Zina Kahssai
Orlando
Summary
Dynamic administrative professional with a proven track record in supporting executive leadership and efficiently managing complex schedules. Adept at handling confidential information with discretion, ensuring seamless operations and decision-making processes. Committed to fostering team collaboration and meeting evolving business needs through exceptional communication and organizational skills. Recognized for a proactive approach that enhances productivity and drives success in fast-paced environments.
Overview
24
24
years of professional experience
Work History
Executive Assistant for L&D and ED
Kaiser Permanente Westside Medical Center
Hillsboro, OR
06.2015 - Current
- Responsible for the coordination of domestic and international board meetings, conferences, and teleconferences including onsite management of logistics
- Managed expense reports for executive staff members, ensuring accurate documentation of spending for budgeting purposes.
- Drafted and transcribed documents, reports, graphs and presentations
- Streamlined office procedures, enhancing workflow efficiency and reducing administrative bottlenecks.
- Assisted in the preparation of reports, maintaining accuracy and adherence to compliance standards.
- Implemented electronic filing system, improving document retrieval speed and organization across departments.
- Assisted in training new administrative staff on operational protocols, fostering a cohesive team environment.
- Maintained confidentiality of sensitive information by adhering to strict privacy policies and implementing secure filing systems.
- Ensured accurate record-keeping with diligent data entry and database management for vital company information.
- Promoted a positive work environment through effective communication skills and fostering professional relationships among colleagues.
- Improved document organization with thorough file maintenance, archiving outdated records as necessary for efficient retrieval when needed.
- Coordinated office supply inventory management, proactively ordering necessary items before depletion to avoid workflow disruptions.
- Supported executive staff through scheduling meetings, coordinating travel arrangements, and preparing crucial documents.
- Optimized calendar management for executives by scheduling appointments strategically while considering priorities and minimizing conflicts.
- Organized office events such as holiday parties or team-building activities, promoting a positive company culture and boosting employee morale.
- Collaborated on special projects as assigned by leadership, contributing research findings or coordinating event logistics as needed for success.
- Led initiatives to optimize inventory management processes, resulting in improved resource allocation and cost savings.
- Assisted in onboarding new employees, providing training materials, and coordinating orientation schedules to ensure a smooth integration into the team.
- Monitored office supplies inventory, ensuring availability of essential items without overstocking.
Executive Assistant to Chief Executive Officer
American Institute for Cancer Research
11.2006 - 04.2014
- Responsible for domestic and international travel arrangements, including air, rail, and hotel reservations for Executive Team
- Coordinated internal meetings for Executive Team and Management Team
- Led initiatives to improve office operations, resulting in more efficient processes and resource allocation.
- Managed multiple calendars
- Prepared expense reports and expense reconciliations
- Drafted and transcribed documents, reports, graphs and presentations
- Ability to identify problems and develop appropriate resolutions relating to projects and programs
- Maintained historical and administrative files for global entities
- Sorted, routed, and filed incoming correspondence, reports and documents
- Streamlined communication between CEO and internal/external stakeholders, improving information flow and collaboration.
- Prepared comprehensive agendas and briefing materials for board meetings, enhancing decision-making efficiency.
- Contributed to smooth business operations by planning and organizing meetings and conferences.
- Maintained confidentiality by handling sensitive information with discretion and professionalism.
- Prepared meeting agendas and briefing papers for members of board of directors and executive team.
- Managed complex calendar scheduling with focus on proper allocation of executive availability.
- Screened calls and emails and initiated actions to respond or direct messages for managers.
- Contributed to strategic planning by providing administrative support during Board of Directors'' meetings.
- Increased meeting effectiveness with detailed preparation of agendas, materials, and minutes.
- Enhanced productivity with meticulous organization of documents and files for easy access and retrieval.
- Used advanced software to prepare documents, reports, and presentations.
- Took notes and dictation at meetings.
Program Assistant, Public Affairs, Meetings, & Development
Generic Pharmaceutical Association
05.2003 - 09.2006
- Developed event program materials and content for Association’s website
- Liaised with consultants on the program material and stage design of Association events
- Managed all budget and invoice reconciliation for Association events as well as membership fees
- Managed all solicitation and list development for Association events
- Coordinated staff schedules and materials and other logistics
- Assisted with the coordination and marketing of events, press releases, and fundraising initiatives
- Managed registration and coordination of events, ranging from 10-600 attendees
- Managed Association’s membership database and other strategic relationships through software program, iMIS
- Provided on-site coordination and management of all logistical operations relating to events
- Identified strategic revenue-generating relationships for GPhA, and negotiated event sponsorship terms and conditions
Legal Aide
Crowell & Moring, LLP
09.2002 - 04.2003
- Conducted research, through both electronic and library sources, on matters relating to firm’s intellectual property practice
- Assisted project teams to meet deadlines, and other duties as needed
- Responsible for oversight and management of all files and document review
Education
Bachelor of Arts - International Politics
Catholic Univerity of America
Washington, DCSkills
- Strong Written and Verbal Communications Skills
- Advanced MS office suite
- Executive support
- File organization
- Strong problem solver
- Meticulous attention to detail
- Information confidentiality
- Meeting and conference planning
- Expense reporting
- Office administration
Timeline
Executive Assistant for L&D and ED
Kaiser Permanente Westside Medical Center
06.2015 - Current
Executive Assistant to Chief Executive Officer
American Institute for Cancer Research
11.2006 - 04.2014
Program Assistant, Public Affairs, Meetings, & Development
Generic Pharmaceutical Association
05.2003 - 09.2006
Legal Aide
Crowell & Moring, LLP
09.2002 - 04.2003
Bachelor of Arts - International Politics
Catholic Univerity of America