Remote Executive Assistant with 10+ Years Experience

AISHWARYA B USA Citizen

PREFERRED NAME “AASHI” *************@*****.*** 1-858-***-****

OBJECTIVE

Detail-oriented and proactive Executive Assistant with 10+ years of experience supporting senior leaders in global corporate environments. Expertise in complex calendar and domestic/international travel management, advanced Microsoft Office usage—particularly PowerPoint for executive-level presentations—and project coordination for leadership meetings and cross-functional initiatives. Proven ability to anticipate executive needs, manage confidential documentation, streamline administrative workflows, and ensure seamless execution of high-impact meetings and events in fast-paced, on-site settings.

PROFESSIONAL EXPERIENCE

Senior Admin T&E Specialist II – (Consulting Assignment) Mar 2025 - Sept 2025

Illumina.com, San Diego

Core Skill Set - Concur Expense Program (Admin Role), Global Travel & Expense Management (T&E)

Corporate Card Reconciliation & Administration, SAP & Vendor Invoice Processes (VIM Alternative), Appzen, Financial Reporting & Compliance, Cross-functional Collaboration, Microsoft Excel (Pivot Tables, VLOOKUP)

Exceptional Written & Verbal Communication

Serve as primary Concur Expense System administrator, supporting 300+ employees globally and maintaining system integrity.

Audit high-volume expense reports, ensuring strict adherence to T&E policies and accelerating reimbursement timelines.

Oversee global corporate card program, managing account setup, usage tracking, and resolving escalated discrepancies.

Provide responsive support to employees across EMEA, APAC, and North America, addressing inquiries with a customer-first approach.

Lead process improvement initiatives, reducing manual review time by 20% through automated workflow enhancements.

Assist with AP invoice processing and vendor coordination, supporting timely and accurate payments.

Developed onboarding materials and conducted T&E training for new hires.

Project Coordinator - Saattvik Foods Inc. — San Diego, CA Nov 2022 – Jan 2025

Saattvik Foods Inc, San Diego, CA

Core Skill-Set - Admin operations, Managed project budgets, expense tracking, invoices, Prepared Financial Statements, Project Planning, Buyer and Procurement, Organized meetings, events, conferences

Coordinated day-to-day project and office operations, ensuring smooth workflows, backend processes, and timely delivery of tasks.

Managed project budgets, expense tracking on pivot table and Excel, invoices, procurement, and monthly financial/status reporting.

Acted as a liaison between executives, internal teams, vendors, and external partners to ensure clear communication and alignment.

Supported project planning, meetings, events, conferences, and travel logistics in line with timelines and objectives.

Coordinated procurement activities, vendor relationships, contracts, inventory, and purchase orders.

Conducted market and operational research to support strategic planning, reporting, and decision-making.

Ensured compliance with health, safety, and organizational policies while maintaining accurate project documentation.

Monitored project and digital campaign performance metrics, analyzed trends, and recommended improvements to enhance outcomes.

Senior Administrative and Contracts Assistant Dec 2021 – Nov 2022

Acadia Pharmaceutical, San Diego, CA - (Contract via Phaidon Global Consulting)

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Core Skill Set- Administrative Expertise, Contract Management Financial Account Management and Reporting, Communication and Relationship Management, Project Coordination and Event Planning, Technical Proficiency and Problem-Solving

Managed administrative tasks for executives, overseeing confidential records and contract management.

Organized executive schedules, travel, visa coordination and logistics for various events and meetings.

Worked on Software’s -DocuSign, SharePoint and Agiloft contracts to assist with all the Clinical agreements.

Coordinated travel arrangement for the Senior VP and Directors for the medical conferences and hotel stays.

Maintained financial oversight with preparing Executive’s monthly reports via Concur.

Coordinated complex meetings, including luncheons and conferences, with external parties.

Collaborated with legal, finance, procurement, and sales to align contracts with business goals. Ensured regulatory and policy compliance, identified process improvement opportunities, and provide contract management training.

Executive Admin Oct 2020 - Oct 2021

Jazz Pharmaceuticals, Palo Alto, CA (Contract via Intelliswift)

Core Skill Set - Administrative Expertise – Calendar & Time Management, Travel Management, Financial Account Management and Bookkeeping, Expense Reporting, Project Coordination and Event Planning, Technical Proficiency and Problem-Solving

Performed and facilitated execution of administrative activities and procedures for the operation of an office or facility for the company

Provided administrative support to multiple departments, including managing calendars, coordinating meetings and preparing reports and resulting in a 25% increase in departmental efficiency.

Assisted with DocuSign, SharePoint and Ariba contract management to assist with all the confidential Clinical agreements.

Created MS PowerPoint Presentations for confidential projects for VPs and Executive Directors.

Handled expense reports, reconciliations, and corporate credit cards for Vice Presidents and Senior Directors.

Coordinated complex meetings, including luncheons, conferences, and team-building events with external participants.

Demonstrated advanced proficiency in Microsoft Office Suite, enhancing document and presentation management and problem-solving skills.

Business Administrator Aug 2019 - Feb 2020

Genentech-Roche, South San Francisco, CA (Contract via Talentburst)

Core Skill-Set - Administrative Support and Calendar Management, Contract Drafting, Review, and Administration, Project Administration, Travel Booking and Expense Reporting, Office Supplies Management, Onboarding Facilitation and Professional Development,

Prepared and updated reports, correspondence and other documents. Coordinated planning and scheduling of meetings and events.

Prepare, draft, review, and manage various types of contracts, ensuring compliance with company policies, legal requirements, and industry standards. Maintain contract records and monitor performance to ensure all parties fulfill their obligations.

Organized daily meetings, project administration, travel arrangements, expense reporting for C-level executives using Concur, Google suit, Zoom, Webex ensuring accuracy and compliance.

Managed office supplies inventory through Staples and Amazon, ensuring adequate stock levels.

Ensured smooth and efficient operation of the business by managing resources, processes, and personnel

Achievements:

Successfully organized the Roche-Genentech grand Diwali Party, hosting more than 500 guests.

Executive Administrative Assistant Apr 2019 - Jul 2019

Clorox, Pleasanton, CA (Contract via Vertisystem)

Core Skill Set - Administrative Support for Finance Leadership, Travel Booking and Expense Reporting, Office Supplies Management, Onboarding Coordination, Special Handling and Record Management, Assistance with Onboarding Documentation

Provided administrative support to the VP of Finance, Director, and Procure to Pay Team.

Managed travel bookings with Diamond Direct Tool and handled expense reporting through Concur.

Maintained office supplies inventory via Insight and Staples for seamless operations.

Facilitated new hire onboarding using SMART and Facilities Request systems for efficient transitions.

Managed special handling checks via FedEx and updated records spreadsheets for team processes.

Administrative Assistant Apr 18 – Feb 19

Stanford University, Palo Alto, CA

CVS Caremark, Buffalo Grove, IL Oct 15 – Aug 17

Administrative Assistant - Benefits

TECHNICAL SKILLS

Microsoft Office Suite

Google Workspace

Google suite/ Drive

Outlook

WebEx/ Microsoft Teams

Zoom

SharePoint

Workday

Concur

Agiloft

Social Media Platforms

AI Certified

EDUCATION

Bachelor in Arts (Honors) Economics - Portland State University, Portland, OR 2007

Certificate in Social Media for Business- Harper College, Chicago, IL 2016

AWS Certified Course in Artificial Intelligence 2025

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