Experience

Prometheus Real Estate Group

• Administrative Associate

  Stanford/Lucile Packard Children’s Hospital October, 2008 – November, 2008 Assisting with the coordination of the Pediatric Interns and Residency Program at LPCH. Tracking new applicant information (using ERAS database tracking certain criteria/daily total count of all applicants); helping with interview process. Using MedHub to track attendance for the Morning Report and Noon Conferences. Entering attendance data for interns and residents (all of their clinic/in-house participation). Running evaluation reports on MedHub, compiling the (In-Training Examinations & Individualized Learning Plans scores); distributing to all interns/residents/chiefs, all participants. Attending and taking notes at the weekly Friday Chiefs and Program Directors Meeting. Show less



Prometheus Real Estate Group

• Executive Assistant

  Supported Professor/Endowed Director of the Division of Child & Adolescent Psychiatry Stanford/Lucile Packard Children’s Hospital November, 2007 – March, 2008 Heavy calendar management, scheduling appointments, often change and update. Attending and taking minutes for the monthly Division Meeting. Arranging travel, accommodations, honorarium payment and meetings for the Child Psychiatry Grand Rounds speaker. Using Oracle Financials to enter and track the Division’s expenses. Creating itineraries and arranging travel for perspective candidates - open positions in the Division. Screening and directing incoming phone calls. Conduct research (literature, directions, information). Coordinating meeting/events for the Division (food, Rooms and equipment). Show less



Woodmont Properties

• Executive Assistant

  Woodmont Real Estate Services June 27th – July 18, 2003 Managed the CFO’s extensive daily schedule, prepared large amounts of Correspondence, which included detailed financial statements, calendar scheduling, expense reports, answered and directed calls, filing and distributed mail. Edited and distributed monthly reports for the real estate sales managers. Woodmont Real Estate Services June 27th – July 18, 2003 Managed the CFO’s extensive daily schedule, prepared large amounts of Correspondence, which included detailed financial statements, calendar scheduling, expense reports, answered and directed calls, filing and distributed mail. Edited and distributed monthly reports for the real estate sales managers.



Woodmont Properties

• Administrative Assistant

  Electronic Arts March – June, 2003 Corporate Development Sales Department. Proactively managed highly detailed and changing calendar for the VP of Corporate Development and his team, arranged weekly international and domestic travel, immediate response to email requests, answered and directed high volume calls for the department, arranged meetings (internal/external), prepared expense reports, typed correspondence, tracked the departments budget, opened distributed mail.; Prepared correspondence and presentations while protecting highly confidential and sensitive information for the VP of R&D, Product Design Engineers, Clinical Studies Team, and the Director of Regulatory Affairs at Oral-B Laboratories. Heavy calendar management, constant change and update, frequent travel arrangements, both domestic and international. Coordinating meetings with the VP (of R&D) and the Design Engineers; submitting new ideas for review. Assisting the Clinical Studies Department, typing clinical protocols for studies, maintained clinical study files, monitoring case report forms, consistent contact with clinical sites regarding requests for products and forms for studies. Coordinated travel arrangements for Clinical staff. Maintained files for Regulatory Affairs and Quality Assurance. Assisted in the preparation of documents for the FDA. Worked directly with HR Department setting up all aspects of candidate interviews for the Legal Department at Genentech, Inc. (working calendars to maximize efficiency). Successfully transitioning a group of 4 attorneys’ and 1 records manager temporarily to another facility. Proactively managed highly detailed and rapidly changing calendar - for the Vice President of Corporate Development of Sales at Electronic Arts. Adding to the successful accomplishment of responding to high volume and immediate response to email requests, allowing the VP to concentrate and effectively handle his projects. Show less



Prometheus Real Estate Group

• United States
• Real Estate
• 300 - 400 Employee

• Administrative Assistant

  • Jan 2004 - Present

  Corporate Relations/Sales November,; – February, 2005 Editing press releases on product information, answering and directing phone calls to appropriate corporate personnel (requesting specific product information), scheduling meetings, managing calendars, putting press binders together (on Genentech products), for local & national media. Extensive use of Corporate Time, Outlook, Word, Excel & PowerPointContract Assignment

• Sr. Administrative Associate

  • Feb 2015 - Dec 2015

  Supported the Executive Assistant to the CEO of Prometheus Real Estate Group. Helped with the creation and update of Personal Information Binders for the CEO’s use. Information was very detailed and organized to accommodate his needs. Example: Direct contact and immediate information (phone, emergency numbers, emails) for all pertinent employees, personal contacts, family contacts. The binders were kept up to date with any changes/additions ongoing. Also worked directly with the HR Department with regard to questions the CFO had about any Prometheus Personnel. Set up interviews, working with CEO’s daily calendar needs – no changes were made until approved and the contact with the Executive Assistant and the caretaker. Recreating and adding information to all property files and creating new property files upon purchase. Regular processing of expense reports, scheduling meetings, events and personal appointments. Daily mail and packaging of personal and office material.; Visa, Foster City January, 2013 –July 31, 2013 Assisted Sr. Business Leaders and Engineers in the Global Product Development Department. Complex calendar management, using outlook (constant change and update); setting up weekly 1:1 meeting’s with Direct Reports, complex recurring weekly meeting’s, concerning new product development. Checking calendars for any change (updating with information); throughout the day. Daily checking emails, updating information prior to distribution of calendar’s daily. Supporting and independently carrying out a wide range of duties, available for immediate requests and accurate positive outcome. Meeting catering needs, completing expense reports (using Oracle Financials); using software (word, excel & PowerPoint). Strong interpersonal verbal and written communication and organizational skills. High level of integrity and ability to maintain the highest level of confidentiality and discretion. Worked with outside vendor’ssetting up appointments (presentation of innovative products designed for Visa’s needs). Show less

• Experienced Executive Assistant; Administrative Assistant

  • 2007 - Dec 2015

  Contracting and Temporary Employment in the fields of: Technology, Health Care, & Real Estate Development

• Sr. Administrative Associate

  • Sep 2009 - Feb 2010

  Assisted the anesthesia residency administrator, doctors and staff with specific needs for the Anesthesia Department. Set up all the catering needs for the anesthesia residency applicants and faculty during the interview process; from: Dec/Jan, 2010. Put information packets together for medical student’s interview date (s). Responsible for keeping the current residency lecture series (CA1, 2, & 3); list updated, also sending notices of weekly lecture to each group via email and text (day of lecture); with copy to speakers. Posting weekly grand rounds notices, keeping list updated. Scheduled travel arrangements /accommodations/honoraria for visiting professors, during their grand rounds lecture. Distributed weekly on-call schedule to scheduler’s desk and operating room front desk – making sure any changes to the schedule were redistributed. Sent monthly report (on-call residents); to the house staff office for distribution of monthly meal tickets for the residents. Entered residents attendance of lectures; duty hours in MedHub. Answered incoming calls, answering questions and directing to correct staff/department. Show less

• Sr. Administrative Associate

  • Jun 2008 - Aug 2008

  Heavy calendar management: proactively managed multiple calendars, coordinated and scheduled complex meetings with internal and external attendees. Meeting coordination: worked with internal/external vendors; ordering food for events, while working within the group’s guidelines. Travel support, expense reports, ordering supplies. Communicated with internal/external executives.

• Executive Assistant

  • May 2007 - Aug 2007

  Supported Director of CIT and the ERP Services Group (20); Arranging meetings and teleconferences, heavy calendar management (constant meeting change and update). Use of Livelink (daily), to track and distribute Weekly Status Reports. Also, worked with security to update contractor’s access badges; coordinating meetings/events for the team (food, rooms and equipment). Creating and editing power point presentations, excel spreadsheets, word documents. Constant use of Outlook & Corporate Time.

• Sr. Administrative Assistant

  • May 2006 - May 2007

  Search Quality, Ad-Sense Sales Department. Supporting an Engineering Director, Manager of Systems Infrastructure and 50 + Software Engineers. Arranging meetings and teleconferences, heavy calendar management (constant change and update). Maintain website for team talks. Coordinating events for the team (food, rooms and equipment). Responding to daily and immediate requests by email, creating expense reports, creating excel spreadsheets, creating and updating PowerPoint presentations and answering phones. Extensive use of Corporate Time and the Google Calendar, Outlook, Word, Excel & PowerPoint. Show less

• Sr. Administrative Associate

  • Aug 2003 - Oct 2004

  Arranging meetings and teleconferences, managing calendars, scheduling travel (sometimes immediate request and often changing), answering high volume phone calls (dealing with a variety of people, senior management and medical professionals), preparation of expense reports, typing and formatting legal contracts, correspondence, immediate response to email requests, setting up meeting lunches (internal/external), filing legal documents, distributing mail. Extensive use of Corporate Time, Outlook, Word, Excel & PowerPoint. Show less



Prometheus Real Estate Group

• Administrative Associate

  • Oct 2014 - Jan 2015

  Appointment Scheduling, Travel Arrangements, Meeting Coordination, Travel & Expense Reports , High Volume Phone Calls, Special Projects Contract Assignment Appointment Scheduling, Travel Arrangements, Meeting Coordination, Travel & Expense Reports , High Volume Phone Calls, Special Projects Contract Assignment