Ana Moreira

Managed four complex executive calendars, scheduling meetings and appointments and coordinating travel arrangements to optimize time.

• Enhanced executive communications by drafting and editing emails, memos, and letters, saving 30% in response times.
• Coordinated high-level meetings, including logistics, room scheduling, A/V and video conferencing setup, and catering.
• Implemented office management best practices, streamlining administrative processes to enhance overall operational efficiency.
• Handled confidential and sensitive information with discretion and tact.
• Served as a liaison between departments to facilitate effective communication throughout the company.
• Fostered a positive work environment by coordinating events for staff members, promoting team-building activities and boosting morale within the workplace.
• Aided in the recruitment process by screening resumes, scheduling interviews, assisting with candidate selection, facilitated onboarding of new employees, ensuring smooth transition into the company culture.
• Ensured timely completion of action items by tracking progress and following up on delegated tasks from management.
• Maximized productivity by applying excellent time management skills, including clear objective setting, resource preparation, focused execution, and continuous progress review and adaptation.
• Aided in the creation of and editing of meeting materials and PowerPoint presentations.
• Processed travel expenses and reimbursements for executive team and senior management group via SAP Concur.
• Lay-offs coming in the first quarter of 2026 due to company acquisition and financial constraints.

• Provided comprehensive administrative support to the CEO and CFO, encompassing duties such as gatekeeping, calendar management, email monitoring and organization; responsibilities also included managing phone communications, drafting and editing correspondence and presentations, processing travel expenses and reimbursements, event planning and coordination.
• Arranged complex domestic and international travel plans, itineraries, and agendas; collected documents for travel-related meetings; coordinated on-site and off-site meetings and meeting agendas and materials.
• Led a team of Executive Assistants and support staff, driving performance enhancements through effective oversight of timely and accurate task completion; hired and onboarded the administrative staff, providing mentorship, guidance, and training on company administrative procedures, and best practices for optimal job performance.
• Enhanced employee retention and satisfaction by collaborating with Human Resources to resolve conflicts and implement employee engagement initiatives; a liaison among the CEO's office, Human Resources personnel, other executives, and staff, ensuring seamless communication and collaboration; assisted with recruitment, onboarding, training, professional development, and policy development to enhance organizational effectiveness; escalated employee concerns to the CEO and Human Resources for resolution, and assisted with other related matters as requested by the CEO.
• Coordinated events for staff members, promoting team-building activities and boosting morale within the workplace.
• Attended meetings on behalf of the CEO, taking detailed notes and ensuring follow-up actions were executed while maintaining strict confidentiality regarding sensitive information.
• Served as a liaison between the CEO's office and other executives and departments to foster effective communication.
• Collaborated with project management to oversee owner-related and ad-hoc projects, managing timelines and deliverables effectively.
• Facilitated efficient communication and engagement with potential investors by managing follow-ups, scheduling meetings, assisting with investor materials, and coordinating branding and events.
• Worked closely with the Managing Director of FP&A to address financial concerns and identify future budgeting needs, while ensuring timely processing of expense reconciliations in collaboration with the Finance team.
• Laid-off due to company financial constraints.

• Provided executive support to the C-Suite and SVP level executives in various industries, including Healthcare, Information Technology, Hospitality, Engineering and Construction, and Finance.
• Managed correspondence and communications, ensuring timely responses and follow-ups; managed executive calendars, scheduling meetings and appointments, processed expense reports and reimbursements, and extensive domestic and international travel arrangements.
• Handled logistics, catering, agendas and travel arrangements for meeting and event planning for the board of directors and the C-Suite.
• Supervised daily administrative operations, conducting regular audits to maintain adequate office supplies while prioritizing strategies, projects, and tasks based on a variety of factors.
• Reduced expenses through effective negotiation of vendor contracts for office supplies and services.
• Assisted Human Resources with hiring and onboarding processes, and contributed to budget preparation, leading to operational cost reductions.
• Handled confidential and sensitive information with discretion and tact.