Monica Souza
Sr Administrative Assistant
Anaheim,CA
Summary
Professional executive assistant with 15+ years experience working for large global manufacturing/organization design of mechanical, chemical and electrical assemblies. Provide comprehensive C-level support. Adept at developing and maintaining detailed administrative and procedural processes to reduce redundancy, improve accuracy and efficiency, and achieve organizational objectives. Highly focused and results-oriented supporting multiple complex, deadline-driven priorities. Executed procurement and outsourcing plans, negotiating with suppliers to obtain lower prices, reducing costs ~20% per year. Saved $80,000 on one large capital project by expediting the project’s approvals. Trilingual in English, Spanish and Portuguese.
Overview
21
21
years of professional experience
3
3
Languages
Work History
PS1S Administrative Assistant/pp/p
OCDE - Orange County Department of Education
04.2019 - Current
- Uphold values and mission of OCDE by providing outstanding service.
- Operate computer and standard business software and database applications, as well as those specialized to department operations; perform data entry and access, process, retrieve, review, update, and maintain assigned computer and database records; generate notices, forms, reports, lists, rosters, itineraries, training manuals, and other documents; develop and maintain standard spreadsheets for variety of purposes.
- Collect, organize, compile, and/or review routine to moderately complex data and information from variety of reports, surveys, logs, lists, and other materials submitted by school sites, consultants, vendors, and/or OCDE departments; review, compare, and reconcile assigned data and information for accuracy, completeness, and compliance with OCDE and State requirements; may perform basic calculations in order to verify data provided; upon review and verification, process and/or distribute to appropriate parties.
- Perform administrative support duties for assigned staff members; draft, type, complete, submit, and/or distribute memorandums, correspondence, consultant agreements, contracts, flyers, lists, manuals, agendas, logs, calendars, applications, reports, forms, and other documents; proofread, check, and verify materials’ accuracy, completeness, and compliance with OCDE standards, policies, and procedures, as well as legal requirements; ensure materials, reports, and documents for signature are accurate and complete; distribute or submit pertinent documentation to appropriate sources.
- Open, screen, sort, process, and/or distribute incoming mail and other materials; send and receive faxes; prepare regular and bulk mailings; copy various documents and materials, including large duplication orders; assemble packets of materials.
- Coordinate and set up videoconferences and meetings.
- Receive and respond to telephone calls and e-mail correspondence; greet and direct visitors.
<p>Sr Administrative Assistant</p> <p></p>
Industrial Cleaning Systems
11.2016 - 03.2019
- Maintained multidimensional complex calendar events and created highly effective organized filing system.
- Prioritized emails, received incoming calls, scheduled meetings.
- Booked conference rooms, arranged out of town conferences, travel and hotel accommodations.
- Prepared and reconciled expense reports.
- Drafted correspondence, conducted online research, provided pickup and delivery courier service.
- Created, prioritized and modified documents making the office more efficient using Excel, spread and Data sheets.
- Typed up all contracts for clients and briefed them with the VP.
- Utilized discretion and judgment at all times in dealing with executive's direct reports, as well as communication with customers and vendors via telephone and email.
<p>Executive Assistant</p> <p></p>
Baxter Healthcare Corporation
08.2016 - 11.2016
- Leaders updated.
- Successfully completed critical aspects of deliverables with hands-on approach; Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
- Contributed to team effort by accomplishing related results as needed and manages variety of special projects for Irvine Plant Leadership Staff Members and other departments.
- Supports Managers with new hire arrangements, workspace, scheduling meetings, and supplies.
- Reads and analyzes incoming memos, submissions, and reports to determine their significance and plan their distribution.
- Maintained customer confidence and protects operations by keeping information confidential.
<p>Sr Administrative Assistant</p> <p></p>
Industrial Cleaning Systems
03.2015 - 07.2016
- Managed Outlook calendar for Corporate VP.
- Coordinated domestic and international travel for VP.
- Processed expenses reports via Concur.
- Created and edit PowerPoint presentations.
- Arranged video and teleconference calls.
- Arranged meetings including catering.
- General Office Duties, scheduling, telephone Skills, typing, documentation skills, meeting planning, verbal communication, written communication, dependability, attention to detail, administrative writing skills.
<p>Engineering Administrative Assistant</p> <p></p>
Cytec Solvay Group
07.2001 - 02.2015
- Performed administrative activities for Capital Project Engineering Manager and staff. Serve as effective gatekeeper; prepare well-researched and accurate documents; and efficiently handle daily office tasks.
- Arranged business travel and complete lengthy expense reports for international and domestic trips.
- Processed expenses via Concur.
- Maintained multiple managers’ busy calendars: planned and scheduled meetings, teleconferences and managed business travel details.
- Supported manager balance and tracked project finances by compiling and documenting monthly capital projects forecast (status of open commitments).
- Formatted, routed, and submitted capital projects through corporate headquarters, ensuring filing and tracking systems accurate are up-to-date.
- Sorted incoming mail, and managed all outgoing mail and packages.
- Managed departmental administrative budget, ensuring overspending did not occur.
- Ensured monthly department expenses were paid on time by generating reports with supporting documentation (invoices / receipts) within required timeframes.
Education
High School Diploma -
Colegio Cetec
Sao Paulo, BrazilSkills
Microsoft PeopleSoft
undefinedTimeline
PS1S Administrative Assistant/pp/p
OCDE - Orange County Department of Education
04.2019 - Current
Sr Administrative Assistant
Industrial Cleaning Systems
11.2016 - 03.2019
Executive Assistant
Baxter Healthcare Corporation
08.2016 - 11.2016
Sr Administrative Assistant
Industrial Cleaning Systems
03.2015 - 07.2016
Engineering Administrative Assistant
Cytec Solvay Group
07.2001 - 02.2015
High School Diploma -
Colegio Cetec
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