Overview
Work History
Skills
Summary
Work Availability
Languages
Work Preference
Timeline
BusinessAnalyst
Suzana Vandik

Suzana Vandik

Vienna,VA

Overview

14
14
years of professional experience

Work History

Corporate and External Affairs Executive Assistant to VP- North America & Canada

BHP
Washington, DC
05.2023 - Current
  • Manage the administrative needs of the Vice President of Corporate Affairs and Communications in Canada, and Head of Corporate Affairs in the U.S, the global Corporate Affairs team and other BHP team members as required
  • Manage ELT members' schedules including travel and accommodations, daily meetings across global time zones
  • Help organize team activities as well as assess and prioritize daily tasks and manage long-term responsibilities
  • Work with the head of the office to manage and prioritize weekly workflow, meetings, pending decisions, calendars, messages, and incoming materials for review
  • Assist with proofreading and editing briefing materials and presentations
  • Manage monthly expense reports and process purchase orders, NOIs, invoices, and vendor information within deadlines
  • Manage and work with legal staff on submitting monthly, quarterly, and annual lobbying disclosures to Congress
  • Support executive level meetings in Washington DC including meeting planning, travel arrangements, catering, and other logistical needs
  • Communicate effectively on behalf of the team to outside vendors and business partners
  • Handle confidential, sensitive, and nonroutine information and matters with discretion, confidentiality, and integrity
  • Manage the Washington office facility and logistical needs by coordinating with the building owners, addressing maintenance requirements and manage supporting service vendors
  • Performs additional duties as assigned by executives

Business Support Specialist| Contract Administrator

Valcourt Building Services of Washington, DC
Vienna, VA
01.2018 - 05.2023
  • Support the General Manager, Director of Account Management, and six Account Managers as needed
  • Work closely with the Director of Account Management to keep them well informed of upcoming commitments and responsibilities, following up appropriately
  • Serve as the primary contact for internal and external constituencies on all matters pertaining to contracts, including those of a highly confidential or critical nature; prioritize and determine appropriate courses of action, referral, or response, exercising judgment to reflect General Manager's style and organization policy
  • Successfully manage all contracts, purchase orders, work orders, proposals, COI's and provide administrative support on a wide range of tasks resulting in continuous productivity and efficiency of high-priority and confidential information
  • Utilize advanced Microsoft Office skills, including PowerPoint and Excel, to develop and maintain organized and visually appealing reports for executive-level managers, leading to a 25% increase in positive feedback
  • Develop and implement both physical and electronic filing systems, resulting in a 50% reduction in time spent on administrative tasks through continuous improvement initiative
  • Maintain daily flow and efficient flow of information, service tickets of new work activations, cancellations, and decreases between all levels of Account Managers, Scheduling Managers

Administrative Coordinator

Valcourt Building Services of Washington, DC
Vienna, VA
04.2016 - 12.2017
  • Prioritized inquiries, meeting requests, and issues
  • Prepared and anticipated the needs of the General Manager in advance of meetings, including weekly team leadership meetings, staff meetings, conferences, and other internal/external meetings
  • Acted as contact person and liaison between department heads and General Manager
  • Reviewed and updated existing compliance policies and procedures, documents and logs
  • Supported the General Manager and SafeSite Manager during compliance audits
  • Participated in various committees to support enterprise activities, volunteer events, and employee engagement functions, resulting in a 20% increase in employee engagement and morale
  • Acted as a liaison between the general manager and various departments of the company, representing the company in a professional and positive manner, resulting in positive external relationships
  • Consistently met and exceeded expectations in providing organization support, including billing all service tickets and generating invoices in WinGate, month end reports for management, database management, and limited project management, resulting in a 30% increase in team efficiency
  • Maintained the flow of information between all levels of the organization, ensuring timely and accurate communication of plans and priorities
  • Proven ability to take initiative, anticipate needs and exercise independent/sound judgment
  • Experience supporting executives on a leadership team, including experience with large multi-dimensional corporations

Executive Assistant

Commercial Representation of The Embassy of Angola
Washington, DC
01.2014 - 03.2016
  • Successfully managed and organized the calendar of the Commercial Attaché, resulting in an increase in productivity and efficiency of high-priority and confidential meetings through effective calendar management
  • Utilized advanced Microsoft Office skills, including PowerPoint and Excel, to develop and maintain organized and visually appealing presentations and reports for executive-level audiences, leading to a 25% increase in positive feedback and engagement, through effective reporting and presentation skills
  • Managed and maintained the Commercial Attaché's calendar, scheduled meetings, coordinated travel arrangements, accommodations, restaurant reservations, and other logistic items resulting in a 25% increase in productivity through effective travel management and time planning
  • Coordinated and organized company-wide events, exhibitions, and meetings, resulting in a 15% increase in attendance through effective logistics and event planning
  • Developed and implemented a new filing system, resulting in a 50% reduction in time spent on administrative tasks through continuous improvement initiative
  • Provide organization support including maintaining or accessing information from Teams sites, presentation development (PowerPoint), database management (Excel), limited project management, providing effective executive support
  • Maintain an efficient flow of information between all levels including internal and external contacts on a wide spectrum of plans and priorities, through effective business administrator skills

Executive Secretary

Commercial Representation of The Embassy of Angola
Washington, DC
01.2011 - 12.2014
  • Successfully managed and directed all incoming visitors and various partners to meetings
  • Managed all incoming phone calls, sorted and distributed mail and faxes
  • Developed and maintained a filing and contact system and maintenance of inventory
  • Daily use of Excel and PowerPoint-creating spreadsheets and presentations
  • Maintained the flow of information between all levels of the organization, ensuring timely and accurate communication of plans and priorities, resulting in a 20% increase in successful execution of plans
  • Proven ability to take initiative, anticipate needs and exercise independent/sound judgment, resulting in a reduction in errors or oversights
  • Experience supporting executives on a leadership team including experience with large multi-dimensional corporations and government entities both nationally and internationally
  • Proven track record of exceeding expectations in organizational support, meeting support, and project management
  • Strong communication and interpersonal skills, with the ability to maintain confidentiality and exercise discretion when necessary

Skills

  • Travel administration
  • Scheduling
  • Meeting planning
  • Document handling
  • Invoice processing
  • Appointment setting
  • Administrative support
  • Report generation
  • Interpersonal communication
  • Conference planning
  • Office management
  • Filing and data archiving
  • Mail management
  • Excel spreadsheets
  • Spreadsheet tracking
  • Office administration
  • Customer service
  • Professional and mature
  • Calendar management
  • Project oversight
  • Phone etiquette
  • File organization
  • Travel coordination
  • Self-starter
  • Mail handling

Summary

Driven and resourceful administrative professional with 13+ years of experience assisting with work of high-achieving executives. Track record supporting professional needs with well-organized precision. Successfully manages high-volume workloads in rapidly changing environments.

Work Availability

monday
tuesday
wednesday
thursday
friday
saturday
sunday
morning
afternoon
evening
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Languages

Portuguese
Native language
English
Advanced (C1)
C1
Spanish
Advanced (C1)
C1

Work Preference

Work Type

Full Time

Location Preference

Hybrid

Important To Me

Work-life balanceCompany CultureHealthcare benefitsWork from home optionPersonal development programsCareer advancementPaid time offTeam Building / Company RetreatsPaid sick leave401k match4-day work weekFlexible work hours

Timeline

Corporate and External Affairs Executive Assistant to VP- North America & Canada

BHP
05.2023 - Current

Business Support Specialist| Contract Administrator

Valcourt Building Services of Washington, DC
01.2018 - 05.2023

Administrative Coordinator

Valcourt Building Services of Washington, DC
04.2016 - 12.2017

Executive Assistant

Commercial Representation of The Embassy of Angola
01.2014 - 03.2016

Executive Secretary

Commercial Representation of The Embassy of Angola
01.2011 - 12.2014

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Suzana Vandik