Executive Assistant & Senior Administrative Leader

Ana Santos

Spring, TX ***** +1-201-***-**** ************@*****.***

EXECUTIVE ASSISTANT SENIOR ADMINISTRATIVE PROFESSIONAL

Professional Summary

Results-driven Executive Assistant with 20+ years of experience supporting C-suite executives and Boards of Directors in corporate and healthcare environments. Expertise in managing complex calendars, coordinating high-level meetings, and handling sensitive and confidential information. Proven ability to streamline operations, support strategic initiatives, and maintain strong relationships with stakeholders.

CORE COMPETENCIES

Executive & Board-Level Support • Calendar & Travel Management • Board Meetings & Governance • Confidential Document Management • Project Coordination • Stakeholder Relations • HIPAA & OSHA Compliance

Technical Skills

SAP • eClinicalWorks • Salesforce • Microsoft Office Suite • QuickBooks • Kronos • Navrisk

Google Workspace • Asana • Trello • Zoom • MS Teams

PROFESSIONAL EXPERIENCE

Administrative Assistant

Cenergy International Services (ExxonMobil) – Spring, TX

January 2025 – Present

Process and review 50+ claims per week, ensuring accuracy and compliance with policy guidelines

Coordinate with 10+ internal and external participants daily to verify critical claim information

Maintain and organize AP documentation, including W-9s, lien waivers, contracts, and certificates of insurance (COIs)

Resolve claim discrepancies, reducing processing delays and improving turnaround time

Review and verify invoices for proper documentation, approvals, and compliance with company policies

Respond to high-volume inquiries (30+ daily), delivering timely status updates and customer support

Executive Assistant to Senior Management Team & Board of Directors

RiceBran Technologies – The Woodlands, TX

May 2018 – August 2023

Supported 5+ senior executives and Board members, managing complex calendars and priorities

Coordinated 10–15 board and committee meetings annually, including full logistics and materials

Organized Annual Shareholder Meetings with 100+ attendees, ensuring seamless execution

Prepared and delivered executive reports and presentations, improving leadership decision-making efficiency

Managed 100+ confidential legal documents, including contracts, trademarks, and patents

Collaborated with logistics and customer service teams to ensure timely delivery and resolution of customer issues

Assisted HR with onboarding and offboarding activities, including documentation, system access, and employee coordination

Operations Manager

Access Care MSO – Houston, TX

August 2015 – May 2018

Oversaw operations for 20+ administrative and clinical staff, improving team productivity

Implemented policies that increased operational efficiency by 25%

Managed budgets and financial reporting, maintaining cost controls within 5% variance

Led full-cycle hiring and training for 15+ employees, strengthening workforce capability

Ensured 100% compliance with HIPAA and OSHA regulations

Credentialing & Enrollment CAQH, Medicare, Commercial Insurance, Health Care Facilities

Administrative Assistant III

Hackensack University Medical Center – Hackensack, NJ

June 2002 – July 2015

Supported administrative operations in a high-volume healthcare setting serving multiple departments

Managed scheduling and documentation, handling 50+ daily administrative tasks

Improved document organization and accessibility, enhancing team efficiency

ADDITIONAL VALUE

Trusted partner to executive leadership with a strong track record of discretion

Experienced in fast-paced, high-pressure environments requiring accuracy and professionalism

Strong communicator skilled at working across all organizational levels

Education

Capella University - Bachelores in Business Administration - 2010

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