Ana Aldana
Project Coordinator and Administrative Support at ICON Venue- Claim this Profile
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Bio
Experience
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CAA ICON
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United States
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Spectator Sports
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1 - 100 Employee
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Project Coordinator and Administrative Support
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Oct 2010 - Present
Provide Project Coordination for Farmers Field Project Provide Project Coordination for Farmers Field Project
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AEG
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United States
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Entertainment Providers
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700 & Above Employee
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Executive Assistant and Office Coordinator
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Jan 2007 - Oct 2011
- Executive support to SVP and Project Managers. Coordinate domestic and international travel arrangements, prepare expense reports, draft legal correspondence, prepare meeting minutes, agendas and event itineraries.- Compile information for spreadsheets, produce reports and maintain updates with new data. Create detailed PowerPoint presentations for events and meetings.- Create and process purchase orders, change orders and assemble vendor contracts and agreements for special projects, review invoices and match with supporting documents, handle and resolve various tax issues. - Maintained project control logs. Assembled and distributed weekly O.A.C. meeting minutes and all other project coordination.- Manage and maintain FTP site for various projects, both international and domestic. Built a document index of all existing files.- Successfully coordinated and oversaw the logistics of 3 office moves and relocations. Serve as liaison to building management.- Oversee the daily functions of the office, keep inventory and execute all general office duties. Serve as point of contact and have established relationships with all clients, vendors and sub-contractors. Assist with special projects on a case by case basis.
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American Heart Association
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United States
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Wellness and Fitness Services
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700 & Above Employee
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Administrative Assistant
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Mar 2002 - Jan 2007
- Fully responsible for the front desk/reception area. Answered a 20 line switchboard, greeted guests and walk-in customers.- Administrative support to Office Manager and Event Directors. Assisted with event coordination, researched potential sponsorship opportunities, drafted letters and coordinated massive mailing. - Assisted Fundraising Directors with gathering data for finance reports, confirming donations, researching items for auctions and assisted on various projects related to galas, auctions and sponsorship.- Fully responsible for accounts payable, kept inventory, stocked all kitchens and supply rooms within 5 floors, coordinated and scheduled any necessary maintenance.- Prepared and distributed weekly meeting schedules, and prepared Executive Director’s master calendar of events organization wide.
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Administrative Assistant / Receptionist
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Oct 1998 - Apr 2001
- Performed all front desk duties, successfully handled the toll free office number, and transferred all calls accordingly. - Administrative support to 4 Department Managers with account activities, customer relations and all administrative needs.- Tracked and monitored business results on a daily basis using a corporate database.- Fully responsible for accounts payable; reviewed invoices for accuracy, coded them and allocated costs between departments.- Organized confidential personnel paperwork and files for District Human Resources Manager. Assisted with new benefits roll outs.- Maintained inventory of office, kitchen and production supplies. Processed timesheets and submitted to payroll. - Successfully executed all other office and administrative duties.
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Assistant Staff Coordinator
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Dec 1997 - Oct 1998
- Interviewed potential candidates and placed on temporary job assignments.- Acted as a point of contact for clients seeking to hire temporary employees.- Processed all new hire paperwork and maintained employee personal data and files organized and confidential.- Assisted with processing payroll in a timely manner to meet all deadlines. - Interviewed potential candidates and placed on temporary job assignments.- Acted as a point of contact for clients seeking to hire temporary employees.- Processed all new hire paperwork and maintained employee personal data and files organized and confidential.- Assisted with processing payroll in a timely manner to meet all deadlines.
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Education
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Bell High School
High School Diploma