Senior Executive Assistant to C-Suite & Global Executives

Gichuan (Genie) Wong

720-***-**** *************@*******.***

Objective:

Seeking a permanent position Onsite, Hybrid or Remotely (Time Zone: EST, CST, PST and MST) within United States in a company that will allow me to use my 18 years of strong organizational skills, educational background, and people skills, utilize my background in an entrepreneurial environment. A “can do” and “will do” attitude, dependable “right-hand” person along with my strong attention to detail, and my ability to multi-task under pressure in a fast-paced environment.

Core Competencies

• Accounts Payable & Receivable Oversight

• C- Suite/Global Executives and Board of

Directors Experience

• Calendar & Time Management

• Communication skills with attention to detail

• Confidential and Sensitive Information &

Compliance

• Event & Meeting/Catering

Coordination/Preparation

• Falicity/Administration/Office Manager

Support

• HR Coordination & Employee Onboarding

• Meeting notes & Communication

• Process Improvement & Corporate Governance

• Regulatory Compliance

• Travel & Expense Management

• Vendor & Contract Administration

• Program and Project Management Support

• Industries experience: Non-Profit, Start Up, IT,

Healthcare/Hospital, Communication and Energy

• Team Leadership and Supervision of other

administrative employees

Technical Proficiency

Windows, Excel, Publisher, Power Point, Outlook, Access, CRM, Salesforce, Concur, Coupa, Oracle, Workday, ADP, Workforce, Microsoft Project, Visio, VCS, PMAT, JIRA, JAZZ, GovTrips, HTML, Mac computers, Quick Books, Smartsheet, Trello, Slack, Internet, Search engines, Photo Shop, Google Drive, Google Suite, Zoom, WebEx, RingCentral, Google Talk, iPads/Apple TV, Ariba, Secure, BSL, One Note, Adobe creative suite, Micro Strategy, Agile Methodology, Telecom, Share Care, Epic, AI Apps, ChatGPT.

United States Federal Security Clearance-Current

Work Experience & Key Achievements

Senior Executive Assistant to C-Suite & Global Executives/RES (Renewable Energy of America), CO/UK

(July 2022-Dec 2024)

• Provide administrative support to at least six-member Senior Leadership Team (SLT) members and provide senior level administrative support to the Global Services Executive Leadership team. Reporting to the Global CEO, SVP.

• Handled their corresponding departments serve as representatives of the assigned function by effectively managing telephone calls and/or visitors and ensuring consistent experience for all guests of the department or facility. Organized global retreats, team building events, provided white glove services for board of directors’ meetings.

• Coordinate large team meetings and/or conferences that may extend beyond immediate department support; ensure facilities, technology and materials or handouts are adequately prepared and distributed. Document, maintain and enforce policies and procedures in support of department leadership or business operations; serve as initial point of contact within the department for guidance, approval or routing to the appropriate parties on policies/ procedures that are administrative in nature.

• Manage calendar(s) assigned and ensure adherence to scheduled appointments; specifically responsible for the intake, prioritization and scheduling of new meeting requests, as well as supporting on-time transition between meetings or appointments. Coordinate travel on behalf of leaders or team members and ensure the appropriate lodging, car service and/or other necessary accommodation are secure; may be responsible for contracting with vendors to secure facilities and/or negotiate rates in the best interest of RES.

• Support department with general office duties and special projects, including but not limited to preparing presentations, meeting materials, onboarding/offboarding activities, coordinating print, administering the recognition program, ordering supplies, maintaining records and/or coordinating site events. Capture and distribute meeting minutes at leadership or other management or committee meetings. Supervised three administrative staff.

• Works independently and within a team on special, nonrecurring or ongoing projects at the discretion of assigned SLT member; plan and coordinate presentations, disseminate information, follow up with cross functional participants, design and deliver general correspondences, memos, charts, tables, graphs etc. and proofread/edit copy for spelling, grammar and formatting inconsistencies; may be accountable for accuracy and clarity of final copy.

Senior Executive Assistant/DaVita, CO

(Aug 2021-July 2022) (Contract)

• Provided support to the Chief Corporate Affairs Officer and Chief Legal Officer including Full Calendar Management and scheduling of all meetings, managing conflicts, and maintaining balance between work and meeting blocks Assisting with trial preparation, including organizing exhibits, taking notes. Strong organizational skills, excellent communication skills, and the ability to handle confidential information are essential. Serve as a liaison between attorneys and clients, providing information, answering inquiries, and ensuring smooth communication.

• Assisted in coordinating relationships with key stakeholders, including government officials, community partners, and media representatives. Assist in the production and distribution of company materials such as press releases and website updates. Assisted in organizing corporate events, conferences, and stakeholder engagements, including logistics, scheduling, invitations, and event materials.

• Acted as liaison and point of contact for executives with outside vendors, customers, board members, owners of organizations and with internal employees. Offered coverage for HR staff when they are on leave, assisted HR with payroll of entire staff using ADP and Workforce applications. Assisted HR with HR Ad Hoc projects, acted as liaison and point of contact for executives with outside vendors, customers, board members, owners of organizations and with internal employees. Offered coverage for HR staff when they are on leave. Assisted HR with payroll of entire staff using ADP and Workforce applications. Served as a point of contact for internal and external communications, screening and directing phone calls, emails, and correspondence. Ensure timely follow-ups and responses as required.

• Establish and maintain relationships with other administrative assistants to ensure ease of working together. Supervised 5 other administrative assistants within the department. Coordinate and schedule customer interactions on behalf of the Senior Directors. Schedule regular communication meetings with the VP of Strategic Operations and Director of Communications, to ensure that the Directors are well prepared for upcoming meetings and events. Managed a team of analysts to ensure policies are met. Coordinate the Quarterly Performance Review materials and work with the Director’s assistant to ensure effective communication. Schedule high level government meetings on behalf of the Director, ensuring security requirements have been met and logistics coordinated. Senior Executive Assistant/DaVita/Optum Health, MN

(Nov 2018-July 2021)

• Preparing legal documents such as wills, summons, complaints, responses, and witness summons. Readying materials for trial proceedings including documents, evidence and verifying information. Researching and compiling information that helps strengthen a case for the assigned lawyers. Communicating with Lawyers and clients to keep everyone up to date. Supporting Attorneys during trial by preparing documents, fact checking, preparing evidence for presentation and tracking case developments. Assisting with accounting and billing.

• Coordinating appointments, including all correspondence and logistics necessary. Studying case law as it pertains to the type of law that is practiced by the firm. Maintenance of a case log and/or file for reference and review. Maintain the environment/structure by updating job requirements and job descriptions for all positions. Organizing staff by establishing a recruiting, testing, and interviewing program; counseling managers on candidate selection; conducting and analyzing exit interviews; recommending changes. Prepare employees for assignments by establishing, conducting orientation and training programs.

• Maintain a pay plan by conducting periodic pay surveys; scheduling and conducting job evaluations; preparing pay budgets; monitoring and scheduling individual pay actions; recommending, planning, and implementing pay structure revisions. Ensure legal compliance by monitoring and implementing applicable human resource federal and state requirements; conducting investigations; maintaining records; representing the organization at hearings.

Business Intelligence/Program Analyst/Comcast, CO

(Oct 2017-Nov 2018) (Contract)

• Research, identify, and specify solutions to problems. Support and conduct visualization, user experience and configuration elements of solution design. Document requirements specifications using high-maturity methods, processes and tools. Support requirements management and change management. conducts in-depth productivity studies, operational studies, and collects statistical data to analyze findings and prepare comprehensive reports and recommendations. Attend several of meetings, including industry trade shows, remains in contact with business clients to maintain an awareness of client’s needs and programmatic changes impacting the program.

• Assess the adequacy of existing system services and develop plans to improve the quality and cost effectiveness of the current program. Responsible for strategic planning, business plan development, pursuit of new opportunities, lead movement into new areas of prescription drug, directs forecasting and goal setting. Reports on status of marketing, business development, clients, budgets, contracts, and all other responsibilities at applicable meetings. Performs other related duties as assigned Senior Executive Assistant to C-Suite/Chief of Staff/AllHealth Network, CO

(Oct 2016 -Oct 2017) (Laid off)

• Arrange meetings and conferences for directors; handles communications and travel arrangements along with presentations and meeting materials. In charge of coordinating monthly Board of Directors’ meetings, retreats, meeting logistics, and travels. In charge of both in-house and outside services booking appropriate flights, hotels, car services, etc. and making changes and/or cancelling as needed.

• Act as liaison and point of contact for executives with outside vendors, customers, board members, owners of organizations and with internal employees. Offered coverage for HR staff when they are on leave. Assisted HR with payroll of entire staff using ADP and Workforce applications. Along with HR Ad Hoc projects. Supervised five administrative staff.

• Coordinates employee meetings and group employee events such as quarterly updates, company retreats, holiday parties, off-site team building functions, in-house luncheons and other special events as needed. Handle routine tasks of managing the office (bills, supplies, etc.) Including supervised another administrative assistant. Creates, maintains and updates files, records, databases and/or other documents as required.

• Assist department directors in the development of accounting and HR policies and procedures. Assisted HR department in hiring, recruiting, training, on boarding process/new hire orientation. Assisted accounting team with bookkeeping; reviewed statements, prepared financial summaries, audits, and the office budget/expenses/credit cards/ keys/ credit reconsolidations/accounts payable/receivables and invoices.

• Responsible for arranging and managing incoming mail and faxes as needed. Responsible for directors and other senior leaders (as needed) weekly expense reconciliations; prepares and tracks expense reports. Served as the gate keeper for the executives, the point person for all outside vendors. Provide conflict resolutions, in a calm and swift manner. Establish and build a strong relationship with all the executive leadership teams. Ability to adapt to various competing demands and demonstrate the highest level of service and response to stakeholders.

Senior Executive Assistant/Chief of Staff/Department of Defense, DC

(Jan 2011- Oct 2016)

• Prepares the director’s daily schedule and distributes copies to the appropriate staff and members of the security details. Prepares detailed itineraries, including phone numbers, exact locations, and contact names. In conjunction with the other Chief of Staff and other key designers, briefing the directors on all scheduling activities and requests in coordination with the other executive assistants ensures that other directors are provided with briefing materials for each event by coordinating with event participants and the appropriate staff.

• Serves as a liaison for constituents and other senior level officials, and dignitaries. Always represent the Directors in the most professional and courteous manner. Supervises staff on daily activities and maintains an environment that fosters open communication and motivates staff to achieve their potential. Served as Chief of Staff on multiple occasions when the Senior Directors are away. Ten staff supervised, this included four executive assistants to ensure proper processes are in place.

• In charge of coordinating monthly Directors’ meetings, retreats, meeting logistics, and travels. In charge of both in-house and outside services booking appropriate flights, hotels, car services, etc. and making changes and/or cancelling as needed. Serves as liaison with industry clients to ensure contract compliance and overall customer satisfaction. Also conducts periodic meetings/calls with clients/ subscribers to assess any issues or additional needs. Promotes other consulting services of the department when applicable to satisfy client/subscriber needs. Maintains current rules and regulations relevant to client reporting requirements. Coordinates computer systems/telecommunication issues as related to program and client needs.

• Responsible for legal/contracts on behalf of the marketing program. Initiate contracts, RFPs and other efforts as directed by executive leadership. Coordinates with the program’s executives and operations manager for development of the operating budget. Evaluates priorities, alternative revenue sources, performance measures, and opportunity costs to recommend budget expansion or reduction. Budget development, processing and monitoring and based upon analyzed financial data make recommendations for changes. Arrange meetings and conferences for directors; handles communications and travel arrangements along with presentations and meeting materials.

• Held in-depth productivity studies, operational studies, and collect statistical data to analyze findings and prepare comprehensive reports and recommendations. Attend several of meetings, including industry trade shows, remains in contact with business clients to maintain an awareness of client’s needs and programmatic changes impacting the program. Assess the adequacy of existing system services and develop plans to improve the quality and cost effectiveness of the current program. Reports on status of marketing, business development, clients, budgets, contracts, and all other responsibilities at applicable meetings. Preformed varies of projects; manage in a clear comprehensive and thorough manner. Additional Experience details available upon request Education/ Certifications

• B.A. Business Administration, Indiana University-Purdue University of Indianapolis

• Microsoft Office Specialist (MOS)

• Certification /Professional in Human Resources (PHR) Certification in progress

• Member of Junior League of Denver

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