Office Manager/Executive Assistant Resumes in US-California-Silicon Valley/Peninsula: Ana Lucia

Office Manager/Executive Assistant Resume - Click here to send us your resume

Contact Candidate

Name:

Ana Lucia

Location:

US-California-Silicon Valley/Peninsula

Experience:

Willing to Relocate:

Willing to Travel:

Most Recent Job Title:

Office Manager/Executive Assistant

Personal Website:

Objective:

I am a seasoned office manager with executive assistant, Human Resources and Recruiting experience seeking a start up or executive who would benefit from my services. I provide on-site and/or Virtual Executive Assistance services.

Resume Text:

Let us help you find a job, submit your resume now.

Or visit our education page to learn about getting your degree online

.....Begin Resume Preview.....

equipment & supplies related to event preparation & booth duty
Sales Training Coordinator: Product training sessions for sales & operations team
Public Relations & Investor Relations: road-shows; analysts, investor, conferences & speakers
International: Bi-Lingual (English/Portuguese)

Education: HRCI, Human Resources Management Certification – in progress
University of Phoenix, B.S. Business Management Degree-in progress

Summary of Work Experience

TOPIX, LLC March 2008 – July 2008
Contractor (fill in for maternity leave in a start-up company)
* Office Manager & HR/Recruiting (Gatekeeper)
* Manage day to day operations (facility management)
* Assist Finance with reconciliation and management of corporate credit cards & invoices
* Assist CEO and executive team with meetings, travel, conference calls
* Vendor management (Safeway, Costco, Office Depot, etc.)
* Order office supplies, weekly snacks and food for daily lunches
* Managed the Kitchen pantry,: stocking shelves, refrigerator with snacks and beverages
* Coordinated the logistics for Lunch 2.0 which 1,000 attendance
* Assist the VP of Sales (travel, Salesforce, expenses)
* Inside Online Advertising Associate (sell banner ads, directory listings, SEM packages)

CYBERQueen, The Perfect!Assistant Solution January 2006 – Present
Contracted Services as a Human Resources Generalist, Executive Assistant & Office Manager for start-up & small businesses; usually for individuals on maternity leaves.
Executive Assistant:
* Executive support for CEO, COO & executive team
* Coordinate logistics for programs, conferences, tradeshows, speaking engagements
* Coordinate point to point domestic/international travel arrangements, hotel & transportation
* Manage overflow of Email; Calendar & Contact management
* Coordinate customer/partner meetings, prepare board packages
* Provide computer & IT support.

Office Manager:
* Manage day to day operations of an office
* Event planning (sales meetings, company parties, off-sites)
* Create or modify sales/marketing presentations & prepare board packages
* Provide basic IT support (troubleshoot) PDA’s, laptops, printers & faxes
* Coordinate logistics for speaking engagements, conferences & tradeshows
* Review purchase requisitions, purchase orders, invoices & expense reports for appropriate documentation & approval prior to payment
* Reconcile monthly American Express credit card statements; reconcile & manage petty cash
* Building/Facility management & of all office equipment & supplies, including ordering & vendor selection & coordination

Recruiting Coordinator:
* Extensive verbal & written communication between clients & candidates
* Develop candidate profiles for each prescreened candidate to present to the Managers
* Follow up & Follow through on logistics for travel, hotel, transportation, interview schedules, video conference calls, etc. with candidates & clients
* Process monthly billings invoice for clients
* Write job ads, post open positions on approved job boards
* Source, screen & qualify candidates according to specifications
* Maintain database of candidate information & networking information
* Manage & maintain the Applicant Tracking System

Human Resources Generalist:
* Manage recruiting process & activities, contractor documentation & offer letters
* Maintenance of Personnel & HR files; PTO tracking; Benefits administration & open enrollment periods
* Establish & conduct New Hire Orientation & Exit Interviews
* Employee Handbook Development (develop company policies & procedures)
* Employee Programs, Incentive Programs, Community Outreach Programs;
* Keep management informed on (updated) HR issues

Globalware Solutions, Redwood City, CA May, 2006 – December, 2006
Human Resources Manager:
* Manage recruiting process: New contractor documentation & offer letters; maintenance of Personnel & HR files; PTO tracking, Benefits administration & New employee orientation; Exit Interviews; open enrollment periods, & recruiting activities
Office Manager:
* Event planning (sales meetings, company parties, off-sites)
* Provide basic IT support (troubleshoot) PDA’s, laptops, printers & faxes
* Assist sales executives with travel, hotel, speaking engagements, conferences & tradeshows
* Review purchase requisitions, purchase orders, invoices & expense reports for appropriate
documentation & approval prior to payment; reconcile monthly American Express credit card statements & reconcile & manage petty cash
* Management of all office equipment & supplies, including ordering & vendor selection
Sales Operations:
* Collect data & compile weekly & monthly sales reports using JDE/Crystal report &
Excel
* Manage & maintain customer records including software license agreements, support
Renewals, non-disclosure agreements, etc

Gilead Sciences, Inc. San Mateo, CA September – December, 2005
Administrative Associate to Senior Vice President, Commercial Operations
(Maternity leave - contractor)
* Manage day to day operations of Senior Vice President (emails, calls, correspondence,
expense reports, recruiting & assist with new hire process); Coordinate domestic & international travel; Event planning for team building meetings, off-sites, conferences & speaking engagements

EXELIXIS, Inc. South San Francisco, CA June – September 16, 2005
Human Resources Coordinator & Program Manager (Contractor)
* Manage company programs: Employee Recognition, Employee Referral, & Tuition
Reimbursement, & Employee Incentive Programs
* Manage Community Outreach Programs (Stanford Blood Drive; Employer of Excellence;
Back-to-School Drive; Family Giving Tree)
* Experience in temporary staffing; & employment verification; administration of New Hire
orientation training; Updated ADP (HRIS) database on a daily basis. Took on projects & other duties as needed

ENCIRQ Corporation, Burlingame, CA January, 2005 – May, 2005
Director of First Impressions – Office & Marketing Management (Contractor)
* Provide executive support for CEO & VP of Marketing: programs, conferences,
tradeshows; travel, expenses, customer/partner meetings, board meetings
* Event planning (off-sites) for sales, marketing & management
* Hands-on facilities management, coordination, & space planning in an office building
environment & oversee maintenance of office buildings
* Manage Receptionist Area & maintain all physical areas of the office space; order &
maintain equipment & office supplies; maintain kitchen area, order groceries & lunches
* Assist with recruiting process: New Hire & contractor documentation & offer letters,
Personnel & HR files; PTO tracking, Benefits administration & Payroll process
* New hire workstation (Laptops) set up, including computer, phones, new hire training
* Coordination of IT needs for staff
* Purchasing & Finance: produce & process purchase orders, vendor relationship &
order placement, tracking credit card purchases

Pedestal Networks, Fremont, CA March, 2004 – December, 2004
(Company went out of business) – Temp position through Premier Staffing, SF,CA
Executive Assistant to the CEO & Executive Assistant to Vice President of Marketing
* Day to day liaison between board of directors, analysts, & senior level executives
* Coordinated analyst conferences & internal meetings involving CEO & executive team
* Involvement in the recruiting & interviewing process of top national sales & business development candidates
* Team with IT to provide laptops or desktop computers; security access, parking, telecommunication for new & existing employees
* Marketing, business development & event planning

Agency-Temporary Assignments November, 2002 – February, 2004
Executive Assistant to C+ level executives
* Coordinated complex domestic & international travel; produce Board packages; managed logistics for customer visits, training & seminars for sales & marketing
* Acting Facility Manager (furniture, artwork, vendor relationships, building maintenance)

Electronic Arts, Redwood City, CA August, 2001 – October, 2002
Executive Assistant to the Vice President of Corporate Communications & the Director of Investor Relations
* Liaison for media calls, public relations firm, analysts & investors; plan & coordinate interviews with media for executive team;
* Update presentation materials for quarterly company meetings
* Coordinated analyst & investor conferences & internal meetings involving CFO, CEO, President & executive team
* Coordinated logistics for an executive panel analyst breakfast meeting at the E3 event in Los Angeles with 300 in attendance
* Planned & coordinated the Analyst Day & Road shows across the country for Electronic Arts Executive Team
* Managed heavy incoming emails for both executives
* Managed phone calls and voicemails
* Worked on special projects directed by executives
* Processed expense reports
* Coordinated domestic and international travel for Vice President

COLO.COM, Brisbane, CA July, 2000 – July, 2001
(Company went out of business) Assistant to General Manager of MatchLogic, Inc.
Executive Assistant to Senior Vice President of Marketing & Sales & Chief Operating Officer
* Revenue tracking processed compensation plans, worldwide travel coordination, heavy meeting management, event coordination, standardization of policy & procedures
* System administration for SalesForce.com
* Involvement in the recruiting & interviewing process of top national sales candidates
* Recruiting assistance for sales & marketing department (& new hire process)

Excite@Home, Redwood City, CA June, 1999 – June, 2000
(Company went out of business)
Executive Assistant to General Manager of MatchLogic, & VP of Business Development
* Calendar & travel schedule management (business travel, domestic & International) meeting planning; budgeting; & expense processing; Preparation of presentations, correspondence & reports; & management of projects; Event planning for business development off-sites

Palm Computing, a 3Com Company, Santa Clara, CA July, 1998 – June, 1999
Sales Program Coordinator (contractor)(November/ 1998 – June/ 1999)
* Support to EVP of Enterprise Sales, Area sales managers & business development managers
* Coordinated team meetings, off-sites, & special events, including travel/hotel/catering
* Provided booth duty at OracleOpen & Palm Developer’s conferences
* Managed logistics for trade shows & events, including evaluating, recommending, promoting, & delivering
* Palm liaison for 3Com Corporate Briefing Center; secured presenters for customers & partners interested in the Palm platform & product line

Project Coordinator –
Field Education 3Com Corporation University (July/1998 – October/1998)
* Coordinated product training sessions for the direct sales & operations team held in Georgia for 3 weeks
* Maintain all training documentation; including updating, archiving, & creating product documentation; Provide ongoing feedback to product trainers regarding quality of training, & session’s improvements