Sarena Shon
Carlsbad,CA
Summary
Executive Assistant skilled at offering high-level administrative support to senior-level staff. Expert in travel management, expense tracking and schedule coordination. Expertly assists executive team using exceptional communication and organizational skills.
Overview
20
20
years of professional experience
Work History
Executive Assistant to VPs of IT Business
Thermo Fisher Scientific
10.2015 - Current
- Provide advanced assistance to the VPs of Business IT by performing various complex administrative support functions, typically of a confidential nature and to ensure efficient office operations
- Arrange conference calls and webex conferences with global audiences
- Draft and edit written material to ensure accuracy
- Coordinate special events and large meetings
- Complete projects by establishing objectives, determining priorities, managing time, gaining cooperation of others, monitoring progress and problem-solving and within given timeframe
- Manage the development, coordination and execution of key communications for newsletters, presentations, all hands meetings and management updates
- Perform advanced word processing and desktop publishing to include complex presentations, reports, and spreadsheets
- Actively promote and ensure clear communication within the department and facilitate inter-departmental communication
- Schedule and coordinate complex executive meetings
- This includes setting up phone/web access, calendaring, anticipating changes, and managing/rescheduling priorities
- Develop and facilitate meeting agendas for regular department staff meetings, including coordination of presentation materials and guest attendees
- Record notes and follow up on action items as needed
- Publish relevant materials and notes following meetings
- Coordinate all aspects of travel arrangements for both domestic and international business travel including booking flights, hotel and local transportation, providing agendas and itineraries, and arranging passport/visa requirements if necessary
- Prepare and reconcile time and expense reports and perform audits as necessary
- Anticipate issues involving scheduling, coordination, and operating mechanisms that may come across these senior leaders’ desks and recommend solutions and ensure potential conflicts are resolved in advance of meetings or deliverables and ensure executives understand any changes
- Interact routinely with senior executives
- Serve as backup to the CIO and the President of LSG
- Manage onsite/offsite department events and holiday parties
- Manage the space planning for IT building.
- Handled confidential and sensitive information with discretion and tact.
- Managed executive calendars, scheduling meetings and appointments and coordinating travel arrangements to optimize time.
- Organized and coordinated conferences and monthly meetings.
- Processed travel expenses and reimbursements for executive team and senior management group.
- Answered high volume of phone calls and email inquiries.
- Screened calls and emails and responded accordingly to support executive correspondence.
- Screened calls and emails and initiated actions to respond or direct messages for managers.
- Used advanced software to prepare documents, reports, and presentations.
- Supported business and hospitality needs of corporate partners and staff during meetings and company events.
- Transcribed meeting minutes to support sales, business development and senior management teams.
- Created and managed office systems to efficiently deal with documentation.
- Coordinated events and worked on ad hoc projects.
- Took notes and dictation at meetings.
- Upheld strict timetables by maintaining accurate, balanced calendars.
- Volunteered to help with special projects of varying degrees of complexity.
- Promoted team productivity by keeping supplies organized and well-stocked.
- Wrote reports, executive summaries and newsletters.
Executive Assistant to VP of Talent Acquisition
Thermo Fisher Scientific (Formerly Life Technologies)
07.2013 - 10.2015
- Manage the development, coordination and execution of key communications for newsletters, presentations, all hands meetings and management updates
- Perform advanced word processing and desktop publishing to include complex presentations, reports, and spreadsheets
- Create and send out flyers to TA team for promotion of special events
- Actively promote and ensure clear communication within the department and facilitate inter-departmental communication
- Provide advanced assistance to the VP of Talent Acquisition and the department to ensure efficient office operations
- Arrange conference calls and webex conferences with global audiences
- Collect and prepare information for use in discussions/meetings of staff and outside individuals
- Draft and edit written material to ensure accuracy
- Coordinate special events and large meetings
- Complete projects by establishing objectives, determining priorities, managing time, gaining cooperation of others, monitoring progress and problem-solving and within given timeframe.
Marketing Coordinator
LPL Financial
04.2012 - 06.2013
- Manage logistics for training seminars throughout the country
- Prepare and maintain the materials for the seminars
- Schedule and host training conference call sessions with sponsors using webex system
- Create and post flyers to the LPL website for promotion of the training events
- Promote training conference calls for advisors on LPL site
- Track attendance of training events for reporting purposes.
Executive Assistant
Energy Capital Partners
08.2011 - 11.2011
- Arranged domestic and international travel
- Assisted with presentation preparation and meeting logistics
- Generated and reconciled expense reports using Concur
- Created and updated presentations using PowerPoint.
Executive Assistant
Pfizer, Inc.
02.2009 - 11.2010
- Managed project calendar and schedules for the department in various time zones
- Assisted managers to edit technical documents and keep track of project timelines using excel
- Maintained and updated the department SharePoint site
- Arranged offsite meetings, agendas and supporting materials.
Executive Assistant
HSBC Auto Finance
03.2007 - 10.2008
- Assistant to the Sr
- VP of Credit & Funding
- Managed intense calendar and inbox using Lotus Notes
- Composed communications, memos, letters, emails on behalf of manager
- Arranged domestic travel through Expedia.com
- Coordinated offsite meetings and special events including logistics, agendas and supporting materials
- Responsible for collecting data and documenting the business recovery process
- Created and edited presentations using PowerPoint
- Prepared monthly financial reports with data from direct reports
- Tracked critical dates and associated action items; followed up with appropriate parties to ensure deadlines are met.
Executive Assistant/Project Coordinator
San Diego Gas & Electric
10.2003 - 03.2007
- Scheduled maintenance and repairs of power lines and equipment
- Assistant to the Sr
- Director of Kearny substation
- Managed intense calendar and inbox
- Attended meetings and produced minutes
- Edited and submitted monthly status reports
- Composed communications, memos, letters, emails on behalf of manager
- Updated and maintained databases.
Education
AAS - Graphic Design -
Platt College of San Diego
Skills
- Microsoft - Word, Excel, PowerPoint, Visio, yammer, office 365
- Adobe - Illustrator, InDesign, Photoshop, Premier Pro, Dreamweaver
- Other - HTML, Sublime Text, Word press, WebEx, Salesforce Slack, Concur
- Expense Reporting
- Meeting Planning
- Executive Support
- Process Improvements
- Travel Coordination
- Schedule & Calendar Planning
- Meticulous Attention to Detail
Accomplishments
- Co-developed a filing, tasking, and tracking workload system resulting in improved efficiency
- Reorganized and implemented weekly news templates for clarity and uniformity
- Created web-based internal customer service surveys using HTML
Timeline
Executive Assistant to VPs of IT Business
Thermo Fisher Scientific
10.2015 - Current
Executive Assistant to VP of Talent Acquisition
Thermo Fisher Scientific (Formerly Life Technologies)
07.2013 - 10.2015
Marketing Coordinator
LPL Financial
04.2012 - 06.2013
Executive Assistant
Energy Capital Partners
08.2011 - 11.2011
Executive Assistant
Pfizer, Inc.
02.2009 - 11.2010
Executive Assistant
HSBC Auto Finance
03.2007 - 10.2008
Executive Assistant/Project Coordinator
San Diego Gas & Electric
10.2003 - 03.2007
AAS - Graphic Design -
Platt College of San Diego
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