Summary
Overview
Work History
Education
Skills
Accomplishments
Timeline
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Heather Contreras

Auburn,WA

Summary

Dedicated Executive Assistant with excellent experience. Maintains professional appearance and demeanor and expertly completes assigned tasks with focus on quality. Dependable and quick-learning team player with effective communication and organization skills.

Overview

11
11
years of professional experience

Work History

Executive Assistant

Amazon
04.2019 - Current
  • Complex calendar management for multiple leaders including one VP (L10), three GM's, (L8) four VP of Operations (L7), and two COO's (L6)
  • Own and distribute meeting minuets for weekly leadership team syncs
  • Managed logistics multiple Global All Hands including but not limited to logistics (room setup, Livestream services, catering, etc.,) slide deck creation, as well as owned various portions of deck
  • Point of contact for two global teams of 500+ team members
  • Coordinate OLR Meetings for both AWS Payments & Fraud Prevention management teams, including but not limited to ensuring all pre-work was done in a timely manner
  • Worked with international contacts to ensure successful international Summit Trip including coordinating customer meetings, keynote speaker prep, and team town halls with local teams
  • Develops, coordinates, and oversees execution of organizational space plan for AWS Payments and Fraud Prevention Teams including offices in Seattle, New York, and Canada taking team alignment and business needs into consideration when assigning space to ensure proper team collaboration
  • Implemented and streamlined processes that have improved efficiency of operation of strategic meetings i.e. understanding and enforcing prep work be done before allowing time on leader’s calendar therefore eliminating calendar churn.
  • Partners with HR business partners for talent reviews and finance team on Operational Planning to directly coordinate meetings to ensure achievement of joint business goals
  • Organizes team meetings and events such as staff meetings, All Hands, quarterly business reviews, and off- sites by making sure that prep work for meetings is done i.e. Quips, All Hands prep calls/All Hands
    walkthrough, and ensuring that Monthly Business Reviews are held monthly ensuring everyone is aligned for Quarterly Business Review.
  • Builds and maintains email lists for organizations ensuring that they update properly and runs quarterly audits on each alias to ensure that we have correct team members in each
  • Promotes team morale by organizing socials, maintaining snack stand, and ordering team merchandise management in Seattle and Canada
  • Organized and coordinated conferences and monthly meetings.
  • Responded to emails and other correspondence to facilitate communication and enhance business processes.
  • Process travel expenses and reimbursements for executive team and senior management group.

Business Administrator

Microsoft
04.2015 - 08.2017
  • Provide support to global team of 396 FTE's and 454 vendors
  • Effectively manage complex calendar, leveraging time appropriately, incorporating time management priorities and performance objectives
  • Coordinate and schedule meetings, events, and morale events (onsite and offsite) including logistics, material and agenda preparation, and travel arrangements for both domestic and international
  • Reconcile expense reports, ensure correct coding, and adherence to policy
  • Create/Track purchase orders totaling $10m+ ensuring spend within budget
  • Create/Manage DLs
  • Space Management
  • Processed employee expense reports quickly to prevent delays in payouts.
  • Represented company at conferences and seminars to boost outreach.
  • Fostered strong rapport with team members, vendors and stakeholders through consistent follow-up and communication.

Executive Assistant

Congressional Campaign
01.2012 - 08.2012
  • Organized and coordinated conferences and monthly meetings.
  • Responded to emails and other correspondence to facilitate communication and enhance business processes.
  • Processed travel expenses and reimbursements for executive team and senior management group.
  • Screened calls and emails and initiated actions to respond or direct messages for Congressional candidate
  • Set up and managed personal/event calendar
  • Coordinate speaking events and meetings with local unions
  • Travel arraignments for candidate as well as rest of primary team
  • Staying updated on current events and being able to articulate them during briefings between
    engagements.

Administrative Specialist

US Army
06.1999 - 06.2003
  • Processing of various forms to include leave forms, personnel action, service awards, evaluation reports, and legal actions
  • Served as Battalion Clerk – daily responsibilities included personnel accountability. Ensuring all soldiers were accounted for at Battalion level. 900 people.
  • Responsible for equipment exceeding $1,000,000 in value
  • Planned logistics of range drills and battalion field exercises
  • Managed calendars for 4 Senior Officers and 6 Senior NCOs
  • In charge of health and welfare of 5 lower enlisted soldiers
  • Processed classified documents
  • Managed and updated personal records
  • Served as Company Clerk – daily responsibilities included personnel accountability. Ensuring all soldiers were accounted for at Company level. 100 people.
  • Organized urinalysis testing
  • Organized Company physical fitness testing
  • Coordinated meetings between the Company, Battalion, & Brigade

Education

Associate of Arts - General Studies

College of Dupage
Glen Ellyn, IL
06.2010

Skills

  • Office Management
  • Travel Coordination
  • Event Planning
  • Accounts Payable/Accounts Receivable
  • New Hire On-Boarding
  • Calendar Management
  • MS Office Suite
  • Google Workspace
  • Adobe
  • MS Expense/Concur
  • SharePoint
  • Space Planning
  • Smartsheet
  • QuickBooks

Accomplishments

  • Honorable Discharge from the U.S. Army Active duty in 2003
  • Soldier of the Month at Company Level in March of 2000 and April 2001 Soldier of the Month at Battalion level for June, September, and October of 2000 and February, May, June, and July of 2002. Battalion Soldier of the Year 2002
  • Executive Assistant, 09/2018 to 04/2019
    Fanbank – Santa Monica, CA
  • Administrative Assistant, 11/2012 to 04/2015
    Convergint Technologies LLC – Seattle, WA
  • Office Manager, 10/2010 to 11/2011
    Quotient Inc. – Columbia, MD

Timeline

Executive Assistant

Amazon
04.2019 - Current

Business Administrator

Microsoft
04.2015 - 08.2017

Executive Assistant

Congressional Campaign
01.2012 - 08.2012

Administrative Specialist

US Army
06.1999 - 06.2003

Associate of Arts - General Studies

College of Dupage

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Heather Contreras