Alyssa Kalua
San Mateo,CA
Summary
Talented professional considered knowledgeable leader and dedicated problem solver. Brings 7 years of valuable expertise to forward company objectives. Attentive to detail with experience in coordinating projects, programs and process improvements.
Overview
7
7
years of professional experience
Work History
Administrative Assistant
Apple
Cupertino, CA
05.2023 - Current
- Supports Senior Director of Reliability Engineering by managing their calendar, coordinating travel arrangements and supporting department wide cultural initiatives and ad hoc projects
- Manages two offices spaces in SCV by coordinating onsite facilities requests, stocking office and tech supplies, working with the FBMs to resolve building issues, and maintaining building access as the secure access manager (SAM).
- Coordinates new hire packages for all AMR sites by compiling required hardware/accessories and sending them to their iBuddy, followed with assigning new hires onboarding check list from our team confluence page.
- Coordinated a 300+ employee move from 5 buildings into 1 by managing seating allocations with leaders, cross functionally working with the FBMs and move team for smooth DAY1, and coordinating move communication for employees, destination building SAMs, and external teams effected by the move.
- Prepares internal processes and procedures that will work for our teams by partnering with EPMs and leadership on alignment, networking with the teams to understand need and current process, and documenting final procedure on internal confluence page to share with the org.
- Trains new administrative CE's on internal team process, admin ticketing system, and internal all tools necessary to support team requests promoting a consistent understanding of operational standards.
- Partnered with a colleague to create an admin onboarding training deck for our CE as a way to simplify the training process for those training new CE's every 6 months.
Administrative Business Coordinator
Adecco | Waymo
Mountain View, CA
07.2022 - 05.2023
- Supported 5 engineering leads with calendar management, team/project prioritization, time management, expense reports, travel arrangements, and assists with ad-hoc team projects as needed.
- Fostered relationships with organization leads and individual contributors to identify any team issues and needs to recommend course of action to the engineering org leads to ensure we actively keep up morale and culture across a 300+ department.
- Coordinated 3 team wide meetings on a bi-weekly basis by organizing speakers and content, slide deck preparations, and supports live meeting with advancing slides, recording, time keeping and manage live and pre-submitted questions.
- Coordinates seating for 300+ team to ensure smooth cross functional collaboration for 3 sites by actively working with facilities team in negotiating additional space, and ensuring our engineers have the right equipment to work effectively onsite.
- Led coordination of the Onboard Engineering Orientation Program which is a new hire session geared towards ramping up new SWE and Technical Program managers in their teams by managing speaker schedule, ensuring content is updated for 10 different sessions, and acting as point of contact for hiring managers and new hires may have about their teams and Waymo.
- Conducted research of financial activities for employee relations and travel budget within the department which resulted in creating a process to track individual sub team spend to ensure teams stay within the allotted budget for the year.
- Managed administrative logistics of planning, booking and facilitated multiple events across 4 teams ranging from 35 - 300+ teams.
- Created process documentation to help with work flow efficiencies within the administrative team in their onboarding process for contract admins to ensure they onboard more efficiently to support engineering leads in high paced environments.
Office Coordinator/Administrative Assistant
Genome Medical
12.2021 - 04.2022
- Managed onsite office coordination by greeting guests and employees at the front desk, facilitating in person meetings, and ensure people are following updated COVID protocols.
- Answered incoming phone calls and distributing voicemails and faxes to appropriate departments.
- Managed filing systems for electronic and hard copy documents to keep organized records.
- Generated slide deck presentation for monthly and quarterly companywide meetings to give updates on employee, customer engagement, financial progress, etc.
- Supported four c-suite leaders by organizing team off sites, resolve meeting conflicts, and schedule external meetings with other administrative assistants.
- Scheduled candidate interviews through Greenhouse, HR platform.
- Made references calls selected by potential candidates and uploads call transcripts to Greenhouse, HR platform.
- Planned a hybrid quarterly business review meeting for virtual and in-person attendees by coordinating food, venue space, hotel rooms for 65 people, and organized 15 in person meetings for various managers and team leads.
Senior Administrative Associate
Genentech
07.2019 - 12.2021
- Supported four Senior directors and their leadership team by: handling complex calendars including meeting scheduling and resolution of scheduling conflicts, created various documents including organizational charts, meeting agendas, presentation materials, etc
- Attended leadership team meetings to record meeting minutes and help anticipate needs of the team.
- Processed and submit expense reports to reconcile purchase cards.
- Booked reservations and travel arrangements for the leadership team – flight, hotel etc.
- Ordered catering for meetings and accommodate various dietary needs.
- Updated organizational chart of 150+ department monthly of new hires and departed employees.
- Coordinated weekly department meetings for 150+ attendees by gathering presenters, sending out agendas, prepping presentations, recording meeting calls, and distributing recording to global team members.
- Organized virtual interviews with external and internal prospective candidates for job openings within the department by scheduling one-on-one interviews & seminars that meet all DSPAC hiring requirements.
- Co-authored monthly department newsletter by gathering department updates, coordinates various writers, and organizing scheduled content through MailChimp.
- Onboarded new hires into the department by having their hardware deployed, providing company & department processes, adding new hires to appropriate communications, and providing general support in their first week of employment.
- Coordinated new hire packages of potential candidates by collect required contents based on the job role, compile them into AdobePro and submit said package to the leadership team and DSPAC for approval.
- Led extended leadership roundtable talks of 20+ attendees by advertising, monitoring attendees, collect questions & feedback, and hosting the monthly event.
- Coordinated promotion packages by collect required contents, compile them into AdobePro and submitting package to the leadership team and DSPAC for approval.
- Led a virtual department event of 100+ attendees by coordinating slides, branded gifts, prizes, tracking nominees & choosing winners, and hosting the event.
- Planned a three-day team building offsite that consisted of 80+ employees by organizing technology needs, accounting for all attendees, and working with variety of vendors.
- Organized end of year celebration that consisted of working with various vendors to coordinating food, entertainment, and décor for 100+ guests.
Vetforce Coordinator
Salesforce
San Francisco, CA
01.2019 - 07.2019
- Co-managed customer base of over 14,000 Military veterans and spouses to help gain Salesforce knowledge to find employment in the Salesforce ecosystem.
- Generated reports, dashboards, and campaigns to find comparisons, trends, and impacts within the Vetforce community on Salesforce.
- Conducted root cause analysis and resolved support tickets to enable Vetforce customers to better utilize Salesforce.
- Engaged with customers by posting job opportunities and training articles to Military veterans and spouses to support their career journey.
- Implemented and managed an inventory system for easy process flow to distribute swag and to save budget costs of storing inventory.
- Led logistics of a Vetforce event at TrailheaDX that includes inventory distribution, event set-up, and onsite logistical support that hosted our customers and partners.
Education
Project Management
Year Up Bay Area
San Francisco, CA07.2019
Skills
- Project Management
- Procurement
- Apple Suite
- MS Office
- Google Suite
- Data Analysis
- Database Management
- Customer Service
- Office Administration
- Event Planning
- Appointment Coordination
- Task Prioritization
Timeline
Administrative Assistant
Apple
05.2023 - Current
Administrative Business Coordinator
Adecco | Waymo
07.2022 - 05.2023
Office Coordinator/Administrative Assistant
Genome Medical
12.2021 - 04.2022
Senior Administrative Associate
Genentech
07.2019 - 12.2021
Vetforce Coordinator
Salesforce
01.2019 - 07.2019
Project Management
Year Up Bay Area