certified Agile Scrum Master and Product Owner Agile Learning Labs Redwood City, CA

TECHNICAL SKILLS:

Highly proficient with both Mac and PC

Microsoft Office, Google, Adobe Professional Suite, QuickBooks, Social networks

EXPERIENCE:

2016 – Present Telecare Corporation Alameda, CA.

Executive Assistant to President/CEO & SVP of Finance

Completed a broad variety of administrative tasks for the CEO & CFO including: managing an extremely complex active calendar and prioritizing appointments; completing expense reports; composing and preparing confidential correspondence ; arranging complex and detailed travel management plans, itineraries, agendas, booking other transportation; arranging lodging and compiling documents for travel-related meetings.

Acted as the first point of contact representing the Executive’s on all matters pertaining to the office.

Took initiatives on conducting research, developing reports, and special projects in alignment with company goals.

Served as a Project Manager on special assignments in alignment with business goals.

Completed projects and special assignments by establishing objectives; determining priorities; managing time; gaining cooperation of others; monitoring progress; problem-solving and making adjustments to plans.

Prioritized conflicting needs; handled matters expeditiously, proactively, and follow-throughs on projects to successful completion, often with deadline pressures.

Developed statistical reports for presentations to internal and external audience, track and trend analysis to make recommendations, and monthly reports using various database systems.

Responsible for all Finance / Accounting functions pertaining to the CEO’s budget

Provided a bridge for smooth communication between the CEO/CFO office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff; oversee internal and external communications.

Coordinated all travel logistics for Board of Trustees, Medical Executive Committee, Medical Staff and Directors Meeting. Prepared board book, agenda and complex minutes.

Executive Assistant to SVP of Human Resources & VP Employment Counsel (Contract) Telecare Corporation

Provided a bridge for smooth communication between the SVP and internal/external department demonstrating leadership to maintain credibility and confidentiality, trust and support with senior management staff.

Managed expenses - maintained department budget, processed invoices including tracking actual spending vs. budget

Coordinated travel arrangements

Liaison with outside counsel & third-party providers

Interacted with department heads to route and gather data related to legal discovery

Prepared summary reports on all demand letters, civil lawsuits and agency claims

Created and maintained a document to track legal files

Managed litigation holds/preservation of documents.

2001 – 2016 American Academy of Ophthalmology – IT Division San Francisco, CA.

Administrative Manager/Executive Assistant to Vice President

Lead operations and manage Network Administrators

Managed operational budgets, accounts payables, accounts receivables, purchasing, and financial reporting analysis

Developed customer service plans to ensure high quality standards of business operations

Set priorities and met critical deadlines; organized and coordinated work.

Led innovative process improvement tactics to increase department efficiencies, and lesion with Help Desk Support

Maintained successful vendor relationships and developed strategic negotiation scripts

Coordinated logistical tactics for tradeshows, educational programs, and company retreats

Oversaw facility management and material sourcing

Managed calendar/schedule that includes scheduling meetings and travel, video conferences, trainings (off-site and / or internal), group events and booking conference rooms

Quality Assurance Analyst

Execute Quality Assurance tests on third-party applications to ensure successful product launch

Served as a Project Manager on special assignments

Utilize Black Box, Regressive, Automated & Manual Script, User Acceptance, Integration, and testing methodologies to uncover complex bugs

Develop comprehensive testing environments for safe software testing

Team development for project management execution solutions

Manage 5.5M IT budget, reconcile inventory controls and maintained confidential records

Skillfully collaborate with team members to develop comprehensive test plans and automated scripts for QA testing

Spearhead and compose new policies and procedures for QA testing effectiveness

Collaborate with web developers for effective interoffice intranet communication

2000 – 2001 Health Center Internet Services San Francisco, CA.

Executive Assistant

Managed two staff members and company financials for the CEO & COO

Recognized for successfully supporting executives through diligent scheduling and customer acquisition support

Developed expense reporting policies and procedures and analyzed project budget matrix

Consistently recognized for completing accurate research, deftly managing information, and executing market initiatives

Saved $4.7K in travel expenditures through vendor negotiations and agency sourcing

Reduced redundancy, improved accuracy and efficiency by developing innovative administrative processes.

1997 – 2000 Ferguson Enterprise Redwood City, CA

Office Manager

Maintained office services by organizing office operations and procedures; controlling correspondence; reviewing and approving supply requisitions and vendor management

Performed administrative support duties, including but not limited to drafting and typing correspondence, making copies, filing, preparing binders, answering and screening phone calls and directing inquiries to the proper party within the team or organization

Accounting responsibilities included payroll, A/P, expense processing and quarterly/yearly audits, monthly reports, etc.

Coordinated conference/meeting room set-up, order catering, made logistical arrangements, and all travel arrangements.

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