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RssDiverse Executive Assistant

Administrative/Office Management Professional eager to contribute expertise in R&D, Executive Support, Marketing, IT, Publishing and Policy/Procedures as well as dynamic business and technical support, project management and communication talents toward supporting a quality organization in optimizing performance

Executive Secretary

Santa Clara, CA

About Me

Work Experiences

10/2008 - 11/2008

StanfordTenps - Office of General Counsel

Contractor / Freelance

  • Supported VP & General Counsel in the office of legal services with complex calendaring for heavy meeting schedules, entrusted to accept, negotiate and integrate meeting request while ensuring time management and assessing priorities, routinely handle confidential and sensitive information in a discrete manner, make complex business travel arrangements and coordinate travel expense processing. Assist in complex legal and administrative filing; provide assistance and support to in-house counsel staff as needed, including answering incoming calls on individual phone lines and record messages for attorneys. Prepare and maintain dedicated folders on a daily basis including agendas, information, supporting materials for meetings, presentations, off-site retreats and conferences. Independently anticipate and track critical dates, events, and associated action items; coordinate, follow-up and provide response to appropriate parties on behalf of VP & general counsel. Exhibit a high level of focus and diligence in a fast-past office environment involving interaction with university executives, facility and visitors. Answer and direct incoming calls while utilizing judgment and discretion to prioritize request and redirect callers as necessary. Provide assistance and support to in-house counsel staff as needed, including answering incoming calls on individual phone lines and recording messages for attorneys.

3/1999 - 8/2008

NXP Semiconductors

Individual Contributor

  • Provided executive support to the regional vice president, sales and marketing operation while concurrently assisting the Americas and global sales teams in addition to the finance director and staff, HR director and other internal and external staff request. Steered planning, development, and execution of conferences and customer events, off-site staff meetings, promotional activities, videoconferencing, and executive meetings and dinners. Determined and managed event budgets, chose facilities and catering services, selected gifts and promotional items, coordinated pre-event activities, and reserved hotel room blocks. Managed expense report and processing, correspondence, executive presentations, travel arrangements (domestic and international), process visa request, legal approval processing and internal audits arrangements and tasks in order to maintain a high level operational support of the office. Maintain confidentiality of sensitive information, balanced changing priorities, and delivered a high level of responsiveness in a fast-paced, deadline-driven workplace. Answered and directed incoming calls to appropriate staff members, delivered mail and responded to action items as required in a timely manner.

3/1989 - 2/1999

Electric Power Research Insitute

Individual Contributor

  • Planned and facilitated speaking engagements and presentations delivered by the president / CEO. Researched technical literature and prepared technical material for high-level customer meetings and events. Tracked group budget expenditures, responded to utilities/contractors request, and disseminated materials. Managed the coordination of annual publication of the institute‚Äôs R&D plan. Maintain and support large database slide library with over 5000 images and information.

10/1980 - 3/1989

Electric Power Research Insitute

Individual Contributor

  • Provided secretarial support to program manager and 7 project managers in the Nuclear Power Division on the TMI Three-Miles Island project. Coordinate, edit and distribute 1,500 page monthly status report to outside agencies and utility members as required. Arranged meetings, conferences and scheduled various calendars for staff members. Prepared presentation material for all business functions, edit, draft, assemble, collate and distribute memo, correspondence and manuscripts in a timely manner as appropriate. Handle all incoming inquiries and direct calls to appropriate staff members and purchase any necessary office supplies and equipment.