Executive Assistant & Operations Support

Margo Renee Barba

346-***-**** **********@***.***

EXECUTIVE ASSISTANT ADMINISTRATIVE OPERATIONS DEPARTMENT SUPPORT

Executive Support Department Operations Communications Records & Documentation

Professional Summary

Administrative and operations professional with 14+ years of experience supporting high-volume departments, business leaders, customers, and cross-functional teams across healthcare, medical device, manufacturing, logistics, and commercial operations. Skilled in independently handling routine matters, coordinating communications, preparing and maintaining documentation, processing requests, protecting confidential information, and resolving time-sensitive issues. Proven ability to manage competing priorities, maintain accurate records, exercise discretion and sound judgment, and learn organizational policies, procedures, and systems quickly.

Core Competencies

Executive & Administrative Support Department Operations Correspondence & Communications Records & Document Management Confidential Information Forms & Request Processing Reporting & Data Tracking Customer & Employee Support Purchasing & Requisitions Cross-Functional Coordination Issue Resolution Policy & Procedure Compliance High-Volume Operations Multi-Tasking Deadline Management Organizational Support

Technology

Microsoft Outlook Microsoft Excel Microsoft Teams SharePoint Adobe Acrobat SAP Salesforce Oracle Power BI Smartsheet ERP/TMS Platforms EMR/EHR Systems

Selected Administrative & Coordination Experience

•Hospital & Leadership Support — Coordinated implementation, training, communications, troubleshooting, and ongoing support across hospitals and surgical facilities while partnering with hospital leadership and clinical teams.

•Systems & Process Coordination — Supported SAP and configuration-system changes through user testing, data validation, discrepancy identification, stakeholder communication, and pre-rollout verification.

•Process Improvement — Created a verification workflow using historical order and BOM data to improve accuracy and reduce duplicate or incorrect requests.

•Cross-Functional Coordination — Coordinated operational and product changes across Sales, Manufacturing, Supply Chain, Operations, Customer Service, and IT.

•Training & Procedures — Trained users on SAP workflows, product transitions, configuration requirements, new processes, and departmental procedures.

Professional Experience

Commercial Operations Specialist – Alcon

Official Title: Associate I – Commercial Management (Surgical)

Apr 2019 – Present, Houston, TX

Provided advanced administrative and operational support for a high-volume surgical medical-device business, coordinating requests, documentation, communications, system updates, product changes, and time-sensitive issues across Sales, Manufacturing, Supply Chain, Operations, Customer Service, and IT.

•Served as a primary operational resource for 24 Surgical Sales Representatives and approximately 120 physician practices and surgical facilities nationwide, independently addressing requests, questions, documentation needs, and operational issues.

•Managed a high volume of simultaneous requests and competing priorities, tracking requirements and following issues through completion while maintaining timely communication with internal teams and field personnel.

•Processed 40+ custom surgical pack requests weekly, maintaining accurate quotes, pricing, product configurations, BOM revisions, substitutions, service requests, delivery requirements, and supporting documentation.

•Prepared, reviewed, and validated business and system information for accuracy; identified discrepancies and coordinated corrections with Operations and IT prior to rollout.

•Maintained organized customer, product, pricing, configuration, and request information across business systems to support accurate records and efficient departmental workflows.

•Coordinated product transitions and operational changes by communicating requirements, dependencies, timelines, configuration changes, and customer impacts to internal teams and field personnel.

•Analyzed historical orders, product usage, inventory reports, and customer activity to validate information, identify discrepancies, support forecasting, and prevent duplicate or incorrect requests.

•Resolved material shortages, production delays, shipping issues, discontinued products, urgent substitutions, and other time-sensitive issues by coordinating across multiple departments.

Purchasing & Logistics Specialist - Aviva Metals

Jan 2014 – Apr 2019, Houston, TX

Managed purchasing, supplier coordination, inventory planning, inbound logistics, and administrative records supporting manufacturing operations and customer production requirements.

•Created and administered purchase orders from request through delivery, tracking pricing, lead times, order status, documentation, and material availability.

•Planned material purchases using inventory levels, production requirements, historical usage, stock availability, supplier lead times, and customer demand.

•Coordinated with domestic and international vendors, carriers, freight providers, warehouse teams, and internal departments to resolve late orders, delivery issues, and material shortages.

•Maintained purchasing and inventory visibility through ERP systems and Excel while communicating requirements and status updates to internal stakeholders.

•Negotiated supplier pricing, commercial terms, lead times, and delivery schedules while sourcing vendors and obtaining competitive quotes.

Import Specialist - Livingston International

Jul 2011 - Jan 2014, Houston, TX

Managed assigned customer accounts and coordinated high-volume international import activity, supporting documentation, regulatory compliance, records management, customer communication, and time-sensitive issue resolution.

•Prepared and maintained documentation, records, compliance files, daily logs, reports, and system updates.

•Coordinated communications with customers, carriers, brokers, and internal teams to maintain visibility and resolve issues.

•Assisted employees and customers with forms, procedures, regulatory requirements, documentation, and status questions.

•Maintained confidentiality, accuracy, and organization across customer records and communications.

•Managed multiple customer accounts and daily priorities simultaneously, ensuring required documentation and information were complete, accurate, and communicated to appropriate parties.

Clinical Specialist – RF Surgical

Jan 2009 – Jul 2011, Bellevue, Washington

Provided implementation, training, and operational support for surgical-safety technology across hospitals and surgical facilities, partnering with OR directors, hospital leadership, surgeons, nurses, surgical technologists, and perioperative teams.

•Coordinated multi-site implementations, staff readiness, training, troubleshooting, and ongoing system utilization.

•Built professional relationships with hospital leadership and clinical teams while coordinating communications and resolving workflow issues.

•Delivered hands-on staff training and translated technical system requirements into practical procedures and workflows.

Education & Certifications

Power BI Beginner to Pro Workshop Certificate

Google Project Management Professional Certificate

SAP – Materials Management (Procurement)

Certified Surgical Technologist (CST) – Sanford Brown College

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