Summary
Overview
Work History
Education
Skills
Education Dates
Other Experience
Languages
Timeline
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Beatriz Bigbee

Beatriz Bigbee

Administrative Professional
Livermore,CA

Summary

Experienced Office Manager and administration professional with 20 years of experience in overseeing wide variety of essential functions in bustling business. Analytical in optimizing productivity, efficiency and service quality across various offices within diverse environments. Highly organized with strengths in prioritizing tasks and managing deadlines.

Overview

22
22
years of professional experience
2
2
years of post-secondary education

Work History

Office Manager/Executive Assistant

Sonoma Biotherapeutics
South San Francisco, CA
01.2020 - 03.2024
  • Managed day to day processes and procedures to maintain a fully functional office (Corporate headquarters) including close interactions with the landlord, building engineers, café owner and other vendors
  • Provides effective & efficient administrative support to Chief Scientific Officer, VP - Discovery Sciences and research team
  • Schedules complex internal and external meetings which include various time zones
  • Manages all meeting logistics, agendas, presentation materials for leaders and teams including bi-annual IMPACT meetings, Scientific Advisory Board Meetings, and annual Investigator Meetings
  • Coordinates complex domestic & international travel arrangements; creates detailed travel itineraries and reconciles/submits expense reports in a timely manner
  • Serves as lead for planning key Company-wide events
  • Administrative liaison for internal/external business partnership
  • Supports Senior EA with Board-related events (Board Meetings, Board Committee Meetings, Board Dinners)
  • Maintains department distribution lists and team channels
  • Works with EA team to create a repository for shared content and calendars
  • Identifies and troubleshoots processes and procedures to make office operations more efficient and effective
  • Manages company swag for annual anniversaries, milestone celebrations and other special occasions
  • Coordinates numerous candidate interviews for HQ and Seattle offices including C-level openings
  • Fielding external inquiries and routing them to the appropriate departments for response
  • Managed corporate food service vendor.
  • As a startup company I was the first Executive Assistant that supported the CEO, CSO, CBO, CMO and various VP's
  • Worked closely with others to accomplish timely invoicing and accounts receivables.
  • Collaborated in timely processing of billing and accounts receivables. Assists Finance by forwarding invoices to bill.com
  • Prepared detailed documents and reports in adherence administrative processes.
  • Monitored and directed incoming mail and prepared outgoing mail.
  • Monitored and ordered office supplies to keep office stocked with resources necessary to function smoothly.

Executive Assistant

Parker Institute for Cancer Immunotherapy
San Francisco, CA
10.2017 - 12.2019
  • Provided administrative support to Chief Executive Officer, Chief Scientific Officer, VP of Research and VP of Business Development
  • Coordinate Travel arrangements, register for conferences and provide a complete itinerary for my Executives
  • Calendar management for internal and external meetings
  • Coordinated Conference registrations and travel arrangements
  • Reconciled monthly credit card statements
  • Prepared monthly expense report for reimbursement
  • Coordinated travel arrangements for visitors and/or guest speakers
  • Coordinated candidate interviews
  • Provided support during JP Morgan Conference and Board Meetings.
  • Answered high volume email inquiries.
  • Processed travel expenses and reimbursements for executive team and senior management group.

Administrative Coordinator

Lucile Packard Children's Hospital at Stanford
Palo Alto, CA
08.2015 - 06.2017
  • Provided daily administrative support to the Administrative Director of General Services at LPCH
  • Served as point of contact to internal and external customers
  • Handled and routed incoming calls
  • Served as Division STAR (the contact person for desk phones and cell phones)
  • Processed invoices and timecards
  • Served as Health Stream Administrator and primary resource to the Administrative Directors management staff
  • Responsible for management of the LPCH Fleet program and the Fleet Coordinator
  • Meeting coordination - scheduling, agenda preparation, and participation
  • Financial management - expense reports, reconcile credit card, and enter purchase requisitions
  • Travel arrangements - coordinated hotel, airfare, transportation, and itinerary
  • Department STAR- processed all cell phones, tablets, desktop telephones, computers, and software for staff.
  • Strengthened communication skills through regular interactions with others.
  • Identified issues, analyzed information and provided solutions to problems.
  • Coordinated and scheduled meetings and appointments to keep organization running smoothly.
  • Improved office operations by automating client correspondence, record tracking and data communications.

Executive Assistant/Office Coordinator

Lucile Packard Children's Hospital at Stanford
Menlo Park, CA
10.2010 - 07.2015
  • Assisted the Chief Revenue Officer and Director of Revenue Cycle Operations
  • Maintained daily requests for scheduling meetings, travel arrangements, monthly expenses, and corporate credit card reconciliation
  • Arranged candidate interviews as requested
  • Coordinated employee events in-house or off-site functions
  • Received incoming calls and routed accordingly
  • Maintained office supplies for departments
  • Filed reports and issues related building
  • Responsible for onboarding new hires to include ordering computers, phones, cell phones, access request and badge access
  • Maintained up to date the emergency contact information for Patient Accounting
  • Responsible for seating arrangements for current and new employees
  • Review bi-weekly timecards and submit to Payroll.
  • Screened calls and emails and initiated actions to respond or direct messages for managers.
  • Organized and coordinated conferences and monthly meetings.

Administrative Assistant II

Lucile Packard Children's Hospital at Stanford
Palo Alto, CA
10.2005 - 01.2014
  • Assisted the Chief Financial Officer, VP of Clinical Services and Front Desk Hospital Administration
  • Maintained daily requests for scheduling meetings and conference room reservations
  • Prepared travel arrangements, monthly expenses, and corporate credit card reconciliation
  • Scheduled candidate interviews as needed and assisted in coordinating employee events in-house or off-site
  • General office duties involved answering phones, mail distribution, ordering of office supplies, phones and cell phones
  • 2009 - Received the Grace Award on my third year of working for Lucile Packard Children's Hospital, this award is given to employees going above and beyond.
  • Screened calls and emails and initiated actions to respond or direct messages for managers.

Traffic Manager/Collections

KFAX Radio/Golden Gate Broadcasting
Fremont, CA
07.2003 - 07.2005
  • Maintained daily activities within the Traffic Department for two AM Stations
  • Checked broadcast orders for accuracy before entering into the traffic system
  • Maintained continuity accurate and current
  • Updated online rate per spot for programming information on both stations
  • Kept up to date log changes from Programming and the Traffic System (WICKS/CBSI)
  • Pulled daily logs, sales reports, and mailed monthly affidavits and statements to customers
  • Assisted the business office with distributing paychecks and phone coverage when needed
  • Maintained office supplies
  • Maintained and updated the employee list
  • Trouble shot copier and postage machines
  • Responsible for collections on past due accounts over 120 days and maintained the aging below 90 day
  • Collected mail from PO Box daily
  • Prepared daily deposits and Post payments to credit the proper account
  • Completed any audits requested by clients
  • Helped Stations to collect bad debt from accounts that were over 120 days collected over $30,000 in bad debt.
  • Developed and managed document tracking procedures and data gathering processes.
  • Balanced workloads and assigned specific tasks to team members in order to accomplish objectives.

Claim Benefit Specialist

Aetna, Inc.
Fresno, CA
06.2002 - 07.2003
  • Processed professional & hospital claims
  • Help to maintain and troubleshoot office equipment
  • Answer phones two hours a day for customer service
  • I was the top processor at a 98% accuracy and achieving daily quota.
  • Followed up with customers on unresolved issues.
  • Evaluated and settled complex insurance claims in strict timeframes.
  • Worked with claims adjusters and examiners to expedite processing in alignment with procedures.
  • Maintained confidentiality of patient finances, records, and health statuses.
  • Coordinated with contracting department to resolve payer issues.
  • Determined appropriateness of payers to protect organization and minimize risk.

Education

High School Diploma -

Mission High School
San Francisco, CA
09.1978 - 01.1981

Skills

  • Customer Service
  • Operations Management
  • Administrative Support
  • Inventory Control
  • Supply Management
  • Expense Reporting
  • Office Management
  • Mail handling
  • Scheduling
  • Facility Management

Education Dates

  • High School Diploma Mission High School 06/1981
  • Medical Terminology Hayward Adult School 06/1994
  • Windows 95, Microsoft Word & Excel James L. Adult School 03/1999

Other Experience

  • HR, Benefits & Payroll Administrator - All Advantage.com - 02/2000 -02/2002
  • Administrative Assistant - Office Team Temporary Agency - 01/1998 - 02/2000
  • Marketing Director/Customer Service - Plaza Industries/Rainbow - 08/1994 - 12/1997
  • Order Entry/Traffic Assistant - KTVU Channel 2 - 06/1993 - 08/1994
  • Collections, Credit & Traffic Manager - KBRG-FM & KLOK-AM Radio - 06/1986 - 06/1993
  • Receptionist/Traffic Assistant - Receptionist/Traffic Assistant - 01/1982 - 03/1986

Languages

Spanish
Full Professional

Timeline

Office Manager/Executive Assistant

Sonoma Biotherapeutics
01.2020 - 03.2024

Executive Assistant

Parker Institute for Cancer Immunotherapy
10.2017 - 12.2019

Administrative Coordinator

Lucile Packard Children's Hospital at Stanford
08.2015 - 06.2017

Executive Assistant/Office Coordinator

Lucile Packard Children's Hospital at Stanford
10.2010 - 07.2015

Administrative Assistant II

Lucile Packard Children's Hospital at Stanford
10.2005 - 01.2014

Traffic Manager/Collections

KFAX Radio/Golden Gate Broadcasting
07.2003 - 07.2005

Claim Benefit Specialist

Aetna, Inc.
06.2002 - 07.2003

High School Diploma -

Mission High School
09.1978 - 01.1981

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Beatriz BigbeeAdministrative Professional