Assistant Executive
Resume:
Keoni M. Fernandez-Calub
*** ******** ****, *******, ** 94618
*******@*****.***
Career Executive Assistant
Skills
• MS Word, Excel, PowerPoint, Outlook, Access on both PC and MAC OS X, SharePoint
• AS400, Mapics, SalesForce.com, PPS, MS Outlook, Concur, OpenGL, SAP
• Google Calendar, Google Docs, Google Mail
Professional Experience
RSI (Recruiting Solutions Incorporated) - San Francisco, California 09/11 – 9/12
Executive Assistant – (Contract)
(Short term contracts for companies such as WideOrbit Inc., American Academy of Ophthalmology)
• Provided Administrative support for the Chief Executive Officer and Founder, Chief Financial Officer, President, Director of Human Resources, Facilities Manager and their direct staff
• Coordinated complex domestic and international travels and maintained complex calendar changes
• Processed expense reports with associated departmental billing codes and processed reimbursement checks
• Drafted all offer letters using MS Word, Excel, PowerPoint, Outlook, Access on both PC and MAC OS X, SharePoint
• Served as liaison between departments, vendors, and distributors
• Sourced and recruited candidates, as well as confirmed travel, lodging and meal arrangements
Pacific Gas and Electric Company - San Francisco, California 01/11 – 09/11
Technical Assistant II – (Contract)
• Processed rebate applications according to current policies and procedures using MS Office, MAPICS, AS400, SalesForce.com, MDSS
• Entered customer and product information in appropriate systems
• Verified customer and product eligibility based on the program requirements
• Researched customer accounts, product discrepancies, and application issues and made the necessary corrections and adjustments to complete the process
• Performed quality assurance and reviews prior to payment to ensure information captured on hard copy are carefully verified and reconciled against electronic data
• Answered customer and contractor/retailer inquiries related to applications and obtain missing vital information for the project requirement
• Verified rejected applications and mail reject letters to customer
Dolby Laboratories, Inc. - San Francisco, California 03/10 – 08/10
Sales Coordinator – (Contract)
• Worked very closely with the Credit Department for credits and approvals along with the warehouse staff for stock availabilities, shipping, RMA’s, etc.
• Processed domestic orders daily from start to finish using AS400, Mapics, SalesForce.com, PPS, MS Outlook
• Answered, responded and documented approximately 450 daily calls from the 1-800 Sales Lines
• Liaison between departments, various vendors and distributors
• Organized and arranged breakfast and lunch orders for meetings
Deutsche Bank - San Francisco, California 12/04 – 07/08
Executive Assistant – (Contract position became permanent within six months)
• Supported Managing Director and team of 24, which would include SVPs, VPs, Managers, Assistant Managers, Traders, and Sales Assistants
• Scheduled heavy calendar for Managing Director and team, requiring gate keeping, schedule-juggling with continual changes, making judgment calls while coordinating with cross-functional schedules, coordinating conference rooms, and organizing office catering
• Managed extensive domestic and international travel arrangements, including visas and complex itineraries
• Performed high-level administrative duties and confidential assignments independently using MS Word, Excel, PowerPoint, Access, Outlook, Oracle, VPN Client, AS400, SalesForce.com, SAP, Concur, SharePoint, OpenGL using both PC and MAC OS X
• Prepared and coded extensive travel and expense reports and submitted to Corporate Accounts Payable Department for worldwide processing in a timely manner
• Acted as liaison between the entire Bond Department and upper management as well as their direct reports globally and entire 4 floors with large departments
• Submitted properly GL coded invoices from various vendors to Accounts Payable for timely payments
• Served as primary contact for all vendors on entire floor consisting of seven large departments
• Ordered and picked up daily breakfast and lunches for the traders and the entire department
• Was on-call 24/7 due to global travel and Market hours time difference
Spherion Staffing - San Francisco, California 10/03 – 12/04
Executive Assistant, Senior Administrative Assistant, A/P Clerk
(Short-term contract positions for companies such as Gap, Inc., PC Guardian, Macromedia, Reflect.com, Williams-Sonoma Incorporated, S3 Incorporated, Microsoft, Inc.)
• Managed heavy calendaring for Chief Executive Officer, Chief Financial Officer, Chief Business Development Officer, Chief Brand Officer, Chief Operating Officer, EVP
• Juggled schedules with continual calendar changes and made judgment calls
• Coordinated with cross-functional schedules; scheduled meetings, coordinated conference rooms, catering and travel
• Prepared heavy expense reports and submits to Corporate Accounts Payable Department for timely processing, avoiding late fees
• Relieved senior level executives of administrative details while adhering to highly sensitive and confidential information
• Acted as gate keeper and liaison
Organic Incorporated – San Francisco, California 03/99 - 08/03
Executive Assistant/HR Coordinator
• Supported the Chief Financial Officer, Chief Creative Officer, Director of HR Global Recruiting, Regional Recruiting Manager, and six of their direct reports
• Also supported VP of Finance, VP of Engineering, VP of Human Resources, VP of Client Integration, and all of their direct reports
• Coordinated extensive domestic and international travels with heavy calendaring
• Created several Board of Directors presentation materials using MAC and PC
• Verified expense reports and processed reimbursement checks in a timely manner
• Weekly processed and submitted a company wide Recruiting Status Report
• Played a critical role in the sourcing and recruiting of candidates and key Executive's by pre-screening, coordinating interviews, conducting reference checks, confirming travel, lodging and meal arrangements, as well as processing all offer letters
• Implemented a Gym discount program for employees and their families
Education
Phillips Junior College – Campbell, California 09/92 - 06/95
A.A., GPA 3.62
Paralegal, Concentration in business law, written and verbal contracts, and business communications
Military Experience
United States Army – Kaiserslautern, Germany 11/88 - 11/91
E4 Specialist (Honorable)
• MOS 54B – NBC (Nuclear, Biological and Chemical Warfare)
• Lieutenant Colonel’s assistant and driver
• Persian Gulf War Veteran and earned the following medals and badges:
o National Defense Service
o US Army Service
o Overseas Service
o Good Conduct
o Sharpshooter Marksmanship
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