Office Manager/Executive Assistant

Posted on: 2008-08-20

Ana Lucia Novak San Bruno, CA 94066 Cell: 650-771-0777 [email protected] http://www.cyberqueen.net Summary of Qualifications Hardware: Mac OS and PC Software: ACT!, Sales Force, Oracle & SAP; PowerPoint, Excel, Word, Outlook, ADP HRIS, WordPerfect, Filemaker Pro, Lexis-Nexis, Palm Platform, Blackberry; Basic QuickBooks Human Resources: New Hire, Training, Employee Programs, Incentive Programs, Community Outreach Programs, Recruiting, Terminations, HRIS database experience Project Management: Coordinator for programs in marketing, business development; sales training; partner programs Event Management & Trade Show: Coordinator for Off-sites, seminars & training. Collateral & marketing materials, 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