San Francisco State University

Executive Assistant/Office Manager/Corporate Card Administrator at Pivot Technology Services Corp.

Charles Schwab

Administrative Specialist, Financial Support

Provide support to the Senior Operations Director, the Vice President of Finance and the Accounting Team, oversee corporate headquarters and offices in the West Coast, and serve as a Primary Administrator for the Corporate Card Program for the US and Canada.

•  Manage and oversee day-to-day activities of operations of four facilities in the West Coast, including planning and coordinating with other units.  Improve operational effectiveness by streamlining business operational work processes and procedures.  Reduced office expenditure by 30% by negotiating cheaper supply contracts and implementing inventory control. 
•  Complete a variety of administrative tasks for the Vice President of Finance and the Accounting Team, including managing an extremely active calendar of appointments; completing expense reports; composing and preparing highly sensitive and confidential correspondence; and arranging complex and detailed travel plans, itineraries, and agendas.
•  Receive an employee appreciation award for the First Quarter of 2020.
•  In charge of the Company’s Annual Finance Conference, which includes setting the budget, reviewing and negotiating contracts, scouting venues, work with key executives and presenters in developing the technical program and daily schedule, managing the production of conference documents, overseeing registration, booking travel for all participants, and contingency planning. 
•  Spearhead and implement the Company’s first Corporate Credit Card Program in Canada.  Perform daily credit card administration for the United States and Canada such as card issuance/closures, suspensions, duplicate and fraudulent charges, program training, reporting, and system management.
•  Assist with Concur (expense and travel management software) related requests such as running detailed reporting for audits and expense reconciliation and submission.
•  Successfully direct and complete multiple and large-scale office relocation projects.

Pivot Technology Services Corp.

Semior Operations Analyst, Facilities / Corprorate Card Program Administrator

Served as the Executive Assistant to the Senior Vice President of Business Development and the Team Coordinator to the Wi-Fi Business Development Department of the second largest cable company in the U.S. 
•  Managed calendars for a team of five Senior Managers and one Senior VP. Scheduled travel arrangements and processed expense reimbursements. 
•  Prepared correspondence, meeting minutes, financial reports, staffing reports, contracts, and agreements. 
•  Created and edited documents for team and client presentations using Microsoft Excel, PowerPoint and Word. 
•  Provided administrative support including sending/receiving facsimiles and e-mails, maintaining office supplies, coordinating events and meetings, ensuring that all office equipment is functioning properly, and managing files in the shared drive.

Time Warner Cable

Executive Assistant & Team Coordinator, WiFi Business Development

Provided support to the Region Senior Vice President, Chief Operating Officer, and the West Region office.  The company is a transitional care hospital specializing in long-term acute care to medically complex patients.
•	Managed the Region Senior VP and COO’s calendar and scheduled appointments.  Maintained and published the Region monthly meeting calendar. Arranged travel plans and itineraries, prepared weekly expense reports, and reconciled credit card accounts.
•	Organized events and conferences by arranging facilities and catering, issuing invitations, coordinating speakers and controlling event budgets.
•	Prepared agendas, PowerPoint presentations and meeting minutes. Composed confidential correspondence and created complex reports. Maintained department records, spreadsheet files, and policy and procedure manuals.

Kindred Hospital

Executive Assistant

Served as Executive Assistant to the Chief Operating Officer, Chief Financial Officer, General Counsel, and two Vice Presidents of an innovative and life sciences company engaged in the research and development of clinical diagnostic tests for cancer.
•	Coordinated travel and ensured executives and Board members have the materials needed for meetings on their itineraries. Oversaw calendars and appointments, including speaking engagements. Coordinated conferences and other special events.
•	Prepared Board meetings, including agendas, meeting minutes, catering, and audio visual needs.
•	Assisted General Counsel by coordinating with customers, external counsel and other vendors to obtain and exchange information and documentation, coordinating acquisition and maintenance of legal agreements, including hard copy and electronic materials, and maintaining legal filing systems.

Response Genetics

Executive Assistant to the CEO & Chairman of the Board

Provided administrative support to the Chief Executive Officer and Chief Financial Officer of a leading provider of cloud-based services and software. The company has over 1,000 employees throughout the United States, Canada, and Asia.
•     Reduced company travel expenses within the first 3 months of tenure by identifying cost-effective travel agencies
and negotiating vendor contracts.
•	Successful preparation of Board Meetings for the past 8 quarters, including tracking, monitoring and following the progress of open action items, drafting the agenda, taking meeting minutes, setting the timetable and owners for Board material preparation, and producing a final draft of the Board Book.
•	Oversaw CEO and CFO’s calendar, organized the Executive and Finance libraries, and assisted with special projects as needed.

support.com

Executive Assistant to the CEO and CFO

Served as Executive Assistant to four Directors of the Stanford Cancer Center, an institution of over 700 employees consistently ranked among the top hospitals in the nation for advanced care in cancer treatment.
•	Implemented the first email weekly newsletter of relevant news such as large transactions, new hires, and employee
promotions. 
•	Coordinated seminars, created invitations and promotional materials, booked venues, and selected guest speakers.
•	Scheduled conference calls, internal and external meetings, and travel arrangements.  Maintained executive’s calendars. 
•	Managed an efficient record-keeping system by assuring administrative files are maintained such as contracts, policies & procedures, employee related forms, and invoices.

Stanford Hospital & Clinics

Provided support to the Audit Department of one of the largest Northern California based CPA and business consulting firms with over 150 employees.
•	Answered high volume if incoming calls and in-person inquiries. Acted as a liaison among senior executives, Board members, shareholders and administrative staff.
•	Prepared tracking of proposals and engagement letters, including proactive contact of team members to facilitate follow-up. Processed expense reports, purchase orders, client invoices, and maintained client database.

Ireland San Filippo, LLP

Executive  Assistant, Technology Assurance & Advisory

Served as Executive Assistant to the Investment Banking Division of a global financial advisor to companies, governments and investors.
•      Managed executive’s calendars, scheduled onsite and offsite meetings, and coordinated local and international travel.
•      Processed and maintained expense reports, purchase orders, and invoices.
•      Drafted correspondence and memos, and prepared presentations and meeting materials.

Morgan Stanley

Provided support to the Chief Executive Officer, Vice President of Engineering, and to the Director of Administration.  The company manufactured and marketed hand-held medical devices designed for the management of diabetes.
•	Commended for streamlining daily operations by preparing memos and correspondence, transcribing meeting minutes, managing files, and providing inventory management.
•     Ensured adherence of company regulations by following policies and procedures.
•     Scheduled interviews and seminars, and interfaced with candidates, hiring managers and Human Resources.
•	Spearheaded travel for over 100 corporate employees, including flights, hotels and ground transportation, and provided detailed agendas to support the trip.

Pelikan Technologies

Corporate Administrator

Served as administrative support to six directors who provided investment banking, asset management, and wealth management services for private, corporate, and institutional clients worldwide.
•      Maintained departments’ calendar and scheduled training, meetings, and special events.
•	Coordinated preparation and timely dissemination of client reports and slide presentations for internal and external meetings.
•     Oversaw all domestic and international travel arrangements and managed expense reports.

Kristine Constantino