Executive Assistant Administrative Support
Resume:
Silvia L Doud
Long Beach, CA **808
********@*****.***
Professional with 21 years of experience in aerospace and military environments, coordinating functions and execute large events. Also, responsible for organizing, coordinating, and managing accounting support and administrative services such as A/P and technical accounting activities. Provide confidential, high-level executive support to top-level C-Suite executives. I am seeking innovative and challenging assignments to fully utilize my proven skills of collaboration, teamwork, and dynamic “can-do” attitude.
TECHNICAL SKILLS
Microsoft Office: Excel, Project Word, PowerPoint, Access, Outlook, Publisher, InfoPath, Office 365, Microsoft Teams, Adobe DC, OneNote, CONCUR, ITRIP, ERP (SAP), TRELLO IBuy, Microframe, Sharepoint, Jira and Confluence PROFESSIONAL EXPERIENCE
Raytheon Technologies January 2022 to March 2024
Executive Assistant to Director, RI&S SC2 Space Hardware Oversee duties to support the director’s team and oversee the daily administrative operations.
● Administrative Support: Provide comprehensive administrative support to ensure the smooth operation of our office. Responsibilities include managing schedules, conference rooms, events, and travel arrangements; drafting communications on behalf of managers; and maintaining confidentiality and discretion.
● Stakeholder Collaboration: Actively collaborate with internal stakeholders and peer groups to communicate effectively and build strong interpersonal relationships, fostering a culture of inclusion.
● Logistics and Procurement Management: Oversee all aspects of travel logistics, expense reporting, and office supply purchases while ensuring budget compliance. Manage incoming and outgoing mail and packages.
● Event and Meeting Coordination: Organize team activities, meetings, and events, including scheduling and preparing meeting spaces, catering, and setup.
● Administrative Programs and Resources: Maintain and update administrative program performance, manage guest visits, employee office attendance, PTO tracking, team calendar, SharePoint access, and internal Wiki page.
● Customer Service Excellence: Deliver outstanding internal/external customer service, greet and announce visitors, and maintain the neat appearance of reception areas and shared spaces.
● Onboarding and Support: Facilitate new employee onboarding processes, including IT setup, seating assignments, and badge creation. Serve as the primary contact for building and office needs. Also, help management with corporate space to maximize efficient use of space and conducts periodic floor walks, audits, and maintains the accuracy of all space related data and floorplans.
Beach Front Property Management October 2021 to January 2022 Executive Assistant to Chief Marketing and Innovation Officer (CMO) Oversee and manage the flow and exchange of information, streamline interactions, and facilitate initiatives on behalf of the CMO. This includes extensive schedule management across multiple time zones, handling travel logistics, responding to information requests, and acting efficiently as a representative of the CMO.
● Maintain an accurate and detailed calendar for the CMO, manage and log incoming scheduling requests, re-schedule meetings upon request, proactively communicate changes, and anticipate and respond to scheduling conflicts.
● Prioritize the CMO's tasks and projects daily, monitor all emails, documents, or materials requiring input and/or approval!
● Screen all communications to the CMO, with a particular focus on email management.
● Draft internal and external communications and correspondence on behalf of CMO
● Oversee the creation of briefing documents, including talking points, event briefings, and media briefings for the CMO with input across teams as required.
● Organize internal and external meetings for the CMO, including notifying attendees, reserving conference rooms, handling logistics, drafting and distributing agendas, and taking minutes.
● Collaborate with other administrative assistants to successfully coordinate schedules across teams.
● Manage all travel arrangements and reservations for CMO.
● Track and reconcile monthly credit card statements on time.
● Complete and submit expense reports promptly.
● Provide special project support to the CMO, liaising with the project management team as required.
● Perform any other relevant duties as assigned.
Endress+Hauser Conducta Inc. February 2021 - September 2021 A/P and Office Manager
Provide a variety of administrative work that is necessary to the Accounting Department under the direction of the Controller and Financial Analysist.
● Audits invoices for payment, examines documents to ensure completeness of data, accuracy of computation, appropriateness of monetary data and validity of accounts and cost centers.
● Research and correct discrepancies.
● Organizes and prioritizes bill payments to best utilize company assets.
● Ensures that checks to vendors are paid in a timely fashion.
● Makes domestic and foreign wire transfers.
● Records wire transfers into SAP
● Sets up new vendors.
● Maintains and investigates Accounts Payable outstanding receipts.
● Creates Fixed Assets and disposes assets in SAP; creates and affixes asset tags.
● Assist with the preparation of month-end closing and financial reports.
● Review accounts payable and billing transactions for completeness and accuracy.
● Review and process authorized employee reimbursement expenses.
● Prepare various accounting records and reports.
● Arrange for travel and meetings; organize special events for staff and visitors. Employment Development Department; EDD April 2020 – August 2020 Program Representative
Provided a variety of professional work that is necessary to administer several departmental programs including employability, placement, and related services, and unemployment insurance benefit payments. Gathering and disseminating labor market information to employers and applicants; assisting employers in their labor needs
● Interviewing, testing, and referring applicants for work.
● Negotiating on behalf of applicants for salary, benefit, and experience requirements
● Complying with all Federal and State legislation, departmental policies, and procedures with respect to special services and considerations for these groups
● Promoting self-service employment services for employers and job seekers
● Assisting in providing employment-related services; contacting employers to identify and list available jobs.
● Promoting and marketing the Department's services (i.e., automated labor exchange systems, placement services, the one- stop career center resources, and other specific programs) Northrop Grumman Corporation
Northrop Grumman Aerospace Systems March 2003 – Mar 2020 Executive Assistant, CEO and Director
Provided administrative support to the CEO and director in a wide variety of sensitive and confidential administrative tasks that require excellent written and verbal communication and interpersonal skills; also provided support to program managers in a similar capacity. I managed busy calendars, Program Meetings coordination with customers, interfacing with government officials, and expense reports using CONCUR Experience on SAP and EPS business systems, ordering hardware for the department, and generating Purchase Orders and Requisitions.
● Trusted confidante and daily life organizer, both personally and professionally.
● Primary point of contact for all outside and inside clients prior to interface with CEO.
● Arranged and coordinated the extensive travel for the CEO, leadership team, and employees.
● Initiated and processed travel using CONCUR Integrated travel Reporting Program (ITRIP) and create expense reports for domestic (CONUS) and international (OCONUS) travel.
● Prepared all documents and materials necessary for all committee and board of directors’ meetings.
● Attended and took minutes at all board of directors, management team, board committees, and agency committee meetings.
● Maintained demanding calendars for all senior executive team, which included arranging and coordinating all meetings, internally and externally, as well as teleconferences.
● Organized staff meetings, along with coordinating other staff events.
● Responsible for organizing and managing a wide range of events, including conferences, seminars, annual general meetings, IDR, PDR, PMR, and Corporate social events.
● Voluminous and accurate data entry into an ERP (SAP) System consisting of opening and closing orders Fulfilled orders and issue materials per requests; documenting transactions accurately using SAP and similar record- keeping databases.
● De-conflicting calendars with exigent meeting requests and/or at customer request
● Ran reports generated using MS Office word processing systems and data entry databases for customer submission.
● Assisted with the preparation of presentations, reports, spreadsheets and other similar documents.
● Fundamental knowledge of the FAR and DFARs, general knowledge of pre and post-award federal government contracting industry practices, techniques, and standards. General application of contract administration concepts, and principles.
● Organized and maintained office supplies/files in the SharePoint libraries and through general archiving methods.
● Handled special projects and/or department-specific assignments on an urgent basis.
● Assisted with recruitment, pre-employment, new hire orientation, and onboarding of new employees.
● Organized program meetings by ensuring attendees have proper need-to-know, current clearance requirements, and are the designated point of contact.
● Able to understand and perform functions in accordance with AS9120 and ISO9001 Standards EDUCATION
Bachelor of Science, Business Administration University of Phoenix, Southern, CA - 2011 Associate of Science - Cerritos College, Cerritos, CA – 2005
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