Marie Ruelle
Administrative Manager
Phoenix
Overview
20
20
years of professional experience
7
7
years of post-secondary education
Summary
Experienced Office Management and Administration Professional experienced optimizing productivity, efficiency, and service quality across various environments. Highly dependable, ethical, and reliable support specialist and leader that blends advanced organizational, technical and business acumen. Works effectively with cross-functional teams in ensuring operational and service excellence.
Work History
Administrative Manager
Silicon Valley Bank
09.2022 - Current
- Established workflow processes, monitored daily productivity and implemented modifications to improve overall performance of personnel.
- Established and developed strong administrative team by delivering ongoing coaching and motivation and fostering career advancement.
- Monitored and evaluated personnel performance to complete annual reviews, recommend advancement or address productivity concerns.
- Assigned tasks and directed team of office clerks.
- Communicated corporate objectives across divisions through regular correspondence and scheduled status updates.
- Defined clear targets and objectives and communicated to other team members.
- Cultivated positive rapport with fellow employees to boost company morale and promote employee retention.
- Trained employees in company and regulatory compliance requirements to promote conformance.
- Supervised staff and delegated tasks to maintain positive, productive administrative operations.
- Streamlined and improved administrative operations by identifying automation opportunities.
- Interviewed, recruited and onboarded new staff for high-performing administration teams.
- Greeted visitors, employees and clients politely and professionally for excellent reception service.
- Delivered performance reviews, recommending additional training or advancements.
- Maintained primary relationship accountability for clients, overall servicing responsibility and client satisfaction to maximize profitability of client relationships.
- Coordinated office events, seminars and meetings for staff and clients.
- Managed supervisor itinerary and appointments and streamlined scheduling procedures.
- Built highly-efficient administrative team through ongoing coaching and professional development opportunities.
- Identified opportunities to streamline processes and improve office operations and efficiency.
- Cultivated strong relationships with vendors and partners supporting administrative operations.
- Hired, managed, developed and trained staff, established and monitored goals, conducted performance reviews and administered salaries for staff.
- Oversaw appointment scheduling and itinerary coordination for both clients and personnel.
- Oversaw office inventory activities by ordering and requisitions and stocking and shipment receiving.
Sr. Administrative Assistant
Silicon Valley Bank
10.2019 - 09.2022
- Delivered top-notch administrative support to office staff, promoting excellence in office operations.
- Kept files and records in content management systems such as MS SharePoint, EXCEL, and others.
- Acted as backup for other employees by providing support and adapting to requirements of department.
- Supported program operations by preparing and updating documents, reports and spreadsheets.
- Maintained personal schedule, professional calendar and individual appointments for senior staff members.
- Coached new employees on administrative procedures, company policies and performance standards.
- Coordinated office activities and public events.
- Arranged business travel details for company employees per supervisor requirements.
- Categorized and processed sensitive documents with information of deeply personal nature.
- Assisted supervisory staff with management of complex calendars and to-do lists to support organization and productivity.
- Produced highly accurate internal and external letters and memoranda.
- Acquired proper equipment, refreshments and supplies for meetings.
- Prepared and distributed team-based communications to foster collaboration and enhance team morale.
- Expertly coordinated logistics for functions both within and outside of organization.
- Managed disbursement of information per executive request by monitoring client arrivals and access facility access.
- Supported time-tested professional relationships, working with stakeholders to facilitate communication.
- Drafted documents in company-directed formats and fonts accurately and consistently.
- Prepared flawless emails and other documents upon direction of immediate supervisor.
- Coordinated trainings for new team members, overseeing onboarding details.
- Self-motivated, with strong sense of personal responsibility.
- Applied effective time management techniques to meet tight deadlines.
- Demonstrated high level of initiative and creativity while tackling difficult tasks.
- Acted as team leader in group projects, delegating tasks and providing feedback.
Senior Executive Assistant
Johnson & Johnson
03.2017 - 10.2019
- Managed complex calendar scheduling with focus on proper allocation of executive availability.
- Prepared meeting agendas and briefing papers for members of board of directors and executive team.
- Screened calls and emails and initiated actions to respond or direct messages for managers.
- Contributed to smooth business operations by planning and organizing meetings and conferences.
- Used software to coordinate meetings, appointments and tasks for senior executives.
- Processed travel expenses and reimbursements for executive team and senior management group.
- Created expense reports, budgets and filing systems for management team.
- Transcribed minutes of meetings and executed meetings and events for company to support sales, business development and senior management teams.
- Distributed company-wide announcements, booked conference rooms and coordinated catering for annual staff development forum.
- Coordinated complex annual meeting involving multiple presenters, high number of global attendees, and robust budget encompassing livestream production, remote location arrangements and senior executive accommodations.
- Researched, proposed and implemented vendor agreements to decrease costs and improve services.
- Coordinated visitations, company special events and other employee morale functions.
- Handled scheduling and logistics planning for conferences and monthly meetings.
- Assisted senior management with major initiatives and projects.
- Transcribed, formatted, input and edited text, data, and graphics.
- Monitored incoming correspondence, emails, snail mail and other publications for management members.
- Conducted research to prepare, gather and proof briefing materials, agendas and decks for executive-level meetings.
- Maintained executive's appointment schedule by planning and scheduling appointments, teleconferences and travel plans.
- Assisted with team building initiatives and overall support for maintenance of organizational culture and employee morale.
- Coordinated and executed special projects.
- Managed schedules, events and travel plans for conferences, meetings and seminars, as well as domestic and international trips for two executives.
- Located and attached appropriate files to incoming correspondence requiring replies.
- Managed vice president, of sales complex and frequently changing travel arrangements and coordinated pre-planning of trips.
Senior Executive Assistant
Abbott Laboratories Limited
03.2014 - 03.2017
- Managed complex calendar scheduling with focus on proper allocation of executive availability.
- Prepared meeting agendas and briefing papers for members of board of directors and executive team.
- Screened calls and emails and initiated actions to respond or direct messages for managers.
- Contributed to smooth business operations by planning and organizing meetings and conferences.
- Used software to coordinate meetings, appointments and tasks senior executives.
- Processed travel expenses and reimbursements for executive team and senior management group.
- Created expense reports, budgets and filing systems for management team.
- Distributed company-wide announcements, booked conference rooms and coordinated catering for annual staff development forum.
- Coordinated complex annual meeting involving multiple presenters, high number of global attendees, and robust budget encompassing livestream production, remote location arrangements and senior executive accommodations.
- Scheduled monthly and annual offsite visits with top national and international executives.
- Handled scheduling and logistics planning for conferences and monthly meetings.
- Assisted senior management with major initiatives and projects.
- Transcribed, formatted, input and edited text, data, and graphics.
- Reconciled and processed expense reports for two executives.
- Managed external contacts for Vice President & GM, and Director of Sales and kept track of periodic communication needed for priority contacts.
- Acted as point of contact for research and information gathering for Vice President & GM and Director of Sales.
- Managed Vice President & GM and Director of Sales complex and frequently changing travel arrangements and coordinated pre-planning of trips.
- Maintained executive's appointment schedule by planning and scheduling appointments, teleconferences and travel plans.
- Assisted with team building initiatives and overall support for maintenance of organizational culture and employee morale.
- Coordinated and executed special projects.
- Managed schedules, events and travel plans for conferences, meetings and seminars, as well as domestic and international trips.
- Accurately and quickly processed subscription and market invoices.
- Maintained confidential, administrative support to executive team and members of board of directors.
- Monitored incoming correspondence, emails, snail mail and other publications for management members.
- Located and attached appropriate files to incoming correspondence requiring replies.
Sales Training Specialist
Abbott Laboratories
06.2003 - 03.2014
- Assessed training program effectiveness on regular basis and improved upon deficient areas.
- Managed recruitment, training and development for highly effective sales team.
- Designed and implemented sales training program and documentation.
- Developed and led group training courses to align with corporate sales and service goals.
- Trained cataract sales force on sales and account management practices to reduce process lags and enhance performance, efficiency and profitability.
- Trained and mentored new sales and administrative personnel hired to fulfill various roles.
- Analyzed company training methods and made adjustments to rectify issues, increase efficiency and exceed training goals, resulting in 26% increase in sales productivity.
- Decreased training time by designing effective new training programs.
- Created and oversaw vendor credentialing training programs for sales operations.
- Provided coaching and mentoring to employees.
- Built and maintained professional relationships with vendors and suppliers.
Education
No Degree - Professional Management
Institute of Certified Professional Managers
Online 06.2023 - Current
Bachelor of Science - Business Management
University of Phoenix
Irvine, CA 01.2001 - 08.2005
Project Management
University of Phoenix
Irvine, CA 05.2007 - 11.2007
No Degree - Court Reporting
Court Reporting Institute
Dallas, TX 06.1989 - 06.1991
Skills
- Critical Thinking
- Staff Management
- Expense Reporting
- Event Planning
- Travel
- Project Management
- Microsoft Office
- Travel Arrangements
- Administrative Support
- Calendar Management
- Performance Improvement
- Technical Proficiency
- Verbal and Written Communication
- Meeting
- Department Leadership
- Project Planning
- Coaching and Training
- Judgment and Decision-Making
- Workflow Planning
- Business Administration
Accomplishments
- Spearheaded the project life cycle for a groundbreaking web-based vendor credentialing system for Abbott Laboratories' 72,000 employees. Automated vendor credentialing program resulted in an increased sales productivity of 26% as compared to manual submissions and approvals. This methodology and automated program was adopted by over 120+ Health Science companies and counting. Received Best Practices Award.
- Thirteen years of complete event management and event logistics for the US yearly sales meeting for 500+ attendees, including meeting space, menus, room set up, audio-visual, show flow, scripts, awards banquet, entertainment, attendee travel, registration, website development, communications, hotel contacts and all onsite management during the meeting. Tracked and maintained all meeting records and information both pre- and post-meeting. Centralized person for all aspects of meeting and meeting planning requirements both internally and with external clients in order to continually raising the bar and providing meaningful training objectives and successful flow of meeting agenda. Received Charles Plumb Parachute Packers Award, "Serve even when you are not seen in the act."
- Evaluated marketing initiatives and discovered a need to create a strategic sales training tool and consolidating all company and competitive product specs, SWOTS, and target markets, to focus on sales force incentives. The creation of the Surgical Sales Playbook resulted in a true Sales Force & Executive Team alignment and was utilized by 14+ departments with web, mobile and tablet optimization.
Timeline
No Degree - Professional Management
Institute of Certified Professional Managers
06.2023 - Current
Administrative Manager
Silicon Valley Bank
09.2022 - Current
Sr. Administrative Assistant
Silicon Valley Bank
10.2019 - 09.2022
Senior Executive Assistant
Johnson & Johnson
03.2017 - 10.2019
Senior Executive Assistant
Abbott Laboratories Limited
03.2014 - 03.2017
Project Management
University of Phoenix
05.2007 - 11.2007
Sales Training Specialist
Abbott Laboratories
06.2003 - 03.2014
Bachelor of Science - Business Management
University of Phoenix
01.2001 - 08.2005
No Degree - Court Reporting
Court Reporting Institute
06.1989 - 06.1991