Gabriela Sanchez
Houston,TX
Summary
Accomplished Project Analyst and Administrative Professional with a proven track record at Texas Children's Hospital, adept in scheduling and executive support. Demonstrated excellence in coordinating high-stakes meetings and managing complex projects, ensuring seamless operations. Skilled in presentation design and meeting orchestration, enhancing operational efficiency and stakeholder communication.
Overview
9
9
years of professional experience
Work History
Project Analyst
Texas Children's Hospital North Austin
2022.01 - 2024.08
- Coordinated Design Meetings: Coordinated scheduling of all design meetings to guarantee availability of essential stakeholders, such as physicians, surgeons, and executives. This involved adept management of multiple calendars and alignment of schedules.
- Executive and VP Support: Worked directly with Executive and Vice President to prepare presentations for Board Meetings, ensuring clear communication of project progress.
- Agenda Preparation: Developed and distributed weekly agendas for Operations Meetings, identifying critical items for discussion to keep project objectives on track.
- Executive Meeting Coordination: Created and managed monthly Executive Meeting presentations orchestrated timely submission of materials and oversaw virtual slide control.
- Meeting Documentation: Recorded and distributed meeting minutes that capture key discussions, feedback, and decisions, ensuring clear communication and accountability among team members.
- Project Timeline Management: Met weekly with project managers, architects, design team, and construction team to monitor project timeline and clarify stakeholder inquiries so that project milestones were met.
- Surgical Instrument Management: Led meticulous tracking and assembly of surgical instruments, maintaining detailed records of instrument arrivals, outstanding needs, and vendor communications regarding delayed ETAs. Ensured precise inventory control and thorough follow-up to guarantee that all required instruments were available for surgeries while providing weekly updates to Neurosurgeon on status of instrument procurement and delivery.
- Logistics Coordination: Collaborated with warehouse and Supply Dock teams to create inventory reports. This ensured accurate and timely delivery of surgical instruments to appropriate departments.
- Travel and On-Site Oversight: Actively engaged on-site from October 2024 to February 2024, with weekly travel as necessary to oversee project progress and address any emerging challenges.
- On-Site Preparation: I created detailed walk-through documents and checklists for information systems (IS) items, medical equipment, and furniture before starting work on site. This involved collaborating with Equipment and IS team to acquire items that were missing and following up daily to get estimated times of arrival (ETAs) to ensure a successful launch on Day 1.
- Project Initiation and Leadership: Initiated and lead project to order lab coats for all Physicians, Surgeons and APPs, which involved conducting vendor outreach to obtain pricing and creating comprehensive survey to gather information on sizing and credentials. Successfully developed project framework to facilitate a smooth handoff to department administration for ongoing management.
Senior Administrative Assistant
Texas Children's Hospital
2018.01 - 2021.12
- Provided high-level administrative support to Senior Vice President overseeing multiple hospital campuses, including West Campus, Woodlands Campus, Center for Children and Women, North Austin and International Department. This included handling highly sensitive emails, documents and reports while maintaining confidentiality and accuracy for streamlined workflow and effective communication.
- Prepared and maintained daily spreadsheet with critical medical metrics for operational briefings, assisting leadership team in running efficient morning meetings for decision making in daily operations.
- Maintained personal schedule, professional calendar, and individual appointments for senior staff members.
- Proactively organized and managed weekly, biweekly and monthly meetings, ensuring consistent engagement with all direct reports and fostering effective communication and collaboration across hospital campuses.
- Organized logistics and materials for each meeting and took detailed notes for later dissemination to key stakeholders.
- Coordinated travel accommodations and created comprehensive itineraries to facilitate seamless travel.
- Reconciled business expenses on monthly basis, ensuring timely and accurate report out to Executive Leadership for approval.
- Categorized and processed sensitive documents with information of deeply personal nature.
- Answered multi-line phone system, routing calls, delivering messages to staff and greeting visitors.
- Maintained inventory of office supplies and placed orders.
- Acted as backup for other employees by providing support and adapting to requirements of department.
- Coached new employees on administrative procedures, company policies, and performance standards.
- Provided critical administrative support during Pandemic in Command Center, managing inbound calls from staff, addressing inquiries, and organizing daily report-out calls with all departments to ensure effective clinic operations; demonstrated exceptional flexibility in adapting to changing needs and schedules for support.
Administrative Assistant
Texas Children's Hospital Pavilion for Women
2016.02 - 2017.12
- Provided comprehensive administrative support to two Directors, streamlining departmental operations and enhancing overall efficiency.
- Conducted monthly reconciliation of business expenses, ensuring accurate financial reporting and adherence to budgetary guidelines.
- Scheduled and coordinated monthly and bi-monthly meetings for Director of Women's Services, preparing hardcopy reports on clinic productivity for effective discussions with Physicians.
- Extended support to Patient Education Center by preparing necessary documentation for Educators prior to classes, ensuring smooth operations. This included following up for participants who needed to be issued certificates.
- Offered office support to project managers by scheduling critical meetings with physicians and surgeons, contributing to successful execution of department projects.
Education
License - Real Estate
Allied School of Real Estate
Houston, TX04.2014
High School Diploma -
Yes Prep Public School
Houston, TX05.2011
Skills
- Scheduling
- Calendar Management
- Executive Support
- Meeting Support
- Presentation Design
- Transcription and dictation
- Excellent interpersonal skills
- Effective problem solving
- Travel Planning
Timeline
Project Analyst
Texas Children's Hospital North Austin
2022.01 - 2024.08
Senior Administrative Assistant
Texas Children's Hospital
2018.01 - 2021.12
Administrative Assistant
Texas Children's Hospital Pavilion for Women
2016.02 - 2017.12
License - Real Estate
Allied School of Real Estate
High School Diploma -
Yes Prep Public School
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