Diverse Executive Assistant

NORMA AVILA

**** *. ****** *** • Centennial, CO 80015

(303) 359- 8222 • ********@*******.***

SUMMARY OF QUALIFICATIONS

Diverse bilingual Executive Assistant, energetic, strong expertise in time management and organizational skills, proficiency in the usage of all standard business machines, MS operating systems, Visio, Adobe Acrobat, Illustrator, Clarity/NIKU, Open Workbench, Outlook and Lotus notes, allow me to provide a full complement of administrative support functions.

PROFESSIONAL EXPERIENCE

CIGNA HEALTHCARE, GREENWOOD VILLAGE, CO 8/2008 - 11/2008

PROGRAM COORDINATOR

Collaborated with program team members to develop, monitor, and update project schedules.

- Developed, monitored, tracked estimates to complete (ETC), estimates costs at completion (EAC), commitments and expenditures, program progress and productivity, work plans and schedules, work breakdown structure (WBS) cost coding, earned value measurement and change management.

- Coordinated and updated from Clarity NIKU and Workbench, including adding, removing, adjusting and maintaining projects and resources in project work plans.

- Attended program leadership meetings, prepared to discuss issues and answer questions relevant to program costs, commitments and resource utilization.

KAISER PERMANENTE, DENVER, CO 6/2007 - 8/2008

PMO PROGRAM COORDINATOR

PMO value-added services included dashboard, status reports, roadmap, scheduling, resource allocation, variance analysis, project expenditures and forecasting by coordination to and from Clarity/NIKU Workbench and Business objects.

- Generated and distributed ad hoc reports using various business systems and database, weekly summarized data gathered and reported to the Regional Information Officer.

- Proactively developed vital project intake process to facilitate implementation of aggressive company strategy.

- Reviewed project contract to ensure correct project setup prior to entry, set-up new projects and closed projects when requested by Project Manager after reconciling Work in Progress and budgets.

- Ensured project accounting transactions were processed accurately and in accordance with company policies

- Assisted regional accounting manager with reviewing and correcting WIP discrepancies and reconciliation of variances.

KAISER PERMANENTE 11/2005 - 6/2007

EXECUTIVE ASSISTANT

Performed high-level administrative and logistics support to highly demanding CO Regional Information Officer.

- Understanding of RIOs calendar for potential scheduled appointments and commitments, to maximize executive’s work time, while ensuring priorities were met; prepared executive for daily meetings/events.

- Proactively resolved priorities of issues/problems, and handled them directly or referred to knowledge individual for resolution.

- Professionally handled highly confidential and sensitive matters and maintained smooth operation of office when RIO was unavailable.

- Scheduled and organized travel arrangements, prepared and submitted associated expense reports for timely reimbursement.

- Coordinated events by planning, logistics, attendee confirmations, negotiation with facilities, caterers, issuing information, controlled event budget, prepared and distributed agenda and related materials.

- Provided administrative support for the Senior Management team to include calendar, meetings, travel arrangements, submission of acquired expenses.

- Maintained direct reports vacation, and acquired materials for IT staff evaluations.

THE MEDICAL CENTER OF AURORA, AURORA, CO 9/2001 - 11/2005

EXECUTIVE ASSISTANT

Performed related work as assigned by the Chief Operating Officer or required by the nature and scope of the position.

- Responsible for keeping the COOs calendar, scheduling meetings, responding to emails and written correspondence, greeting guests, physicians and liaison for hospital volunteers.

- Anticipated and independently made decisions for the office by determining the appropriate documents, reports, policies and procedures as required by State law.

- Follow-up phone calls and mail to further utilize this knowledge to organize and route all correspondence as appropriate.

- Scheduled and organized travel arrangements, prepared and submitted associated expense reports for timely reimbursement.

- Coordinated and hosted successful seminars, creating invitations and promotional materials.

- Participated organizing the annual hospital community 9Health Fair site, and maintained event budget.

- Handled procurement of furniture, fixtures and equipment for office and clinical operations.

- Conducted in-depth and compliance reviews of all information affecting office security, catastrophic and evacuation policies and procedures.

CONVERGENT GROUP, ENGLEWOOD, CO 9/1994 - 6/2001

EXECUTIVE ASSISTANT

Performed related work as assigned by the Business Development Executive Officer or required by the nature and scope of the position.

- Managed and prioritized executive calendar, arranged and prepared material for meetings, conference calls and other traditional support functions.

- Scheduled and prepared travel arrangements, submitted expenses in a timely manner for reimbursement.

- Compiled and analyzed data, prepared standard and ad hoc reports for sales team.

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