Cynthia Portillo

• Managing multiple executive calendars, scheduling meetings and appointments.
• Coordinating travel accommodations, logistics, and itineraries.
• Preparing meeting agendas and taking meeting minutes.
• Handling confidential and sensitive information with discretion and tact.
• Identifying, prioritizing, and escalating issues as appropriate for consideration and review.
• Prepare, reconcile, and submit expense reports through SAP Concur.
• Facilitating communication with departments, leadership, and administration while maintaining discretion and confidentiality.
• Proofreading and formatting letters of recommendation.
• Supporting in the planning, organizing, and executing of a variety of projects and initiatives.
• Liaison and point of contact to the Internal Advisory Committee and External Board of Directors.
• Successfully coordinated details and logistics for the first faculty retreat with over 100 faculty in attendance.
• Coordinated the annual science lab retreat to take place in Northern California with 26 scientists.
• Facilitating town halls and logistics
• Create PowerPoint presentations, evaluations, and spreadsheets.
• Supporting Guerin Children’s science lab in scheduling meetings, organizing annual retreats, sending communication, and organizing talks and seminars.

• Promoted to Executive Assistant to the CEO, President and Chief Operating Officer, and General Council.
• Handled confidential and sensitive information with discretion and tact.
• Managed executive calendars, scheduling meetings and appointments and coordinating travel arrangements to optimize time.
• Organized and coordinated conferences and monthly meetings.
• Processed travel expenses and reimbursements for the executive team, ensured corporate credit card charges were correct, and payments were made on time.
• Created PowerPoint presentations, agendas, and data tracking with Microsoft Office Suite.
• Worked together and formed strong partnerships with other Executive Assistants.
• Coordinated conference calls and virtual meetings across different time zones that required significant coordination and follow-up.
• Strategically prioritized day-to-day needs and addressed them in order of importance.
• Coordinated with IT for any tech or AV-related needs.
• Assisted and coordinated special projects and events for executives.
• Notary to the General Council

The Coca-Cola Company | Executive Assistant to VP, Head of Latin Affairs

• Managed the VP calendar and booked travel arrangements
• Liaison for Coca-Cola’s Hispanic Advisory Council
• Coordinated events and worked on special projects to give back to the community.
• Submitted documents for legal review and approval through the Government Dealings Approval Tool
• Steward relationships with multiple Latino government organizations sponsored by the Coca-Cola Office of Latin Affairs.
• Submit expense reports through Concur, budget keeping, and data tracking via Microsoft Office.
• Vendor set up and submitted invoices.
• Ensure direct and open communication among the VP, staff, and general public while maintaining the highest level of confidentiality.

• Managed VP and CDO’s schedule, arranged conference calls and virtual meetings
• Submitted expense reports and bookkeeping
• Organized and coordinated conferences and monthly meetings.
• Screened calls and emails and responded accordingly to support executive correspondence.
• Handled incoming and outgoing mail, email and faxes.
• Supported in event coordination and fundraisers such as CHOC Walk at Disney Land, Gala, Classic (golf tournament), Donor home fundraiser events, Unidos Por CHOC
• Updated and maintained confidential databases and records.
• Prepared agendas for the Leadership Team and All Staff Bi-Weekly meetings
• Booked flights, ground transportation, and hotel accommodations

• I was promoted as assistant and coordinator to the Internal Medicine Program Director, Vice Chair of Education, and eight Chief Residents.
• Selected for a staff award by Medicine residents
• Coordinator for Medicine Grand Rounds – utilizing QR codes for paperless sign-in and evaluations.
• Bookkeeping, submitting expenses, and educational reimbursement submission and tracking.
• Coordinated hospital rotations for visiting residents coming from outside facilities.
• Notary to the Medicine House staff and faculty.
• Coordinating multiple daily educational lectures that are curriculum requirements for Medicine residents.
• Scheduled meetings, listened to voicemails, and sent meeting reminders and Outlook calendar invites.
• Set up catering orders, AV support, agendas, and presentations for meetings.
• Kept records and sent confidential letters to review exceptional hospital cases regarding morbidity and mortality.

• Contributed to the administration, organization, and development of this newly opened office.
• Educated parents/patients on the proper use, care, and maintenance of eyeglasses and contact lenses.
• Children ages ranged from 3 months to 18 years of age, and the majority were special needs and required detailed and specialized care.
• Calibrated seg heights, vertex, and pupillary distance and pantoscopic tilt to customize eyeglass orders and create perfect fit.
• Filed claims with vision and medical insurance companies to garner payment for optical services.
• Maintained a safe, clean, and organized environment to increase patient comfort.
• Opened and closed the optical shop, handled payments, and ran nightly financial reports.

• Supervise visiting optometrists and associates on the sales floor.
• Managed the optometrist schedule and appointment book
• Established connections with product representatives and surrounding businesses
• Trained and developed staff to properly use pre-testing equipment and how to present to patients
• Verified and updated patient records promptly to guarantee accurate prescription information.
• Set up attractive displays, shared current promotions, and offered excellent customer service to increase satisfaction.
• Utilized advanced knowledge of ocular anatomy, physiology and optics to provide proper eyewear.
• Performed basic vision testing for new patients.