Open To Work
Barb
Executive Assistant
San Jose,CA
Summary
Seasoned Executive Assistant with over 10 + years supporting C+ level, SVP in medium to large global technology firms in Silicon Valley. Over 7 + years working in start-up firms. Experienced in Event planning and team building. I thrived in forward thinking, fast paced and positive working environments.
Overview
12
12
years of professional experience
Work History
Executive Assistant
Altera
09.2022 - Current
- Manage two VP Executive leaders’ effectiveness through partnership on prioritization.
- Monitor executives time, screening and prioritizing appointments as well as all meeting requests.
- Gathers, prepares and provides meeting material for weekly staff agendas.
- Manages delegated responsibility; expense report submission and approval, resumes for open req’s.
- Streamline logistics for On-Boarding organization employee transfers and new hires, including off-boarding.
- Demonstrates strong accuracy and attention to detail while taking the initiative to manage logistics of the department/division such as maintaining divisional organizational charts.
- Facilitate space planning, strategic offsite events and team open forum meetings. Owns logistics and direction for organization events. Delegates as necessary. Proactively drives actions needed to ensure event success.
- Corporate volunteer for all on-site events, celebrations and company-wide events.
- Acts as deputy to SVP leadership during Sr. Administrative vacations, sick and sabbatical time-off.
Executive Assistant
Prezent.AI
04.2022 - 07.2022
- Effectively managing CEO calendar via Google calendaring.
- Utilized Salesforce to manage sales-lead cycles and customize lead assignment rules.
- Onboarding all new hires, this included ordering laptops and conducting weekly benefit orientation.
Executive Assistant
PAYPAL
11.2021 - 04.2022
- Managed strategic calendars to implement operating rhythms for the organization to proactively ensure preparation.
- Partnered with executives’ leadership to prioritize meetings and deliverables- streamline processes and increase efficiency.
- Effectively managed meeting cadence, schedules All-Hands, Team building and events – Global time zone.
- Collaborated cross-functionally with global team for meetings and events – logistics, events, off-sites, team lunches + celebrations.
- Prepared and track expense reports using Concur and track invoices and purchase orders via Ariba.
Executive Assistant
PAYPAL
01.2016 - 11.2021
- Extensive calendar management for multiple VP’s, including leadership teams within my organization.
- Provided on-boarding support to new team members. Process off-boarding requests.
- Supported HR business partner/recruiting team and hiring management team.
- Managed travel and department expenses reconcile reports.
- Purchase order management created and approved closed purchase orders.
- On-and off-site event planning experience; effectively organized quarterly department All Hands, team building, product celebrations.
- Facilitated large scale organizational moves which involved planning, timelines and collaboration with others on space allocations, and room for growth.
- Back up to SVP leadership during Sr. Administrative vacations, sick and sabbatical time-off.
- Volunteered all Corporate San Jose campus site 14 annual events per year.
Executive Assistant
KELLY-MOORE PAINT Corporate HQ
03.2014 - 12.2015
- Managed CEO and CFO calendars internal and external meetings.
- Prepared monthly Board meeting material including distribution to shareholders.
- Liaison to property management team, prepare property lease documents for signatures.
- Acted as a supporting role to VP of Marketing and SVP of Sales duties including event management and sales team events; Annual Sales Conference for + 300 sales representatives.
Skills
- Microsoft Office Suite
- MS Teams
- SharePoint
- CONCUR
- Ariba
- Workday
- Organizational skills
- Time-management skills
- Continuous improvement
- Process improvement
- Policy efficiency
- Cross-functional collaboration
- Discretion
- Independent work
- Teamwork
- Administrative support
Office administration
Executive support
Strong problem solver
Office management
Schedule & calendar planning
Information confidentiality
Customer Service-oriented
Expense reporting
Scheduling
Calendar management
Travel coordination
Meeting planning
Travel arrangements
Database management
Excel spreadsheets
Document preparation
Proofreading
Advanced MS office suite
Interpersonal communication
Process improvements
Travel administration
Team coordination
Microsoft office
Time management
Administrative support specialist
Work Availability
monday
tuesday
wednesday
thursday
friday
saturday
sunday
morning
afternoon
evening
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Accomplishments
- Planned corporate meetings, lunches and special events for groups of 180+ employees.
Timeline
Executive Assistant
Altera
09.2022 - Current
Executive Assistant
Prezent.AI
04.2022 - 07.2022
Executive Assistant
PAYPAL
11.2021 - 04.2022
Executive Assistant
PAYPAL
01.2016 - 11.2021
Executive Assistant
KELLY-MOORE PAINT Corporate HQ
03.2014 - 12.2015