Executive Administrative Assistant & Operations

Emeline Vainikolo

Phone: 650-***-**** Email: *********@*****.***

**** ********** **, **********, ** 94010

Summary:

●Providing administration assistance or management for CEO, Executive Assistant and HR department.

●Lead the Management team as ‘Point of Contact with the Ability to make independent decisions/credible resources

●Manage Calendar and Travel arrangements for Meetings, Appointments and Conferences/Events (Onsite & Virtual)

●Utilize Oracle/Fingate for the Finance department, along with Audits of Company systems for Transactions

●Collaborating with HR department for company events to manage vendors and handle catering, venue services

●Inventory to scan and file - soft and hard copies for Corporate Office and Online Portal (SAP systems)

Skills:

●Google Suite / MS Office Suite

●Spreadsheets (including Smartsheet), SAP, Purchase Order

●Calendar management (Google, MS Office Suites, Calendly, Doodle)

●Travel management (Airline, Lodge, Other Transportation and Meals - Restaurants/Snacks)

●Expense Reports (including foreign/domestic travel reimbursements)

●Multiple Apps (including Zoom, Slack, Oracle, Envoy, Database, OPERA, JHU, PMS and Core)

Experience:

STANFORD MEDICINE (Healthcare) – Ascend Talent Solutions, Palo Alto, CA Sep – Dec 2024

Executive Administrative Assistant

●Assisting Stanford Medicine Healthcare (Emergency Department) Manager and Team with Administration work

●Managing the Onboarding and Work Schedule of Travel Nurses/Staff to the Stanford Emergency Department

●Coordinating pre-Training/Class events weekly (Reminders, Creating Excel sheets, Smartsheet and presentations)

●Events Coordinating; Calendar Management for Manager, Staff that involves Organizations or Hospital Departments

●Data entry vendor identification number, name, purchase order (PO’s) and billing status

TESLA INC. – (Collision Center), San Jose, CA Aug ‘23 – May 2024 Administrative Assistant

●Assisting M3, M2 and Supervisor with Administration work / heavy Calendar management and SAP system

●Managing the Finance section with Audits and Transfers/Transporters (third party)

●Analyzing Data to complete repairs per vehicle/visit to share with Estimators for plan/payments

●Analyze Purchase order (PO) data and follow up on missed supplier delivery date.

●Schedule meetings for repairs with Customers, Insurance and verify/complete transactions and payments.

●Handle financial transactions, including the reconciliation of expense reports and maintain accurate financial records.

●Perform daily invoice and expense report audits assuring data accuracy, payment and reimbursement reconciliations.

STANFORD UNIVERSITY (School of Med. BMIR/CIGH), VertiSystem Inc, Palo Alto, CA Oct ‘22 – Jun 2023

Executive Administrative Assistant

●Assisting Stanford Medicine Professor of Biomedical Informatics Research and Biomedical Data Science

●Assist in the submission of grant proposals, including creating, drafting, and editing documentation to meet deadline

●Managing the Finance (travel and expense reports for team members) of Center for Innovation of Global Health *Oracle and Fingate

●Handling Faculty Recruitment - Coordinating Colloquium Event (Presentation and Catering Event)

●Events Coordinating; Calendar Management; Travel Management

●Used SAP to process purchase orders (internal & external) and ordered office supplies.

Apple, TELUS International, San Jose, CA Aug – Oct 2022 Administrative Assistant

●Coordinated with researchers and scheduled meetings; Updated trackers and records

●Utilized Google Sheet, Google meet and Google voice to coordinate with Clients to set them up for research study

BAYSHORE TAX & CONSULTING, Palo Alto, CA Jan – Jun 2022 Administrative Assistant

●Assisting CPAs for a Tax firm with Calendar Management for 8-13 individuals On-site and remotely (Google Suite)

●Organized conferences and gave presentations for the Firm (Google Suites; Outlook PowerPoint)

●Assigned to Online portals for Company and Financial Institutions (meet with CEO, Director & Managers)

●Assigned to take care of online portals for Company and Financial Institutions (meet with CEO, Director & Managers)

ROBERT HALF – OFFICETEAM, Palo Alto, CA Sep – Dec 2021

Executive Administrative Assistant

●Administrative Assistant in HR department primarily for recruitment of Candidates

●Coordinate Interview Meetings; Calendar management, manual or system filings and ad hoc duties

●Filing soft and hard copies for Corporate Office and Online Portal, including I-9’s and international documentation

DIGITAL PROSPECTORS, Redwood City, CA Feb – May 2021

Office File Room Coordinator

●Filing and Cataloging Cancer Sequence Reports (Microsoft Office and Google Suites)

●Creating Master Worksheet and Key Legend details to mirror all Files of Documentation Online and inventory

●Analyzing all data found in File Room to assemble and record details for Online portal and Off-Site relocation

ROBERT HALF-OFFICETEAM, Palo Alto, CA Oct 2018 – Mar 2020

Administrative Assistant/Executive Assistant

●Administrative duties under CEO, Executive Assistant or HR department

●Coordinate Conference rooms / meetings on and off-site, Calendar management (Outlook and Google Suite)

●Correspondences, inventory, manual or system filings and ad hoc duties.

●Vendor Management for Office Appliances and Supplies / Food & Beverages including coordinating events

●Collaborate with Executive Assistant and HR to provide Administration coverages

●Handling purchases for Main Officials and General team

CROWNE PLAZA Cabana, Palo Alto, CA Oct – Dec 2018

Guest Services Associate

●Meet/greet guests; verify identification and payment for record (more than 200 rooms using Oracle’s Opera)

●Utilized the Oracle program to process hotel transactions of payment and reimbursement

●Arrange guest transportation via hotel shuttle service; Develop a centralized database to track concerns per shift

●Provide general secretarial support to the Front-End Manager, including, clerical duties

AVIS BUDGET GROUP, Kahului, HI Nov 2014 – Jul 2018

Rental Sales Associate

●Meet, greet, and qualify customers for the rental process with ID and credit card or method of payment

●Implement company policies to enforce rules, regulations and settle disputes with customers

●Report and assist the Marketing Manager with daily operations to ensure efficient workflow

Primerica Financial Services, Wailuku, HI Apr 2011 – Oct 2014 District Leader

●Obtain State Life Producer License to solicit Life Insurance

●Calendar management and scheduling for Regional Vice President/Manager that included travel arrangements

●Evaluates database for weekly seminars and team projects (PowerPoint presentations)

Education:

●High School Diploma, James B. Castle High School, Kaneohe, HI Sep 1998 - Jun 2002

*References available upon request

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