Executive Assistant Administrative

KAREN RUSSO

Pembroke Pines, FL H: 954-***-**** M: 954-***-**** **************@*****.*** LinkedIn

EXECUTIVE SUMMARY

Highly effective administrative and communication skills, with emphasis on outstanding organizational acumen

Excellent interpersonal skills, ability to multi-task with deadlines, maintain highest level of confidentiality, professionalism, diplomacy, initiative, and discretion with ability to promote camaraderie and teamwork. Bachelor’s Degree in business administration/Marketing and English/Spanish Bilingual.

CORE SKILLS

Executive Assistance & Calendaring

Travel & Expense Management

Event Logistics, Planning & Coordination

Executive Presentations & Communications

Strategic Project Management

Financial, Sales, & Operations Reporting

Business Process Improvement & Audits

Global Sourcing & Procurement

English/Spanish Bilingual

Cross-functional Team Leadership

COMPUTER SKILLS

MS Office 365

MS Excel

MS PowerPoint

MS SharePoint Administration

MS Teams Administration

MS Project

SAP & Concur

GroupWise

Orgplus

Photoshop

Connect

Jira

Tableau

Sales Force

Catalyst

PROFESSIONAL EXPERIENCE

ICBD Holdings ABA Centers or America, - FLL, FL 10/2022-Present

Project Management / Bilingual Executive Support to Chief Technology Officer

Work with data tracking tools including Connect, JIRA, Tableau.

Organize training to new employees in different computer systems.

Responsible for keeping calendar of the CTO up to date.

Schedule project meetings, agendas, and notes.

Prepare expense reports.

Calendar Management.

Special Projects

Travel Planning & Logistics.

Event Planning and Coordination

Project Management with IT and Operations

Troy Consulting Microsoft Remote 05/2022-07/2022

Microsoft Project Coordinator Consultant

Responsible for understanding the project scope and deliverables.

Provide support with project planning and assisting the Project Managers.

Plan and manage project meetings, agendas, and notes.

Collaborate and participate in activities related to end-to-end project management.

Management tasks including project scope, schedule, action items and budget.

Coordinate meetings and events with all details included.

Plan and participate in Global Supplier Development Program meetings.

Create PO’s when necessary and keep control of budget and expenses of the project

Driving team members to remain on track and deliver against key strategic plans and deliverables (e.g., project plans, RACI, workplans, prioritization efforts)

Meeting and agenda management, administrative support, notes management.

Support for a large, multi-day virtual supplier event to include agenda management, speaker coordination, and onsite coordination/event management.

Assigning and monitoring daily tasks and communications with various project leads.

Creating reports and updates for management.

Collaborating with team members on end-to-end project management tasks including project scope, schedule, action items, budget, quality, and compliance with related projects impacting multiple teams across multiple geographies.

Responsible for understanding the project scope and deliverables.

• Provide support with project planning and assisting the Project Managers

• Plan and manage project meetings, agendas, and notes

• Collaborate and participate in activities related to end-to-end project management

SAP International Inc. - Miami, FL 01/2017 – 04/2022

Bilingual Management Support Specialist

Executive Support to COO and Head of Latin America

Make Travel Arrangements and logistics related to the event

Coordinate meetings and events with all details included

Process expense reports in Concur

Keep calendar updated

Participation in Diversity of projects involving logistics and organization of different events

S2 Global – Rapiscan Systems - Fort Lauderdale, FL 11/2014 - 12/2016

Bilingual Sr. Executive Assistant to the President/CEO

Assist President of S2Global with office management related to the new location.

Set up weekly conference calls and meetings on regular basis

Coordinate meetings and events with catering and logistics involved

Compile weekly sales report

Process expense reports

Make Travel Arrangements international and inside the US.

Greyson Technologies - Fort Lauderdale, FL 05/2014 - 11/2014

Sr. Executive Assistant to CEO / Associate Marketing Manager

Assist CEO with travel arrangements; keep his calendar, schedule online trainings.

Organize Marketing events with potential clients.

Coordinate and participate in promotional activities and trade shows, working with sales managers to market products and services.

Direct Mail Marketing campaigns to generate new sales prospects.

Ensuring effective, branded marketing communications including the company website, print communication, and advertising.

Oversee creation and delivery of press releases, advertisements, and other marketing materials.

BAXTER Healthcare - Deerfield, IL 06/2011 - 06/2013

Bilingual Sr. Executive Assistant - Marketing and Sales

Assist Sr. VP of Marketing and Sales and AVP of Sales in the Bioscience Hemophilia department.

Participate in projects with the Hemophilia Product Marketing Team, Consumer Marketing Team, Community Program Team, Strategy and Life Cycle Team and Channel & Market Access Team. Currently working on the Bilingual Nutritional program for the bilingual educators.

Schedule and prepare presentations for meetings in WebEx, request catering when required. Travel arrangements for local and international trips, including hotel and car.

Process expense reports and Sales reports. Approve expense reports for Sr. VP Sales/Marketing and for AVP Sales direct reports, run sales reports for Regional Business Directors, Inhibitor Specialists and Sales Managers.

Contact candidates and schedule interviews for new hires, coordinate logistics and debrief meetings.

Participate in the process of diversity and inclusion Focus Groups Meetings. Preparing surveys, personal conference calls, group meetings for men and women and documenting results.

Organize and coordinate events for Baxter Bioscience with other organizations including the National Hemophilia Foundation (NHF) in Chicago, The American Society of Hematology (ASH) in San Diego, and World Federation of Hemophilia (WFH) in Paris.

Active member of the Latino Business Resource Group at Baxter and volunteer with Junior Achievement, teaching Bilingual/Spanish class.

Spanish translation of Brand Idea Statements for ADVATE marketing research in Latin America and Spain.

Plan meetings and coordinate trade shows with Sales and Marketing team.

Grainger International Inc. - Lake Forest, IL 09/2000 - 06/2011

Bilingual Executive Assistant to the President of Grainger Global Sourcing Division

Assist President of Grainger Global Sourcing Division.

Create presentations in Power Point for training of private label brands, in Spanish and English.

Maintain office calendar to coordinate workflow and meetings, maintain confidentiality in all aspects of suppliers, staff and company information and interact with clients, vendors and visitors.

Answer telephones and transfer to appropriate staff member. Open, sort and distribute incoming correspondence, including faxes and email.

Plan and coordinate all Grainger Global Sourcing events including quarterly meetings, international conference calls, and video teleconferencing, board meetings, and holiday celebrations. Including all catering for meetings and celebrations.

Coordinate events in the US and Overseas trade shows and supplier recognition events, with the procurement Global Sourcing team and suppliers. Logistics planning and organization of the events including hotels, dinners, transportation, individual meetings with suppliers and product managers or procurement managers. Communicate details of the events to all invitees, including suppliers from China, Hong Kong, India, Latin America and Spain.

Make travel arrangements and all overnight accommodations for local and international trips.

Participation with the internal audit team as an auditor in order to keep the ISO 9000 certification and expectations. Active member of the continuous improvement practitioner program team in the organization. Revising and improving all GGS processes. Keep GGS process data base updated with changes on the different processes.

Publish and edit quarterly GGS newsletter “Tigger Times”.

Work with the Product Management Team developing new programs, and helping to find suppliers in Mexico, Spain and Latin America and negotiate costs (Spanish).

SHURE Inc. & Plexus Electronic - Wheeling, IL 07/1998 - 09/2000

Sr. Administrative Assistant Engineering

Provide timely and accurate support to the department, keep engineering documentation in order.

Control the payroll system, printing the daily payroll reports.

Support the Human Resources department coordinating special events, and support at the front desk with the switchboard and reception.

Aviateca and Taca Airlines - Guatemala City, Guatemala 1991 - 1997

Buyer (1992 – 1997)

Passenger Service (1991 - 1992)

Keep good communication with internal costumers in the company.

Contact existing suppliers and interview potential suppliers.

Request quotes and samples; negotiate price and delivery time with suppliers.

Generate purchase orders and remit payment instructions to accounts payable.

EDUCATION

DePaul University - Chicago, Illinois

Bachelor Degree in Business Administration/Marketing

Mariano Galvez University- Guatemala

Associates Degree in Business Administration

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