Summary
Overview
Work History
Education
Skills
Languages
Timeline
Generic

Irma Escareño

San Diego,CA

Summary

Resourceful Senior Executive Assistant with experience organizing large meetings and managing vendors. Skilled at document control, presentation development, travel support, and offering high-level administrative support to senior-level staff. Expert in travel management, expense tracking, and schedule coordination. Expertly assists executive team using exceptional communication and organizational skills.

Overview

32
32
years of professional experience

Work History

SR. EXECUTIVE ASSISTANT

MASIMO CONSUMER
10.2020 - Current
  • Manage complex calendar schedules, events, and travel plans for conferences, meetings, seminars, and domestic and international travel/accommodations for four (4) executives.
  • Plan and coordinate large annual meetings involving multiple presenters, many global attendees, and robust budget encompassing livestream production, remote location arrangements, and senior executive accommodations.
  • Developed and maintain automated alert system for upcoming deadlines on incoming requests and events.
  • Support Facilities & HR with contract negotiations, purchase quote creation, invoice tracking, and approvals.
  • Create, reconcile, and approve expense reports for 4sr. executives, 2 Department Purchase-Card accounts.
  • Maintain confidential administrative support to executive team.

SR. EXECUTIVE ASSISTANT

PRICESMART, INC.
04.2019 - 07.2020
  • Provide executive support to CFO & General Counsel (24-hr support to accommodate various time zones).
  • Manage complex calendar(s), travel, meetings & daily schedules for CFO & General Counsel (Across all time zones-nationally & internationally).
  • Prepare & processed expenses for CFO & General Counsel via Concur.
  • Plan, coordinate & budget corporate team events, seminars & department meetings.
  • Support Corporate, Finance & Legal; obtain & track monthly invoice approvals & negotiate vendor agreements.
  • Act as liaison between Corporate & Regional personnel in Miami, South America, Central America & Caribbean.
  • Prepare quarterly BOD & Committee meeting materials.
  • Prepare contracts for new construction development projects.
  • Routinely update department templates.
  • Collaborate with project leads, legal & risk management for weekly reporting to CFO.
  • Monitor workflow, and deliver finished contracts to accounting for project/department coding.
  • New Vendor setup, including documentation processing for A.P.
  • Obtain Certificate of Insurance (COI) from department vendors prior to contract completion to ensure all COIs are obtained.
  • Commissioned Notary Public in California.
  • Prepare meeting agendas and briefing docs for BOD and executive team.
  • Screen Investor Relation (IR) emails, mail and calls for CFO and address as needed.
  • Prepare presentations, reports and spreadsheets for executive reference.
  • Provide administrative support to senior leadership and BOD while maintaining confidentiality.

OFFICE MANAGER

MADSEN, KNEPPERS & ASSOCIATES, INC
02.2015 - 03.2019
  • Supervised administrative and technical staff.
  • Liaison between corporate & regional offices.
  • Support 23 US & 3 International Offices.
  • Negotiate vendor contracts for new equipment purchases/leases & negotiate service agreements.
  • Initiate new projects, prepare/manage budgets, and coordinate/calendar site visits, mediations, and depositions to meet all deadlines.
  • Provide leadership & direction to ensure clients received only superior service & reporting.
  • Hire administrative and technical staff, including onboarding and training support.
  • Managed time and expense reporting for Regional Office to meet client billing requirements.
  • Approve all Time, Expenses, and Monthly Billing.
  • Client Manager for Zurich and Sedgwick Insurance.
  • Evaluated employee records and productivity and submitted evaluation reports.

SR. EXECUTIVE ASSISTANT

INTERNATIONAL MARKET CENTERS
05.2012 - 01.2015
  • Provided Sr. Executive Support to President of Gift & Home Décor.
  • Managed complex calendar scheduling with focus on proper allocation of executive availability.
  • Process Letters of Intent (LOI), Contracts, and Agreements via DocuSign.
  • Prepared agendas and briefing documents for members of board of directors and executive team.
  • Booked travel accommodations for the President of G&H, the Las Vegas Design Center Executive Staff, LV Market Prospects, and tenant agreement accommodations.
  • Developed campaigns and maintained department Intranet to include online & printed directories.
  • Addressed incoming requests, correspondence, reports, spreadsheets, estimates, graphics & presentations; determine course of action to ensure client compliance.
  • Monitored document workflow during contract negotiations.
  • Delivered fully executed contracts to accounting for project/department coding.
  • Manage vendor setup & forward to A/P.
  • Manage office & staff equipment, network, software, intranet, electronic archives, filing, and regional database.

OFFICE MANAGER

MADSEN, KNEPPERS & ASSOCIATES, INC
06.1991 - 03.2012
  • Managed Calendar for Regional Manager, Technical Staff, Architects, Engineers, Roofers, Inspectors, and Estimators.
  • Coordinated all site visits, meetings, mediations, and depositions.
  • Coordinated & budgeted corporate events, trade shows, seminars, and resource meetings.
  • Reviewed & approved monthly client billing to ensure compliance with agreed terms and budgets.
  • Aggregated and analyzed office expense data and prepared corporate-level management budgets.
  • Maintained regional mailing lists and office templates.
  • Reviewed & verified all weekly personnel timesheets & expense reports for payroll.
  • Controlled quality assurance in accordance with state/federal laws as well as company standards
  • Maintained computer and physical filing systems.
  • Oversaw office inventory activities by ordering and stocking.
  • Optimized organizational systems for payment collections, AP/AR, deposits, and recordkeeping.
  • Established workflow processes, monitored daily productivity, and implemented modifications to improve personnel performance.
  • Managed office operations while scheduling appointments for department managers.
  • Coached new hires on company processes while managing employees to achieve maximum production.
  • Compared vendor prices & negotiate for optimal savings.
  • Evaluated employee records and productivity to complete employee evaluations.
  • Developed standard operating procedures for all administrative employees.
  • Utilized client and staff feedback to maintain customer partnerships and increase revenue.
  • Monitored and evaluated personnel performance to complete annual reviews, recommend advancement, or address productivity concerns.
  • Sourced vendors for special project needs and negotiated contracts.
  • Prepared meeting materials and took clear notes to distribute to stakeholders.
  • Established and developed a strong administrative team by delivering ongoing coaching and motivation and fostering career advancement.
  • Maintained CRM database with customer updates and report generation.

Education

Executive Business Management Certification -

HEALD’S KELSEY-JENNEY BUSINESS SCHOOL
San Diego, CA

Skills

  • Strategic Planning
  • Executive Support Specialist
  • Executive Calendar Management
  • Executive Presentation Development
  • Project Management & Client Relations
  • Superior Employee Training & Development
  • Platforms: Windows 10, Vista, XP
  • Networking: Active Directory, Microsoft Exchange & CRM Database (SMAL/Propidex/Argus)
  • Software: MS Office 360 (Advanced Excel, Word, Outlook, PowerPoint), Concur, NAV, Lotus, Adobe Pro DC, Adobe Articulate Presenter, Lucid Chart, Visio, Zoom, Ring Central, Teams, Xactimate, XactAnalysis, DocuSign, TM1, SharePoint, Photoshop, most social media, extensive experience in AP/AR Accounting Software (Citrix, Vision, QuickBooks, SEMA4)
  • 70 WPM
  • Strong Problem Solver
  • Internal and External Communications
  • Conference and Meeting Planning
  • Meeting Agendas and Minutes

Languages

English
Native or Bilingual
Spanish
Native or Bilingual

Timeline

SR. EXECUTIVE ASSISTANT

MASIMO CONSUMER
10.2020 - Current

SR. EXECUTIVE ASSISTANT

PRICESMART, INC.
04.2019 - 07.2020

OFFICE MANAGER

MADSEN, KNEPPERS & ASSOCIATES, INC
02.2015 - 03.2019

SR. EXECUTIVE ASSISTANT

INTERNATIONAL MARKET CENTERS
05.2012 - 01.2015

OFFICE MANAGER

MADSEN, KNEPPERS & ASSOCIATES, INC
06.1991 - 03.2012

Executive Business Management Certification -

HEALD’S KELSEY-JENNEY BUSINESS SCHOOL

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