Jo Anne Garcia

• Manage C-Level executive’s calendar, schedule meetings, coordinate travel arrangements. Process expense reports.
• Act as a liaison between the Senior Executive and internal/external stakeholders.
• Draft and prepare communications, including emails, reports, and presentations.
• Assist facilities with office concerns.
• Organize logistics for meetings, conferences, and company events. Arrange off-sites, team building, and workshops with logistical and catering requirements.
• Prepare and distribute internal communications.
• Serve as head of Cultural Committee. Plan, execute, and organize office monthly events.
• Assist HR with recruiting and on-boarding.
• Mange travel accounts and reporting

• Managed facilities functions with Operations staff and managers for 120+ employees and two office sites. • Provided executive administrative support to the CFO and team, and two department managers. • Managed calendar meetings, interviews, and events for the Finance department. • Facilitated all office purchases and purchase orders according to budget/company guidelines, including the purchasing of equipment, products, and supplies. • Managed vendor accounts and documentation processing. • Reconciled accounts payables of $20,000 monthly. • Coordinated foreign and domestic corporate travel arrangements for executives and Board members. • Facilitated lunch meetings and monthly company events.
• Onboarded new employees, including the procurement of assets. • Supported HR with new hire functions and events. • Maintained mail, shipping, and receiving documents, and package processing. • Processed invoices for payment.

•Processed expense reports

•Served as editor for company newsletter

Performed day-to-day tasks, including managing detailed business and personal calendars, meetings, and logistics; handling phones; and preparing materials, including reports, memoranda, letters, meeting minutes, and other documentation on behalf of the Chief of Finance, Global Head of Finance, the team, and one other executive.

•Setting up department activities and offsite meetings
•Ensured the CFO is prepared for all meetings by organizing appropriate staff work such as read-ahead material, talking points, and other relevant material
•Performed research related to executive travel briefings, events planning, and other matters at the direction of the CFO; manage special projects and special events
•Lead and/or assist in managing global department-wide and company-wide communications and activities
•Prioritized requests and ensure deadlines are met
•Responded to inquiries; oversee incoming communications, and when appropriate take action on the executives behaves
•Arranged complex international and domestic travel agendas; prepare travel and expense reports on a timely basis
•Performed other related projects and duties as requested
•Served as Executive Assistant to CEO as new assistant was being acquired.

• Provided daily executive administrative support for one C level managers and two department managers
• Responsible for scheduling and coordinating meetings for executives
• Coordinated meetings with other executives, within the corporate office and with the customers.
• Arranged domestic and international travel and logistics for executives and marketing partners
• Prepared foreign travel documents
• Organized internal and external offsite meetings including team building events
• Created sales information reports using Salesforce
• Prepared and reconcile expense reports in excess of $15,000
• Interacted with individuals, both internal and external to the company
• Collected and distribute information and handle details of a highly confidential and critical nature both inside and outside the company
• Identified and proactively resolve urgent calls and issues
• Prepared and submit internal and external correspondence
• Created/edited spreadsheets and presentations
• Completed special projects as needed
• Created purchase requisitions for Marketing Department purchases and events
• Coordinate weekly breakfast order for 45 team department
• Managed charity events each quarter
• Processed quarterly charity donation applications and letters for monetary distribution
• Organized monthly birthday celebrations
• Ordered supplies and hardware for departmental needs
• Assisted HR in coordinating department interviews