Executive Assistant Administrative
Resume:
Yvonne Pingatore
Huntington Beach, CA
Work experience:
Edwards Lifesciences, Irvine February 2024-July 2024
Administrative Assistant (contingent through Objectwin-Sadiq Kahn)
TMTT Sales Training
Duties include:
Filling in for employee out on maternity leave – report to Derek Powell
Use Coupa for POs/invoices
Work with vendors on logistics for events including hotels, restaurants, lead fitting, shuttles, photographer, catering, conference room reservations
Order scrubs for new employees from vendor
Order supplies and send swag out to new employees
Attend events to assist with logistics
Edwards Lifesciences – Derek Powell 317-***-****
Sumitomo Pharma, Irvine October 2023-February 2024
Facilities Coordinator (contingent through E-Systems)
Corporate Facilities
Duties include:
Maintain facilities needs for small office of 200 employees
Order and stock all office supplies, copier supplies, coffee supplies and request maintenance when needed
Keep track of all custodial needs and answer facilities requests
Assist Security employees with all security needs
Accept all packages and mail
Listen and forward all incoming voicemail messages.
Report any issues to management
Edwards Lifesciences, Irvine February 2023-August 2023
Administrative Assistant (contingent through Objectwin – Sadiq Kahn)
Global IT
Duties include:
Maintain executive calendars in Outlook
Schedule and create meeting invitations in Outlook
Assist EAs with event logistics, travel manifests, etc.
Submit expense reports in Concur
Order office supplies in Coupa
Submit catering requests for meetings
Schedule executive interviews for new candidates
Providence Healthcare, Irvine Aug 2021–January 2023
Executive Assistant /Medicare Advocate (contingent through Ultimate Staffing - Emi)
Medicare Group
Duties include:
Attend Medicare information events.
Executive expense report submission in Concur.
Distribute Providence medicare information and answer questions.
Assist Marketing Manager with data processing, shipments, etc. (Sam Olmstead 949-***-****)
Providence Healthcare, Irvine Jun 2021 - Aug 2021
Executive Assistant (contingent)
Marketing Group
Duties include:
Assist Marketing executive and maintain executive calendar using Outlook
Schedule meetings in Outlook
Assist department staff
Billing, invoices, reimbursements, POs
Bank of California, Santa Ana Oct2018 - Nov 2020
Executive Assistant
Human Resources, Internal Audit, Legal and Real Estate Banking Groups
Duties include:
Assist 2-4 senior executives
Maintain executive calendars using Outlook
Assist department staff includes onboarding of new employees
Corporate credit card maintenance using Concur
Executive expense report submission in Concur
Billing, invoices, reimbursements using Avid
Catering requests for onsite and offsite meetings
Travel arrangements including hotel, air and ground transportation.
Toyota Motor Sales, USA, Inc., Torrance Sep 1990 - May 2017
Executive Assistant
Toyota Customer Service, Lexus Customer Service and Quality Assusrance
Duties include:
Assist two or three executives and department staff
Executives = Vice President and Group Vice President/Officer
Maintain executive calendars with meeting, appointment and travel requests.
Schedule meetings and request catering when required onsite and offsite.
Create and maintain organization charts mostly in Powerpoint (copies on request)
Arrange travel itineraries includes handling all executive air and ground transportation.
Company credit card maintenance using JP Morgan software.
Maintained account with receipts, etc. and submitted to auditors monthly.
Purchased most large and small items for the department online and in stores.
Used credit card while working with Procurement for large events.
Handle confidential Human Resources related documentation which includes personnel files. Paper and later electronic files using Peoplesoft.
Ensure that all pertinent company information is communicated to all department employees includes payroll, HR, facility, emergency, etc.
Special Event Coordination: Includes large offsite meetings with up to 300 attendees sometimes with up to 50 international attendees, catering, presentations, production, etc.
Annual Charitable Contributions Campaign Coordinator: Organized several different department charity campaigns and competitions. Also gave charity presentations at department meetings.
Submitted charity reports to executives and management.
Periodically answer customer calls and directed to appropriate personnel.
Purchase order submission/maintenance and processing of related invoices on Peoplesoft software
Budget reconciliation on Quicken and Peoplesoft
Software – Primarily Microsoft Word, Powerpoint, Excel and Outlook
Educational Qualifications:
High school diploma
2 years at CSULB
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