Heather Gallegos
San Diego
Summary
Dynamic Executive Assistant with extensive experience at Qualcomm Technologies, adept at managing complex travel logistics and high-level calendar scheduling. Proven track record in event coordination and expense reporting accuracy, complemented by strong communication skills and proficiency in Microsoft Office. Committed to supporting executives and enhancing operational efficiency. Forward-thinking Executive Assistant accomplished in aiding company leaders with key functions. Gifted at managing busy schedules, organizing projects and providing stellar administrative support to executive team. Analyzes, prioritizes and completes tasks with professionalism and sound judgment. Multitalented professional with several years in top-tier organizational support. Skilled at close work with senior executive team. Robust history offering office management, support staff management, training, supervision and event planning. Excellent research, project support and organizational abilities.
Overview
25
25
years of professional experience
Work History
Executive Assistant Asst to VP/SVP
Qualcomm Technologies
San Diego
08.2012 - Current
- Support SVP and 5 VP’s of Graphics and a group of 1200+ people.
- Manage 4 calendars, coordinate and set up meetings, both on and offsite, coordinate lunch meetings, heavy and complex travel both domestic and international, coordinate and prepare travel Visa's as need for international travel, coordinate and set up conference registrations, prepare heavy and complex expense reports, prepare procurement requisitions, email management, order office supplies, act as liaison with high level executives, work and coordinate with other department secretaries, internet research for particular topics that pertain a project and or subject, keep confidential information, assist with all other administrative requests.
Senior Secretary
Qualcomm
San Diego
12.2011 - 04.2012
- Support 2 VP's of Product Management and a group of 50.
- Manage 5 calendars, coordinate and set up meetings, both on and offsite, coordinate lunch meetings, heavy and complex travel both domestic and international, coordinate and prepare travel Visa's as need for international travel, coordinate and set up conference registrations, prepare heavy and complex expense reports, prepare procurement requisitions, email management, order office supplies, act as liaison with high level executives, work and coordinate with other department secretaries, internet research for particular topics that pertain a project and or subject, keep confidential information, assist with all other administrative requests.
Administrative Assistant II
Cricket Communications
San Diego
07.2009 - 03.2010
- Supported VP of Devices/Marketing.
- Heavy calendar and email management.
- Travel arrangements – Domestic and International.
- Meeting arrangements in house and offsite.
- Note documentation for all department meetings.
- Onsite and offsite luncheons.
- Cell phone research for Device Department.
- Weekly excel reports.
- Maintenance of sensitive and confidential information.
Office Manager
Cricket Communications
San Diego
09.2008 - 07.2009
- Supported RVP of SW Region.
- Managed the SW Regional Office/Building.
- Maintained all office issues.
- Log and code invoices for payables and receivables.
- Travel arrangements.
- Heavy calendar and email management.
- Meeting arrangements in house and offsite.
- Coordinated quarterly meetings for 100 -300 people.
- Created quarterly newsletters.
- Managed the notes and agendas for all weekly meetings.
- Maintained and prepared quarterly newsletters for the SW Region.
- Expense reports.
- Office supplies.
- Purchase orders.
- Contact management.
- Maintenance of sensitive confidential employee files.
- Set up in house interviews for prospective candidates.
- All other misc. administrative requests.
Administrative Coordinator IV
Jack in the Box Corporation
San Diego
08.2007 - 01.2008
- Supported 2 DVP’s in the Marketing Department.
- Documentation management.
- Lotus Notes calendar and e-mail management for executives.
- Domestic and international travel arrangement.
- Scheduled online meetings, in-house meetings and conference calls.
- Presentation preparation.
- Take meeting notes and compile into presentable format.
- Typed documents, filing, faxing, e-mailing and internet management.
- Created purchase orders and purchase requests.
- Budget maintenance.
- Maintain sensitive records and files.
- Arrange group and department meetings.
- Office supply ordering and maintenance.
- (Temporary)
Sr. Administrative Executive Assistant
MedImpact Healthcare Systems
San Diego
08.2006 - 07.2007
- Assisted with supporting Sr. Vice President and Vice President in the Operations Dept.
- Documentation management.
- MS outlook calendar management for executives.
- Database management.
- Scheduled online meetings, in-house meetings and conference calls.
- Presentation preparation.
- Typed documents, filing, faxing, e-mailing and internet management.
- Created purchase orders and purchase requests.
- Daily reports.
- Maintain sensitive records and files.
- Arrange group and department meetings.
- Workflow coordination/Assign tasks.
- Receive and log all invoices for the department and ensure that all invoices are signed and appropriately distributed to the Accounting department for final payment.
- Office supply maintenance.
- Travel arrangements, Domestic and International.
- Travel expenses, timesheet entry for executives.
- Scheduled phone and on site interviews for prospective candidates.
- Special event planning on and off site.
- Complete projects as assigned in a timely manner.
Administrative Coordinator
FICO (formly Fair Isaac Corporation)
San Diego
07.2003 - 11.2005
- Supported VP of Product Development and 2 Executives and a group of 30-35 people.
- Documentation management.
- MS outlook calendar management for executives.
- Database management.
- Daily reports.
- Scheduled online meetings, in-house meetings and conference calls.
- Assisted HR with new employee training on using Oracle to fill in timesheets.
- Presentation preparation.
- Typed documents, filing, faxing, e-mailing and internet management.
- Created purchase orders and purchase requests.
- Travel arrangements, Domestic and International.
- Travel expenses, timesheet entry for executives.
- Scheduled phone and on site interviews for prospective candidates.
- Special event planning on and off site.
- Completed projects as assigned in a timely manner.
- Assisted with setting up the Carmel Valley chapter for the International Association of Administrative Professionals.
Administrative Assistant/Project Coordinator
Vividminds Inc.
San Diego
01.2002 - 07.2003
- Supported CEO of company with all necessary duties.
- Performed all general office duties.
- Maintained projects from beginning to end.
- Created purchase orders and corresponding with vendors.
- Compiled monthly reports.
- Created marketing letters for prospective clients.
- Maintained incoming payments.
- Assisted with logo designs and photo shoots for specific web designs.
- Travel arrangements.
Admin./Footwear Sample Coordinator
BCBG Max Azria
Vernon
04.2001 - 11.2001
- Assistant to the VP of Footwear and Handbags.
- Coordinated new footwear samples for each season.
- Created purchase orders.
- Corresponded with overseas factories on a daily basis.
- Had samples ready for the Footwear sales representatives in a timely fashion.
- Scanned in new designs and assisted with names for each new shoe.
- Supported both the footwear and handbag departments with administrative needs.
- Travel arrangements.
- (Temporary Position)
Administrative Assistant
Robert Half International
San Diego
07.2000 - 12.2000
- Greeted, registered and setup clerical testing for temporary candidates.
- Created confidential files, answered phones, and filing.
- Created purchase orders for supplies needed in the office.
- (Temporary Position)
Education
Some College (No Degree) - Business Administration
San Diego City College
San Diego, CASkills
- Administrative and executive support
- Office management
- Typing proficiency (60 WPM)
- Data entry
- PC literacy
- Microsoft Office suite
- Word processing
- Spreadsheet analysis
- Presentation design
- Database management
- Desktop publishing
- Email communication tools
- Web conferencing platforms
- Project coordination
- Graphic design software
- Accounting software expertise
- Financial reporting skills
- Report generation skills
- Event coordination and planning
- Travel logistics management
- Expense reporting accuracy
- Calendar scheduling expertise
- Interview coordination skills
- Administrative and managerial experience
References
Available Upon Request
Affiliations
Hiking ambassador for Global Women's hiking group leading hiking and backpacking trips
Timeline
Executive Assistant Asst to VP/SVP
Qualcomm Technologies
08.2012 - Current
Senior Secretary
Qualcomm
12.2011 - 04.2012
Administrative Assistant II
Cricket Communications
07.2009 - 03.2010
Office Manager
Cricket Communications
09.2008 - 07.2009
Administrative Coordinator IV
Jack in the Box Corporation
08.2007 - 01.2008
Sr. Administrative Executive Assistant
MedImpact Healthcare Systems
08.2006 - 07.2007
Administrative Coordinator
FICO (formly Fair Isaac Corporation)
07.2003 - 11.2005
Administrative Assistant/Project Coordinator
Vividminds Inc.
01.2002 - 07.2003
Admin./Footwear Sample Coordinator
BCBG Max Azria
04.2001 - 11.2001
Administrative Assistant
Robert Half International
07.2000 - 12.2000
Some College (No Degree) - Business Administration
San Diego City College