Executive Assistant Administrative

CELESTE MONTALVO

408-***-**** **********@*****.*** linkedin.com/in/celestemontalvo

EXECUTIVE ASSISTANT

Versatile and resourceful Executive Assistant with extensive experience bringing order, productivity, and efficiency to executives, adeptly handling all matters of travel, logistics, meetings, accounting, and HR support. Thrives on easing workloads and known for projects being executed completely, accurately, discreetly, and with efficiency. Manages organizations’ finances and employee relations. Creates and protects sensitive intradepartmental arrangements and communications. Trusted by executives, departments, and clients. KEY SKILLS

Salesforce Outlook/Google- Calendaring MIRO Microsoft Teams SugarCRM Passport-Visa Renew SAP Concur Visio- ORG Charts ADP-HR Trinet-HR QuickBooks EXPERIENCE

Broadcom, San Jose, CA Feb 2024 - July 2024

Executive Assistant to VP of Engineering -Contractor- Mixed Mode Solutions

• Proactively maintained calendar and managed schedules and appointments, determining priorities, resolving scheduling conflicts, and ensuring efficient management and organization of meetings

• Prepare presentations in google slides & PowerPoint, utilizing data from google sheets & excel

• Reconciled expense reports, purchase orders and ordered supplies

• CRM filing of DocuSign contracts with customers and legal team

• Maintained up to date organizational charts, contact lists and email alias lists

• Assisted in planning and coordination of travel (domestic and international) including itineraries, visas, logistics, meeting prep, and last-minute changes

• Planed organized, and executed executive meetings, offsites, and assisted with logistics for events and activities. Handle everything from venue selection and catering to agenda preparation and follow-up actions. Coordinated audio, visual and web conferencing to ensuring effectiveness of meetings

• Oversee onboarding coordination, working with HR to ensure an effective onboarding experience AbbVie (Formerly Allergan) April 2018 - December 2023 Senior Administrative Assistant and Office Manager Supported General Manager, site leadership, and all departments by arranging meetings, events, and travel. Managed and organized meetings.

• Proactively maintained calendar and managed schedules and appointments, determining priorities, resolving scheduling conflicts, and ensuring efficient management and organization of meetings.

• Prepared expense reports, expedited, and tracked processing of all department expense reports, and purchase requisitions.

• Managed and coordinated departmental onsite and offsite events and meetings, including facilities and catering support as well as meeting logistics- videoconferencing, meeting venue, etc.

• Prepared agendas, organizational charts, materials, and compose and prepare routine correspondence as needed Managed office and general supplies for the facility and meet with venders to ensure office needs were processed correctly, efficiently and on time. Celeste Montalvo **********@*****.*** Page Two

Tidebreak, Inc. January 2013 - August 2017

Executive Administrative Assistant and Office Manager Successfully provided support to the CEO and staff

• Maintained Google calendar for CEO, monitored emails and responded to meeting requests.

• Processed expense reports, tracked spending, kept meeting notes for C-Level Executives.

• Arranged complex international and domestic travel.

• Successfully coordinated Board of Directors meetings, offsite events, and trade show logistics, vendors, freight, printing, travel, and staff agenda.

• Accurately used QuickBooks for invoicing, billing, printing checks and maintaining the accounting database Entered payroll using TriNet software and prepared document packages for new hire employees.

• In charge of office facilities and logistics to ensure the office was stocked with necessary supplies and office equipment was functional.

ADDITIONAL RELEVANT EXPERIENCE

Tensilica, Inc. (Now Cadence) March 2009 - December 2012 Executive Administrative Assistant

Provided reliable support to CEO, VP of WW Sales, Founder & CTO.

• Coordinated demanding calendar schedules and monitored emails.

• Competently coordinated domestic and international travel arrangements for employees and clients, prepared travel itineraries and processed visa applications for passports.

• Scheduled and coordinated meetings, arranged conference calls, booked meeting rooms, coordinated catering.

• Successfully coordinated external off-site conferences and team building events.

• Processed and tracked expense reports and maintained sales database using Salesforce.com.

• Diligently scanned and maintained contracts for the Sales and Legal Department.

• Performed general office duties including typing, printing, scanning, faxing, mailing, and shipping. HR Coordinator and Executive Administrative Assistant February 2001 - March 2009 Arranged conference calls, booked meeting rooms, coordinated catering for C-Level Staff.

• Coordinated domestic and international travel arrangements for C-Level Executives and employees.

• Maintained/updated the website for Human Resources intranet using Dreamweaver and posted job openings on Internet.

• Managed the Human Resources employee files diligently and accurately.

• Maintained the employee’s data base using ADP HRB website software.

• Arranged well-organized interview schedules for all departments working with recruiters.

• Conducted new hire orientation meetings and performed exit interviews.

• Prepared travel itineraries, processed visa applications for passports and arranged housing/transportation.

• Assisted the Accounting Department using QuickBooks for invoicing, printing checks and purchase orders Met with vendors, assisted with facilities operations, and investigated cost-effective vendors. PROFESSIONAL DEVELOPMENT

Central County Occupational School, San Jose, CA - Nursing, CNA, HHA License James Lick High School, San Jose CA – Diploma

Mission College, Santa Clara, CA – Microsoft Classes

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