Microsoft Office 365
KELLY WHALEN
Executive Assistant/Administrative Business Partner
San Martin,California
Overview
14
14
years of professional experience
Work History
Administrative Coordinator III
Gilead Sciences @ Mindlance Staffing
Foster City, MI
01.2023 - 01.2024
- Handled the processing of PO's and invoices using SAP Ariba
- Acted as the primary administrative support contact for the team and G-Learn program
- Provided general ad hoc meeting support through scheduling and coordination
- Assisted in the coordination of Quarterly Leadership meetings and LTO Leadership meeting support
- Managed visitor reception and escorting guests to/from meeting rooms
- Oversaw the processing of catering orders for on-campus meal-time meetings and trainings
- Prepared meeting materials and binders for the legal team
- Handled contract work orders and provided onboarding support
- Took charge of extensive travel planning and logistics management
- Managed extensive expense reporting using Concur
- Acted as primary point of contact for team, providing robust administrative support
- Successfully coordinated and scheduled multiple high-level meetings, ensuring smooth operation and time efficiency
- Streamlined the process of visitor management by efficiently greeting and escorting guests
- Optimized use of resources by managing catering orders for on-campus meetings
Executive Assistant -Head of Corporate Media Relations, V.P of Global Analyst Relations
SAP
Palo Alto, CA
01.2021 - 01.2023
- Provided extensive Outlook calendar scheduling support, managed emails, and offered backup support for other executive assistants and news manager as needed
- Processed financial documents such as PRs, POs, and various expense reports for required purchases
- Managed orders and supported several subscription purchases/renewals
- Handled requests for IT services and account requests
- Attended virtual offsites weekly team meetings and daily check-in meetings, summarizing notes for follow-up
- Acted as a reliable backup support for other Executive Assistants and managers, stepping in to maintain workflow during absences or high workloads
- Processed various financial documents such as PRs, POs, and expense reports, ensuring timely and accurate financial management
- Handled order management duties for numerous subscription renewals and purchases, maintaining proper tracking and organization
- Processed and handled IT service and account requests, acting as a liaison between the IT department and corporate affairs
Executive Assistant -Ariba Business Network and Ecosystem Global VP Westcoast Leadership Team
SAP
Palo Alto, CA
01.2018 - 01.2020
- Served as a key administrative support figure, managing and maintaining schedules for four executives while processing and reconciling extensive expense reports, approving invoices, and generating various documents
- Prepared and coordinated travel agendas, including both international and domestic logistics and necessary documentation
- Offered backup support for other Executive Assistants and Vice Presidents as required
- Took charge of coordinating details for onsite and offsite department and management team meetings, conferences, seminars, and workshops
- Handled processing of Purchase Orders, payment requests, and other various documents for two VPs and their respective teams
- Managed and reconciled extensive expense reports, approved invoices, and generated reports, showcasing strong financial management skills
- Successfully planned and executed travel arrangements for both domestic and international meetings, including necessary documentation
- Provided reliable backup support for other Executive Assistants and Vice Presidents, demonstrating versatility and team collaboration
- Organized a variety of department and management team meetings, conferences, seminars, and workshops, both onsite and offsite, reflecting strong event coordination skills
Executive Assistant - VP Sales, Americas and VP Sales
Plantronics, Inc
Santa Cruz, CA
01.2015 - 01.2018
- Managed schedules for two high-ranking executives in a fast-paced environment
- Coordinated details for various department and management team meetings, conferences, seminars, and workshops, both onsite and offsite
- Scheduled and managed customer and field team visits, including preparing travel arrangements, briefings, and itineraries
- Processed expense reports and PRs efficiently
- Compiled and prepared reports and materials for corporate documents and presentations, providing crucial project support
- Coordinated and executed successful logistics for numerous on-site and off-site meetings, conferences, and seminars
- Successfully scheduled and managed customer and field team visits, ensuring seamless coordination and preparation
- Efficiently processed numerous expense reports and PRs, improving budget tracking and expense management
- Compiled and prepared key reports and materials for high-level corporate documents and presentations, aiding in project completion and optimization
Administrative Professional
Cisco Systems, Inc
San Jose, CA
01.2014 - 01.2015
- Managed and maintained schedules for three executives, ensuring smooth operations and efficient time management
- Handled requested purchases using Oracle iprocurement and processed various HR transactions and reports using HRMS
- Took responsibility for processing expense reports, invoices, shipments, visas, passports, reports, and other employee documents
- Provided backup support for other Executive Assistants and Vice Presidents as needed
- Managed complex international and domestic travel logistics, scheduled various meetings, and coordinated team offsite logistics for the Product Management Team
Administrative Professional
Cisco Systems, Inc
Milpitas, CA
01.2012 - 01.2013
- Managed and maintained schedules for two senior directors, ensuring smooth operations and efficient time management
- Utilized iprocurement and HRMS for processing approvals, expense reports, invoices, and other employee documents
- Handled employee award orders, contributing to team recognition and morale
- Attended management meetings, took notes, and maintained meeting agendas, ensuring effective communication and follow-up
- Scheduled international and domestic travel logistics, meetings, and team offsite logistics, demonstrating strong organizational skills
Temporary Executive Assistant
Samsung Electronics
San Jose, CA
01.2012
- Managed and maintained schedules for two executives, processing expense reports, travel authorizations, invoices, and other documents
- Scheduled both international and domestic travel logistics and arrangements
- Provided support to U.S
- Regional Account Sales and Memory Marketing VP and SVP and Teams
- Coordinated the Quarterly Bonus MBO process for Sales and Marketing Teams
- Handled processing of expense reports, invoices, and other financial documents, contributing to smooth business operations
- Assisted in the planning and execution of both domestic and international travel arrangements, ensuring seamless travel experiences for senior executives
- Provided administrative support to key stakeholders in the Sales and Marketing Teams, facilitating improved communication and efficiency
- Effectively handled the coordination of the Quarterly Bonus MBO process, contributing to team motivation and performance
Executive Assistant - SVP Industry Solutions Media and Entertainment, SVP Global Healthcare Initiati
SAP
Palo Alto, CA
01.2010 - 01.2012
- Managed and maintained schedules for five executives, ensuring efficient time management and coordination
- Processed and reconciled extensive expense reports, approved invoices, and generated various reports and documents
- Prepared detailed travel agendas
- Coordinated arrangements for numerous meetings
- Scheduled both international and domestic travel logistics, including travel visas and other necessary documentation
- Spearheaded the processing and reconciliation of extensive expense reports, ensuring accuracy in financial documents
- Effectively prepared detailed travel agendas, facilitating smooth business travels for executives
- Coordinated numerous meetings, strengthening internal and external communication and collaboration
- Managed international and domestic travel logistics including arranging travel visas and other necessary documentation, ensuring compliance with international travel regulations
Certification
- Project Management Certificate - UCSC (2018)
- CA Notary Public (2021)
- Loan Signing Training (2021)
- Executive Assistant Certificate - UCSC (2015)
Accomplishments
- Managed and processed expense reports, purchase orders, and invoices improving efficiency in administration within our team(s)
- Acted as primary point of contact for our legal teams, providing robust administrative support.
- Streamlined the process of visitor management by efficiently greeting and escorting guests to various meetings and photo events.
- Successfully coordinated and scheduled multiple global high-level meetings, ensuring smooth operation and execution.
- Optimized use of resources by managing catering orders for all legal on campus meetings.
Work Availability
monday
tuesday
wednesday
thursday
friday
saturday
sunday
morning
afternoon
evening
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Affiliations
- Animal Services Foster Volunteer
- CA Notary Public Loan Signing Agent
Work Preference
Work Type
Full TimeContract WorkWork Location
HybridRemoteImportant To Me
Work-life balanceCompany CultureHealthcare benefitsQuote
Just Keep Swimming
Software
Microsoft Teams
Concur Expensing
SAP Ariba
Sharepoint
Languages
English
Full Professional
Interests
Toy Poodles
Animal Rescue/Foster
Lap Swimming
Professional Development Training
Summary
Executive Assistant with over 15 years of experience in multiple industries. Works closely with Executive Leadership. Maintains files and records, manages travel arrangements, handles incoming and outgoing communication with professionalism and superior customer service skills. Organized, detailed with a successful track record of managing multiple priorities. Meets deadlines, works well with all levels, creative. Exceptional judgment, problem-solving and time management skills. Highly refined ability to use discretion with confidential information. Strong capacity for self-management and independent work.
Education
Associate of Arts - Administration
Phillips College
Campbell, CASkills
- Outook Calendar Management
- Microsoft Office 365
- Microsoft Teams
- Concur Domestic and International travel
- Confidentiality Management
- Concur Expense Report management
- Customer Service
- General Office Duties
- Microsoft SharePoint
- Proofreading
- Office Management
- Negotiation
- Reception
Domestic and International Travel Arrangements and Planning
Timeline
Administrative Coordinator III
Gilead Sciences @ Mindlance Staffing
01.2023 - 01.2024
Executive Assistant -Head of Corporate Media Relations, V.P of Global Analyst Relations
SAP
01.2021 - 01.2023
Executive Assistant -Ariba Business Network and Ecosystem Global VP Westcoast Leadership Team
SAP
01.2018 - 01.2020
Executive Assistant - VP Sales, Americas and VP Sales
Plantronics, Inc
01.2015 - 01.2018
Administrative Professional
Cisco Systems, Inc
01.2014 - 01.2015
Administrative Professional
Cisco Systems, Inc
01.2012 - 01.2013
Temporary Executive Assistant
Samsung Electronics
01.2012
Executive Assistant - SVP Industry Solutions Media and Entertainment, SVP Global Healthcare Initiati
SAP
01.2010 - 01.2012
Associate of Arts - Administration
Phillips College
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