Executive Assistant & Operations Leader

Gaylyn Sanders

Tacoma, WA phone: 253-***-**** email: *************@***.***

PROFESSIONAL SUMMARY

** ***** ** ********** ** executive level support, department leadership, administrative support, data-driven quality improvement, leader communications, and advanced critical thinking. Highly adaptable with a proven ability to identify, plan, execute, track, resolve, and close projects under pressure. I am a fast learner, kindhearted, hard-working, open minded, detail oriented, loves a challenge and a team player. I seek to always maintain open, positive, and effective communication with others.

EXPERIENCE

SR EXECUTIVE ASSISTANT MAR 2025 – CURRENT

MULTICARE HEALTH SYSTERM, SEATTLE, WA

Serve as Senior Executive Assistant to the President, managing complex executive operations, strategic calendar priorities, and high-level communications across the organization.

Previously supported the Chief Physician & Clinical Officer, coordinating executive priorities and facilitating collaboration across physician leadership and clinical teams.

Coordinate and execute large-scale executive events, including leadership forums, board-related gatherings, and organizational meetings, ensuring seamless logistics and a high-quality experience for senior leaders and stakeholders.

Act as a key liaison between executive leadership, clinical leaders, board members, and external partners to support organizational initiatives.

Prepare executive briefings, preparation, and meeting materials while managing sensitive and confidential communication while maintaining strict discretion.

Coordinate high-profile executive events and leadership engagements, managing logistics, stakeholder communication, and event execution to support strategic organizational initiatives.

EXECUTIVE ASSISTANT NOV 2022 –MAR 2025

AMAZON AWS SUPPORT, SEATTLE, WA

Supports two Senior Director for AWS Infrastructure Finance FP&A. AWS Infrastructure Central Finance (ICF) team owns the analysis and presentation of Infra financials, and serves as a strategic partner in driving the growth of the business. The ICF team provides financial insights across the Infra capex, opex and headcount investments. The team leads the consolidation of financial deliverables, standardizes processes, establishes key financial metrics, and develops tools and systems that enhance the speed of decision making.

Responsible for handling confidential information and maintaining professionalism in dealing with senior executives.

Performs a variety of complex administrative duties such as managing calendars, tracking key deliverables, compiling reports, communicate with different stakeholders, including rhythm of business planning and ongoing reviews.

Coordinate itineraries for domestic travel and completes monthly expenses.

Ability to play a leadership role, to think and plan ahead, delegate responsibilities appropriately, and manage time effectively.

Coordinates and organize team events including all hands, leadership offsites, team building activities, and happy hours.

ADMINISTRATIVE SPECIALIST VARIOUS DEPTS. DEC 2011 – NOV 2022

KAISER PERMANENTE, TACOMA, WA

Supports the Senior Director of Operations for Orthopedics, ASEM, Podiatry, Otolaryngology (ENT), Occupational Health, Rehab and Infectious Disease as well as Director of Operations for Oncology, Cancer Care, and Genetics along with their seven Service Line Medical Director throughout the Washington region

Performs a variety of complex administrative duties such as word processing, managing calendars, compiling reports, filing, and answering telephones in a complex departmental environment

Coordinate itineraries for domestic travel and completes monthly expenses

Provides information to top level management and external customers or stakeholders in a manner that requires in depth knowledge and understanding

Assisting and managing new hiring process including scheduling interviews as well assisting with onboarding new hires within the Speciality service division, including ordering equipment, access for all applications, supplies, onboarding training and EPIC classes, scheduling meet and greets tours, and credentialing.

Duties of a timekeeper include processing payroll, maintaining time sheets, accurately inputting time, report preparation, productivity report, and attendance data such as hours worked and pay adjustments while tracking overtime hours and approving compensatory time earned

Responsible for payroll Kronos system training and providing support for Clinician, acting as a liaison between Payroll and Financial Systems and Payroll for non-standard payments

Maintains established databases, generates routine reports from such data. Also creates complex spreadsheets/graphs using departmental and KFHPW information

Tracks/monitors budgets, posts data to ledgers. Reconciles invoices and resolves discrepancies

Completes full quality/accuracy review of data and analyzes data and formulates conclusions or recommendations beyond variance reporting

Coordinates and organizes projects, most without direction, schedules complex meetings and prepares materials such as agendas, docket, timelines, reports, and presentations

Develops timelines, prepares work plans and sets agendas sometimes without review

Maintained all LEAN visual boards, including daily data gathering, analysis and presentation at morning huddle.

Maintained all Concur accounts for 300+ staff, including submitting Kronos for GHP and GHC staff

Liaised between providers and attorneys for depositions and court trials

Managed group calendar, including scheduling meetings, planning, and executing office parties and events

Developed and executed Performance Feedback surveys, including analysis and reporting

Coordinate and manage databases with schedules of over 90 clinicians on multiple platforms on a day-to-day basis

Collaborate with managers to ensure correct implementation of new/updated processes and job breakdowns

Schedule CE Classes for RN, LPN, and HHA per Union rules, pay and monitors use of CE funds. FMLA – review and ensure that time has been entered correctly by Matrix and follows up with TM on when staff are returning to work.

Gather reviews and Attendance records and create letters for Performance agreement quarterly

OFFICE MANAGER/ACTING OPERATION MANAGER OCT 2008 – OCT 2011

FRSTeam, Fife, WA

Manage all accounting activities such as; AR, AP, journal, Human resource, and payroll

Responsible for preparing financial statement at month end and other assigned task for 3 branches

Responsible for all human resource functions, which included recruitment for employment, personnel records, employee and/or labor relations, job evaluation and compensation management

Build and maintain a relationship with property insurance adjusters, restoration contractors, and insured. Also maintaining existing accounts, attending industry and network events or trade shows, maintaining accurate information, developing key industry relationships

Review costs and product quality, modify production, and inventory control programs to maintain and enhance profitable operation of the facility

Make recommendations according to customer's needs on features, accessories, upgrades, and rate plans

EDUCATION

General Education, Hardaway High School - Columbus, GA

REFERENCES

Available upon request

Contact this candidate