Simone Malbrough
Richmond,United States
Summary
Multitalented professional with several years in top-tier organizational support. Skilled at close work with senior executive team. Robust history offering office management, support staff management, training, supervision and event planning. Excellent research, project support and organizational abilities.
Overview
9
9
years of professional experience
Work History
Executive Administrative Assistant
Abbott Diabetes Care
Alameda, CA
10.2023 - 03.2024
- Organized and maintained executive calendars, scheduled meetings, conferences, travel arrangements, and appointments.
- Ordered office supplies as needed while monitoring inventory levels to ensure adequate stock is available at all times.
- Assisted with special projects such as researching topics or creating presentations for management review.
- Reviewed and processed expense reports and invoices for accuracy and completeness.
- Coordinated meeting and work schedules for staff teams and executives.
- Arranged appropriate travel, visas, agendas, necessary contacts and other information for executive travel.
- Managed director's calendar and prepared meeting agenda and materials.
- Opened, read and replied to e-mails, letters and correspondence on behalf of executives.
- Scheduled and arranged travel and hotel reservations for meetings, conferences and seminars.
- Set up meeting and event logistics for senior management and updated calendars.
- Made travel arrangements to provide executives seamless and travel policy-approved business trips.
- Coordinated executive and senior management vacation, day-to-day meeting and travel schedules.
- Ordered catering or restaurant delivery to offer food and beverages to meeting and conference attendees.
Executive Administrative Assistant
Intuitive Surgical Inc
Sunnyvale, CA
07.2023 - 10.2023
- Greeted visitors upon their arrival; directed them to the appropriate destination or person; provided general information about the organization when necessary.
- Organized and maintained executive calendars, scheduled meetings, conferences, travel arrangements, and appointments.
- Ordered office supplies as needed while monitoring inventory levels to ensure adequate stock is available at all times.
- Reviewed and processed expense reports and invoices for accuracy and completeness.
- Provided secretarial support to the executive staff including composing correspondence, memos, presentations, reports and other documents as requested.
- Coordinated meeting and work schedules for staff teams and executives.
- Arranged appropriate travel, visas, agendas, necessary contacts and other information for executive travel.
- Managed director's calendar and prepared meeting agenda and materials.
- Managed and tracked expenses to meet company budget requirements.
- Maintained company confidence and protected business operations by keeping sensitive information confidential.
- Set up meeting and event logistics for senior management and updated calendars.
- Made travel arrangements to provide executives seamless and travel policy-approved business trips.
- Facilitated communications by forwarding emails, transferring calls and filing documents.
- Ordered catering or restaurant delivery to offer food and beverages to meeting and conference attendees.
- Compiled meeting agendas and supportive materials ahead of meetings.
Sr. Administrative Assistant
Public Policy Institute of California
San Francisco, CA
09.2022 - 03.2023
- Scheduled meetings, appointments, and events for executives.
- Prepared expense reports for executives using company software programs.
- Handled customer inquiries in a timely fashion while maintaining high standards of customer service.
- Provided administrative support to senior management team.
- Coordinated travel arrangements for executive staff members.
- Organized and maintained detailed office filing systems.
- Ensured proper handling of sensitive materials by following established policies.
- Maintained confidential information regarding employees, customers, and business operations.
- Answered incoming calls from clients and vendors in a professional manner.
- Handled incoming and outgoing correspondence, including email, mail, and package deliveries, ensuring timely distribution.
- Coordinated and scheduled meetings, including room reservations, catering, and technical setup, for seamless execution.
- Coordinated catering services for various functions, including sales trainings and department meetings.
- Coordinated travel arrangements and completed expense reports for travel reimbursement.
- Executed on-time, under-budget projects by solving complex issues for senior leadership.
- Set up workshops, conferences and meetings by scheduling and reserving rooms and preparing supplies.
Sr. Administrative Assistant
Cardinal Health & Mscripts
San Francisco, CA
11.2019 - 08.2022
- Scheduled meetings, appointments, and events for executives.
- Prepared expense reports for executives using company software programs.
- Created and distributed documents, reports, presentations, and correspondence.
- Provided administrative support to senior management team.
- Coordinated travel arrangements for executive staff members.
- Ensured proper handling of sensitive materials by following established policies.
- Maintained confidential information regarding employees, customers, and business operations.
- Processed invoices and payments through an automated system.
- Managed inventory of office supplies and placed orders as needed.
- Handled incoming and outgoing correspondence, including email, mail, and package deliveries, ensuring timely distribution.
- Coordinated and scheduled meetings, including room reservations, catering, and technical setup, for seamless execution.
- Managed daily office operations and maintained office supplies inventory, ensuring efficient workplace functionality.
- Pleasantly welcomed visitors, answered phone calls, and maintained front reception desk.
- Coordinated catering services for various functions, including sales trainings and department meetings.
- Sorted and distributed incoming faxes, letters and emails for office distribution.
- Coordinated travel arrangements and completed expense reports for travel reimbursement.
- Kept office equipment functional and supplies well-stocked to promote efficient operations.
- Executed on-time, under-budget projects by solving complex issues for senior leadership.
Administrative Assistant II
BioMarin
Novato, CA
02.2015 - 11.2019
- Maintained office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies.
- Scheduled appointments between clients and customers and internal staff members.
- Facilitated communication between different departments within the organization.
- Ensured efficient operation of office equipment such as printers, copiers and fax machines.
- Assisted with the planning of special events by arranging catering services, securing venues and ordering promotional materials.
- Conducted research on various topics as requested by management.
- Created travel arrangements and distributed travel details to appropriate personnel.
- Greeted visitors and provided general information about the company.
- Provided administrative support to the executive team, including scheduling meetings and managing calendars.
- Managed office supplies inventory and placed orders when necessary.
- Coordinated mailings including sorting mail, preparing packages for shipping via courier service or postal service.
- Greeted visitors in a professional manner, responding to inquiries and directing them to appropriate personnel.
- Composed letters, memos, reports, emails, presentations and other written correspondence as required by management staff.
- Answered phone calls and emails to provide information, resulting in effective business correspondence.
- Coordinated and scheduled meetings, including room reservations, catering, and technical setup, for seamless execution.
- Managed daily office operations and maintained office supplies inventory, ensuring efficient workplace functionality.
- Handled incoming and outgoing correspondence, including email, mail, and package deliveries, ensuring timely distribution.
- Kept office equipment functional and supplies well-stocked to promote efficient operations.
- Coordinated travel arrangements and completed expense reports for travel reimbursement.
- Coordinated catering services for various functions, including sales trainings and department meetings.
- Sorted and distributed incoming faxes, letters and emails for office distribution.
- Pleasantly welcomed visitors, answered phone calls, and maintained front reception desk.
Education
Criminal Justice
California Coast University
Santa Ana, CASkills
- Travel Coordination
- Customer Service
- Scheduling
- Event Coordination
- Meeting Support
- Meeting planning
- Office Management
- Travel Planning
- Travel Arrangements
- Schedule Management
- Confidentiality
- Calendar Management
- Logistics Coordination
Timeline
Executive Administrative Assistant
Abbott Diabetes Care
10.2023 - 03.2024
Executive Administrative Assistant
Intuitive Surgical Inc
07.2023 - 10.2023
Sr. Administrative Assistant
Public Policy Institute of California
09.2022 - 03.2023
Sr. Administrative Assistant
Cardinal Health & Mscripts
11.2019 - 08.2022
Administrative Assistant II
BioMarin
02.2015 - 11.2019
Criminal Justice
California Coast University
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