Human Resources Executive Assistant

PROFESSIONAL SUMMARY:

A seasoned, proactive, and resourceful Executive Assistant seeking a career opportunity with an industry leader. An emotionally intelligent and discreet professional who possesses a combined background and skill set in the areas of c-suite support, finance administration, human resources and project management, while staying dedicated to cost savings and process improvement.

OVERVIEW OF ACCOMPLISHMENTS:

CA Notary Public – Expires November 2025

Project management experience including:

- Accounting and budgeting - Human resources operations

- Contract management - Travel coordination (domestic and international)

Establish start up business infrastructure; corporate structure, business licensing and dba filing, banking and merchant services accounts, human resources management and recruitment, compliance and payroll outsourcing, business development, accounting and budgeting, tax preparation, selection and retention of outsourced CPA, strategic planning and contract management.

Direct supervisory experience.

Experience in research, data collection and report compilation.

SKILLS:

MS Office: Outlook, Word, Excel, PowerPoint Conga – Contracts / Legal System

Zoom, MS Teams, WebEx, Go to Meeting, Skype Visio – Organization Charts / Gantt Carts

Adobe Acrobat OneNote – Online Meeting Planner / Notes System

SharePoint / OneDrive Adaptive Insights – Budget System

Concur – Travel / Expense Workday

Coupa – AP; Invoice / Purchase Order processing Office 365

STRENGTHS:

Excellent written/verbal communication Effective ability to multi-task and prioritize

Organized Proactive and accountable

Practice effective time management Diplomatic team player

PROFESSIONAL EXPERIENCE:

Ionis Pharmaceuticals, Inc., Carlsbad (01/2021 – 03/2025)

Executive Assistant to the SVP/Chief Accounting Officer, VP Tax and Controller

Board of Directors Audit Committee Board book compilation and mailing for board meetings.

EU payroll processing via international ADP vendor portal for monthly payroll for 3 international offices.

Heavy calendar management for two executives; meeting logistics coordination for internal / external parties.

Triaged email in-box for executive. Responded on executive’s behalf and forwarded emails on to other decision makers.

Domestic and international travel coordination.

Contract management – MSA’s, SOW’s, and others.

Expense reimbursement management.

Purchase order management / invoice processing.

Managed candidate interviewing process; scheduling and interviewing materials prep for internal interviewees.

Full-time remote through June 2023; hybrid schedule thereafter.

Akcea Therapeutics, Carlsbad (a subsidiary of Ionis Pharmaceuticals, Inc.)* (09/2020 – 12/2020)

Executive Assistant to the SVP of New Product Strategy, Vice President of Corporate Communications

*Ionis bought Akcea in Q4 2020 and took over in January 2021.

Heavy calendar management for two executives; coordinate meetings with domestic and global offices.

Contract management; coordinated new contracts and SOW’s with legal department.

Domestic travel coordination.

Expense reimbursement management.

New vendor set up and purchase order management.

Palomar Medical Center, Poway (06/2019 – 3/2020)

Executive Assistant to the Chief Nursing Officer (CNO)

Project managed operations for CNO office based on meeting schedule, special events and ongoing initiatives and goals; liaised with CNO direct reports on projects and action items.

Coordinated meetings including all logistical preparations; meeting materials, IT support and catering.

Coordinated meetings and events across district hospitals, kept meeting minutes for committees.

Tracked invoicing and processed payments.

Kept calendar for CNO and maintained timekeeping and meetings according to shifting priorities.

Purchase card management; tracked expenses and reconciled statements.

Processed bi-weekly payroll.

Triaged email in-box for Executive.

Office management / procurement.

Disaster planning.

Gemological Institute of America (09/2016 – 01/2019)

Executive Assistant to the Chief Human Resources Officer / HR Coordinator

Project managed operations for CHRO office based on meeting schedule, special events and ongoing initiatives and goals; liaised with CHRO direct reports on projects and action items.

Coordinated domestic and international meetings including all logistical preparations; meeting materials, IT support and catering.

Planned and project managed special events with outside vendors, managed event budget, venue selection, event set up, attendee registration and catering needs.

Scheduled and attended HR Manager’s meetings, took meeting minutes and tracked action items.

Project managed deliverables from HR managers and other internal and external constituents.

Corresponded with and coordinated tasks on behalf of CHRO with domestic and international offices.

Coordinated domestic and international travel; processed travel expense reports.

Prepared PowerPoint presentations.

Prepared correspondence and various ad-hoc Excel and Workday reports.

Tracked invoicing and processed payments.

Kept calendar for CHRO and maintained timekeeping and meetings according to shifting priorities.

Purchase card management; tracked expenses and reconciled statements, both my own and CHRO’s.

HR Coordinator duties; employee interfacing relating to benefits and company policies.

Office management / procurement.

PAST EXPERIENCE:

Executive Assistant to the President/Chief Executive Officer and Chief Operating Officer (09/2015 – 09/2016)

Aqua Lung International, Inc., Vista, CA

Executive Assistant to the President/Chief Executive Officer & Chief Operating Officer (08/2014 – 09/2015)

LightBridge Hospice, San Diego, CA

Co-founder and Executive Administrator (05/2008 – 08/2014)

Universal Technology Services, Inc., Oceanside, CA

Executive Assistant to President of Hospital Foundation (10/2002 – 05/2005)

Hoag Memorial Hospital Presbyterian, Newport Beach, CA

Executive Assistant to Chief Financial Officer

St. Joseph Hospital of Orange, Orange, CA (05/1996 – 10/2002)

EDUCATION:

Brandman University, Irvine, CA (2020 – 2021)

Attended coursework toward Bachelor Business Administration, Management & Organizational Leadership

Cypress College, Cypress, CA (2002)

Associate of Arts, General Studies - Graduated with Honors, GPA 3.84

PROFESSIONAL MEMBERSHIPS:

National Notary Association Society for Human Resources Management

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