Mariah Nuñez
San Jose,CA
Summary
For 14 years, I have been dedicated to supporting various levels of management including; C-Level Executives, Board Members, and Head of Departments. Mastering the complexity of scheduling, with an impeccable proven track record of doing the "impossible" with little to no turn around time. Able to work efficiently in an organized manner in a fast paced environment. With an approachable personality I provide my fellow co-workers an atmosphere that allows them to feel valued, respected and heard. This fosters seamless collaborations on projects and tasks, even with strict deadlines. My emotional intelligence and ability to remain composed in high-pressure situations have been vital assets in achieving success. Through unwavering dedication and reliability, I have earned the trust of C-Level Executives and Board Members, making me the go-to person to get the job done right ensuring that tasks are completed to the highest of standards. As their gatekeeper, my commitment is to prioritize confidentiality and maintain the utmost discretion in all matters.
Overview
2
2
years of professional experience
Work History
Senior Administrative Assistant to the Head Regulatory Affairs
Silicon Valley Bank
06.2021 - 06.2023
- Successfully managed the Head of Regulatory Affairs heavy complex schedule across multiple time zones with the aid of Outlook, and facilitated remote meetings via Zoom
- Demonstrated exceptional proficiency in scheduling and coordinating more than 600 exam meetings with the FDIC and State regulators for the entire bank, spanning over multiple time zones, including international engagements
- These meetings involved the participation of multiple C-Level Executives, Department Heads, and external stakeholders, all conducted seamlessly via WebEx, a task previously considered insurmountable
- Maintained accurate attendance reports for the FDIC and State Regulators by diligently compiling data from WebEx sessions
- Effortlessly arranged corporate travel meetings by crafting comprehensive itineraries, booking domestic flights, arranging transportation, secure lodging, and organizing meeting accommodations
- Efficiently handled the compilation and processing of expense reports for 13 team members, utilizing Concur for streamlined and accurate management
- Actively assisted with the hiring process by reviewing resumes, scheduling interviews, and procuring home office necessities for new employees
- Pioneered the creation of training material for new administrative staff
- The material encompassed an Excel spreadsheet listing external stakeholders, State and Federal contact information, an admin directory, my proven method for scheduling exam meetings, and a color-coded guide for meetings.
Executive Assistant to the Chief Operating Officer and General Counsel
Santa Clara University
- Efficiently orchestrated complex calendaring for the Chief Operating Officer and General Counsel using Google Workspace
- Skillfully planned a diverse range of events, from intimate dinner parties and casual gatherings to large formal affairs, encompassing both business and personal engagements
- Meticulously edited and proofread meeting minutes for the Board of Trustees, Executive Committee, and Governance and Nominating Committee
- Demonstrated discretion in processing confidential documents through DocuSign
- As a dedicated member of the Staff Affairs Committee, striving for policy improvements and positive change within the University
- Contributed significantly as a member of the COVID-19 Operation Committee, diligently compiling and maintaining records using Excel Spreadsheets for students, staff, and faculty members who reported positive COVID cases
- Additionally, efficiently managed COVID-19 testing sites for students, staff, and faculty.
Executive Assistant to the Executive Head of Market Access
Pharmacylics
- Flawlessly managed complex calendaring for key executives, including the Executive Head of Market Access, Senior Director of Trade, Director of Pricing and Contracting, and Director of Federal Markets, accommodating multiple time zones, including international, utilizing Outlook
- Efficiently handled all aspects of travel bookings and itineraries, both domestic and international, through AMEX Travel
- Meticulously compiled and processed all financial expenses for the department, ensuring accuracy and compliance
- Proficiently planned and organized internal and external meetings with stakeholders, preparing agendas, booking conference rooms, and assisting presenters in finalizing PowerPoint presentations
- Facilitated the onboarding process for new employees, managing paperwork, workstation setup, and seating arrangements
- Maintained a confidential and comprehensive Market Access contract listing of more than 500 'high-level' clients, utilizing Microsoft Excel
- Diligently processed confidential documents using DocuSign, ensuring data security and privacy.
Chief of Staff to the Chief Executive Officer and Board Members
Previvo Genetics
- Effectively managed the demanding and intricate schedules of the CEO and 7 Board Members across multiple time zones, including international, utilizing Google Suites
- Proficiently prepared and handled expense reports for the CEO through Concur
- Expertly managed 30 employee reimbursement reports for accounting purposes
- Acted as the primary point of contact for senior-level inquiries, coordinating, preparing, and tracking responses with utmost efficiency
- Supervised and guided a team of 30 staff members, actively participating in the hiring process, training, and performance evaluations
- Produced monthly and quarterly reports for Board Members, providing valuable insights to aid in key decision making and strategic operational planning
- Efficiently coordinated and managed relationships with medical vendors, service providers, office vendors, including janitors, contractors, and the property manager
- Maintained confidentiality while performing data entry for Clinical Trials, ensuring the integrity and security of sensitive information.
Executive Assistant to the Vice President
M.E.C
- Efficiently manage and organize the complex schedule of the Vice President, utilizing Outlook as the primary tool
- Expertly process financial reports from marketing vendors while diligently overseeing the monthly and quarterly budget
- Identified and exposed a vendor engaged in embezzlement, resulting in significant savings for the company, potentially reaching hundreds of thousands of dollars
- Served as a liaison between the Vice President, Senior Executives, employees, and students of IBT, ATI, NCE, and Lamson Trade Schools, facilitating effective communication and operations
- Innovatively create new policies and procedures to enhance business operations and streamline communication
- Attend meetings with the CEO, Vice President, Senior Executives, and external stakeholders to discuss critical matters such as business operations, new policies, admissions, and budget
- Prepare and reconcile essential reports, including the marketing cost per lead report, cost per enrollment report, budget report, and Google ranking analytics report
- Provide valuable marketing tracking and research information by collecting, analyzing, and summarizing data
- Supervised and managed the admission calls for IBT, NCE, Lamson, and ATI, ensuring the verification of lead sources' authenticity and accuracy of data collected in CVUE
- Conduct and organize monthly student orientations, fostering a welcoming environment for new students.
Executive Assistant to the Vice President
Hupp Draft Services
- Supervised and efficiently prioritized the scheduling of installations, maintenance, and emergency calls for 90 technicians across Northern California, catering to the needs of over 300 contracted businesses
- Led productive business operations meetings with the Vice President, addressing key aspects such as contracts, billing, collections, staffing, and overall business requirements
- Conducted new business contracts using AutoQuotes, streamlining the process for seamless contract management
- Efficiently managed and procured inventory for technicians and contracted installations, ensuring timely availability of necessary resources
- Collaborated with the accounting department to create and process invoices using PeachTree software, contributing to a well-organized financial system
- Proactively collected and processed payments for past-due billing, ensuring finance accuracy and timely resolution of outstanding accounts
- Successfully handled the manual calculation of payroll hours for over 60 employees, including travel time, adhering to strict deadlines with precision and accuracy.
Executive Assistant to the Chief Executive Officer
Athletic Champs
- Efficiently managed the Chief Executive Officer's intricate schedule using Outlook
- Provided valuable assistance to the CEO in matters related to business operations, growth, and policy implementation
- Generated comprehensive travel itineraries, skillfully booking domestic flights and transportation while adhering to company budget constraints
- Additionally, arranged suitable lodging accommodations
- Proficiently processed invoices and maintained budget reports, ensuring a well-organized financial management system.
Education
Accounting and Finance -
Harvard Business School Online
12.2023
Skills
- Domestic and International Travel
- Accounting, budgeting and expense reports
- Project Management
- Collaboration
- Time Management
- Heavy Complex Calendaring across multiple time zones
- Customer Service
- Analytical
- Critical Thinking
- Resourceful
- High level of confidentiality
- Attention to detail
- Interpersonal Communication
- Emotion Intelligence
- Strict Deadlines
- Editing and proofreading
Websites
Timeline
Senior Administrative Assistant to the Head Regulatory Affairs
Silicon Valley Bank
06.2021 - 06.2023
Executive Assistant to the Chief Operating Officer and General Counsel
Santa Clara University
Executive Assistant to the Executive Head of Market Access
Pharmacylics
Chief of Staff to the Chief Executive Officer and Board Members
Previvo Genetics
Executive Assistant to the Vice President
M.E.C
Executive Assistant to the Vice President
Hupp Draft Services
Executive Assistant to the Chief Executive Officer
Athletic Champs
Accounting and Finance -
Harvard Business School Online