Summary
Overview
Work History
Education
Skills
Timeline
Generic

Myra Medina

Tracy,CA

Summary

Executive Assistant with over 20+ years of experience in offering high-level administrative support to executive level staff including CEO. Expert in travel management, expense tracking and schedule coordination. Expertly assists executive team using exceptional communication, organizational skills and a high level of confidentiality. Strong organizational abilities combined with excellent interpersonal communication and leadership skills that allow me to work effectively with other people at all levels.

Overview

34
34
years of professional experience

Work History

Executive Assistant to the Chevron Oronite President

Chevron Corporation
02.2020 - Current
  • Schedule complex meetings that span multiple time zones
  • Monitor President’s emails and proactively takes initiatives on next steps by categorizing the emails and adding notes within the emails; delegating if needed.
  • Preparing President’s Message for distribution to Oronite global employees.
  • Administrator for multiple Microsoft Teams site and Sharepoint sites.
  • Prepare correspondence on behalf of the President.
  • Develop and provide extensive travel itineraries (domestic and international) for the President, leadership team and the visiting site.
  • Conduct quarterly meetings with Oronite administrative staff.
  • Support the President in their participation in outside organizations such as NSBE, ACC and AIChE with event registrations, travel arrangements and pre-reads; manage keynote speaker calendar.
  • Liaise with Advisor to plan LT meetings, site visits and other events
  • Monitor monthly air spend to ensure compliance and cost savings are maximized across the organization.
  • Crisis Management Administrative Support – attend and assist in facilitating bi-weekly meetings, take meeting notes and action items, prepare meeting minutes for distribution, interact with 15 different functional groups/contacts, manages contents in Teams site, manage distribution list and action items in ADO Board.
  • Process extensive travel expense report
  • Support business needs of leadership team
  • Manage calendars, scheduling meetings and appointments and coordinating travel arrangements to optimize time.
  • Handle confidential and sensitive information with discretion and tact.
  • Assist in coordinating large executive meetings (OPG EPT) including catering, transportation, onsite support and offsite team event

Special Assignment - Executive Assistant to the Chairman and CEO

Chevron Corporation
05.2016 - 02.2020
  • Screened and analyzed the Chairman’s emails and handle incoming correspondences appropriately by prioritizing items, assigning action items and tracking in the mail log and routing to appropriate contact for handling.
  • Coordinated complex international and domestic travel including working with internal Aviation department to book corporate aircraft, working with visa/passport department to ensure passport and visas are updated, working with Global Security to coordinate CEO travel, prepare itineraries and trip binders, manage incoming meeting pre-reads, briefing materials and establish agenda.
  • Prepared expense reports including gathering receipts. Work with Compliance Officer to ensure expense reports and receipts are properly documented. Reviewed expense reports on behalf of the CEO to ensure direct reports submitted their expense reports appropriately.
  • Post Chairman’s messages through Wirth Discussing in Workplace and email distribution.
  • Coordinated internal and external events including ordering catering, managing attendees and coordinating transportation such as Retired Principal quarterly meetings. Coordinated 3 annual Executive Staff Volunteer Events.
  • Managed Chairman’s Awards events by preparing award letters and coordinate logistics for Awards day.
  • Managed contents in SharePoint and OneDrive.
  • Reviewed timesheet for Chairman’s direct reports.
  • Worked closely with Global Security team with coordination of trips, transportation and accommodation.
  • Maintained Meeting Log matrix.
  • Distribution of Out of Office and Executive Travel schedules.
  • Prepared pocket cards and speaker notes for meetings and events
  • Generated Chairman’s Thank You Letters, manage Management Committee Meeting Notes binder and Speech binder.
  • Screened calls and emails and initiated actions to respond or direct messages for managers.
  • Managed executive calendars, scheduling meetings and appointments and coordinating travel arrangements to optimize time.
  • Supported business and hospitality needs of corporate partners and staff during meetings and company events.
  • Handled confidential and sensitive information with discretion and tact.
  • Managed mail and both incoming and outgoing correspondence, mail, email and faxes.
  • Handled logistics, catering, agendas and travel arrangements for meeting and event planning for board of directors, president and executive vice president.
  • Coordinated events and worked on ad hoc projects.

Assistant to the CBRES President and Community Affairs Coordinator

Chevron Corporation
05.2014 - 05.2016
  • Primary contact to internal and external customers for the President of CBRES.
  • Coordinated all travel activities for President, including preparing domestic and international itineraries and arranging meetings.
  • Managed President’s calendar.
  • Prepared pre-reads and manage deliverables of pre-reads/meeting materials for the President.
  • Tracked Compliance Trainings and reports for CBRES Leadership Team.
  • Reconciled Pcard and TEA card charges and records for the Executive Office.
  • Reviewed, reconciled and prepared monthly financial budget report.
  • Handled various communications as well as directing and preparing communications from the President.
  • Developed and managed annual CBRES Social Investment budget based on strategic analysis to determine support areas that will achieve maximum partnership benefits with local agencies.
  • Approved and processed charitable requests from CBRES employees.
  • Managed the CBRES Charitable Contributions approval process.
  • Facilitated quarterly administrative assistant meetings.
  • Member of CBRES Compliance Sub-Committee; attended quarterly meetings and served as CBRES U.S. Public Official, Political Contributions and Lobbying and Gifts Champion by tracking California Federal Lobbying and Political Compliance and reporting to PGPA.
  • Assisted in planning and coordinating annual CBRES Town Halls.

Sr. Administrative Specialist – CBRES, Strategic Planning and Programs

Chevron Corporation
10.2011 - 05.2014
  • Coordinated and facilitated CBRES Leadership Team meetings, CBRES Operational Excellence Leadership Team meetings, Compliance Committee meetings, and Personnel Development Committee meetings.
  • Preparation of contents for pre-read materials and managed distribution of pre-reads.
  • SharePoint Champion for CBRES Leadership team and Strategic Planning and Programs.
  • Tracked action items (ADAIRO) from LT meeting to monitor due dates and status updates.
  • Coordinated CBRES Management Offsite Meeting (including submitting RFP through MEET, arrange for site tours of meeting locations, negotiated and finalized contract, managed event budget, pre-read preparation, managed rooming list and attendees, arranged for transportation, designed and managed registration site).
  • Managed manager’s email to note urgency, deadlines and actions and responding as appropriate, calendar and Pcard management, travel arrangement.
  • Prepared draft email for distribution to CBRES Leadership Team and other level 2 managers.
  • Act as a backup for CBRES President Executive Secretary and CBRES Executive Office.

Administrative Specialist – CBRES, Information, Design and Communications

Chevron Corporation
09.2008 - 10.2011
  • Provided administrative support to IDC (San Ramon, Houston and Richmond locations), Chevron Image Library and Digital Media team.
  • Generated budget report for leadership team.
  • Opened WBS element in SAP and create sales orders for projects.
  • Monitored job requests through PMIS-SharePoint and managed tasks relating to invoices and cost reports that need to be processed.
  • Generated missing sales order report on a monthly basis to avoid unnecessary write-offs; analyzed projects without sales order or charge code whether the project has been cancelled or still in business development.
  • Generated weekly cost reports for in-progress IDC projects to analyze if projects are at risk of going over the estimate.
  • Generated bi-monthly individual billable percentage report for the entire IDC team that is currently being used as a dashboard in PMIS.
  • Performed other billable projects and tasks as requested by leadership team or account managers.
  • Presented IDC overview to administrative professional new hire.
  • Processed invoices, procard redirect charges in Ariba, TEA, coordinate mobile phone billing and other IDC billing issues.
  • Coordinated and organize IDC events and meetings onsite and offsite; facilitated staff meetings.
  • Upload new images from Corbis and Getty using hotfolder web form.
  • Assisted Chevron Image Library team with ingesting projects into CIL application and image purchasing process requested by clients.

Marketing Operations Manager – Products and Services Marketing

Avaya
03.2006 - 08.2008
  • Coordinated meetings, conference calls and worked on deliverables for the meetings.
  • Planned, managed and coordinated onsite and offsite events.
  • Managed speaking engagement program across products and services marketing team by researching speaking opportunities, matching up appropriate speaker, followed through on deliverables up until the speaking event.
  • Published contents and collateral on internal and external websites by using applications such as Interwoven and FileNet; posted and updated critical documents in a timely manner.
  • Managed and maintained schedules and prepare expense reports for products and services marketing executives and directors.
  • Maintained and tracked product launch plan spreadsheet.
  • Made travel arrangements for marketing vice presidents and directors.
  • Managed master schedule of customer, media and analyst briefings during major tradeshows such as VoiceCon and Interop.
  • Onsite support during tradeshows to manage all meeting rooms ensuring that all meetings are on track.
  • Preparation and coordination of executive briefing packages for all executives and speakers.

Analyst Relations Coordinator

Avaya
04.2005 - 03.2006
  • Tracking and analysis of overall team budget.
  • Managed global monthly analyst relations metrics by pulling together analyst quotes; analyze each quote to determine if positive, negative or neutral.
  • Tracked global analyst reports and created analyst report alert to be distributed company-wide by analyst relations manager.
  • Post significant reports on internal website and maintained external website.
  • Provided on-site support during tradeshows/conferences/events for overall public relations including preparing and coordinating executive briefing materials.
  • Scheduled analyst briefings during launches and announcements.
  • Prepared monthly analyst relations update to be distributed internally to executives.

Public Relations Coordinator

Lucent Technologies
10.1997 - 04.2005
  • Pitched stories to reporters.
  • Coordinated and scheduled photo shoots.
  • Distributed press releases over newswire.
  • Arranged press interviews during announcements and trade shows.
  • Maintained editorial calendar and pursued media opportunity by contacting reporters prior to the editorial deadline.
  • Maintained and updated press and analyst database (Press Access).
  • Established teleconference calls for analysts and press interviews.
  • Prepared analyst and press briefing books and supplied press kits for trade shows.
  • Post press releases and other announcements on the external and internal website by using Microsoft Frontpage.
  • Maintained news clips for all business units and prepared monthly report with the collected articles.
  • Tracked anticipated press coverage and obtained publication to distribute to executives and pertinent employees.
  • Created and updated executive biographies for future speaking opportunities.
  • Maintained Public Relations library and subscription for publications.
  • Coordinated all-employee meetings, satellite broadcasts and employee events such as picnics, Kids Day and Children’s Holiday Party.

Investor Relations Assistant

Octel Communications Corporation
03.1991 - 10.1997
  • Reporting directly to the Director of Investor Relations.
  • Coordinated earnings press release and conference calls.
  • Provided financial information to investors.
  • Retrieved literature requests through voicemail system, web site and regular mail.
  • Managed and updated investor relations web page.
  • Designed and created investor relations database (Filemaker Pro).
  • Coordinated investor meetings, shareholder meetings and analyst conferences.
  • Managed mailings of annual reports, quarterly reports, 10Qs and press releases to shareholders.
  • Interfaced with financial analysts and investors.
  • Routinely tracked company and competitor stock trading through Bloomberg system, Nasdaq Informm and Dow Jones.
  • Compiled financial data on company and competitors, including research reports.
  • Assisted the Director of Investor Relations on projects such as the annual report.
  • Maintained investor relations database and corporate library.

Education

Bachelor of Science - Marketing

University of Phoenix Online
07.2005

Diploma - Medical Assistant Program

Sawyer College
San Jose, CA
01.1995

General courses - undefined

Ohlone College
Fremont, CA
01.1994

Skills

  • Attention to detail
  • Operational Excellence
  • Compliance requirements
  • Virtual support
  • Event coordination
  • Budget management
  • Analytical and interpersonal skills
  • Organizational skills
  • Project management
  • Web publishing
  • Confidentiality and Integrity
  • Time management
  • Cost reduction
  • Digital Asset Application
  • Travel administration
  • Document handling
  • Articulate and well-spoken
  • Logistics and schedule management
  • Email management
  • Strong problem solver
  • Invoice processing
  • Expense reporting
  • Proofreading
  • Resourceful
  • Travel coordination
  • Schedule & calendar planning
  • Microsoft Teams and Microsoft applications
  • OneNote
  • SharePoint
  • Staffbase
  • WebEx and Zoom
  • CTREX, SAP and Ariba

Timeline

Executive Assistant to the Chevron Oronite President

Chevron Corporation
02.2020 - Current

Special Assignment - Executive Assistant to the Chairman and CEO

Chevron Corporation
05.2016 - 02.2020

Assistant to the CBRES President and Community Affairs Coordinator

Chevron Corporation
05.2014 - 05.2016

Sr. Administrative Specialist – CBRES, Strategic Planning and Programs

Chevron Corporation
10.2011 - 05.2014

Administrative Specialist – CBRES, Information, Design and Communications

Chevron Corporation
09.2008 - 10.2011

Marketing Operations Manager – Products and Services Marketing

Avaya
03.2006 - 08.2008

Analyst Relations Coordinator

Avaya
04.2005 - 03.2006

Public Relations Coordinator

Lucent Technologies
10.1997 - 04.2005

Investor Relations Assistant

Octel Communications Corporation
03.1991 - 10.1997

Diploma - Medical Assistant Program

Sawyer College

General courses - undefined

Ohlone College

Bachelor of Science - Marketing

University of Phoenix Online

Similar Profiles

CREATE PROFILE
Myra Medina