Shoshana E. Email & Phone Number

Carlsbad, California, United States

Carlsbad, California, United States

Sr. Administrative Assistant Role below with added duties, emphasizing Project Management skills • Project Coordination: Providing project execution and planning support, coordinating, developing and delivering on project milestones, process improvement ideas, coordinating activities, action item follow-up to completion, communication internally and externally, managing workstreams, delivering on outcomes that drive efficiency and effectiveness. • Undertook the responsibility of improving the incomplete and siloed offboarding process. Recognizing the importance of a seamless and efficient offboarding experience, I revamped the existing process from start to finish. I planned, designed, developed, executed and now managing this new process using a 4 phased approach. Successfully transformed the process into a more comprehensive, inclusive and efficient experience and have made a significant contribution to enhancing the overall employee lifecycle within the organization. o Phase 1: Planning – Conducted a thorough analysis of existing offboarding process - identified strengths, pain points, bottlenecks and areas for improvement. Gathered feedback from various stakeholders and teams, including HR, Department Managers, IT, Facilities and departing employees. Based on this research, I created a comprehensive plan outlining the necessary steps for a more streamlined and inclusive process. o Phase 2: Design and Development – To address identified issues, I designed and developed a new offboarding framework that encompassed all relevant departments and ensured a smooth transition for departing employees. Collaborated with cross-functional teams, including HR, IT, Legal, Facilities, Lab Operations, Procurement, Department Managers, Quality, Document Control, Business System Owners, Super Users, Business Teams, Project Managers, Business Development, Marketing, etc. to create a unified approach. This phase also involved defining clear object

Carlsbad, California, United States

Basic and Advanced Administrative: • Partner to 4 Senior level Executives located onsite, back – up support to the team of 10 Executives and site of 200+ associates (split between 2 Administrative Assistants). Providing primary administrative and business support to Executives, while ensuring the highest caliber of professionalism, tact and diplomacy in all interactions and projecting proper image of Executives and company. Working through my actions and deliverables, while ensuring that my efforts and decisions make the Executive’s roles easier. Proficient in determining priorities, following up on open actions and understanding decision making. Taking the initiative to anticipate needs and offering suggestions/ideas for process improvement and efficiency, acting on behalf of Executives in establishing and maintaining working relationships with internal and external staff/clients, while also providing administrative and business support to those external staff/clients. Coordinating completion of projects assigned to the Executives; preparing and coordinating activities and reports for the Executives; collecting and preparing information to be used by Executives in various mediums. Determining the urgency of matters requiring the Executive’s immediate attention and appropriate handling of confidential information when the Executives are unavailable.• Coordinating domestic and international travel using Concur/CWT Travel; creating, tracking, and approving expense reports via concur; maintaining and tracking corporate credit card expenses and reconciling credit card charges.• Managing heavy calendaring across multiple time zones (globally) to avoid meeting conflicts. Catering/admin support for various meetings/visits. Proficient in the use of Web-Ex, MS Teams & teleconference software. Preparing the Executive’s for meetings & protecting their time. Creating, maintaining, transcribing, and tracking audio/video recordings, agendas, presentations, minutes, action...

Carlsbad, California

Basic and Advanced Clerical: • Partner to three Vice Presidents (VP) located onsite, providing administrative and business support, while ensuring highest caliber of professionalism, tact and diplomacy in all interactions and projecting proper image of Executives and company. Working through my actions and deliverables, while ensuring that my efforts and decisions make the Executive’s roles easier. Proficient in determining priorities, following up on open actions and understanding decision making. Taking the initiative to anticipate needs and offering suggestions/ideas for process improvement and efficiency. Acting on behalf of Executives in establishing and maintaining working relationships with internal and external staff/clients, while also providing administrative and business support to those external staff/clients. Coordinating completion of projects assigned to the Executives; preparing and coordinating activities and reports for the Executives; collecting and preparing information to be used by Executives in various mediums. Determining the urgency of matters requiring the Executive’s immediate attention and appropriate handling of confidential information when the Executives are unavailable.• Coordinating domestic and international travel using Concur/AmEx Travel; creating, tracking, and approving expense reports via concur; maintaining and tracking corporate credit card expenses and reconciling credit card charges.• Managing heavy calendaring across multiple time zones (globally) to avoid meeting conflicts. Catering/admin support for various meetings/visits. Proficient in the use of Web-Ex & teleconference software. Preparing the Executive’s for meetings & protecting their time. Creating, maintaining, transcribing, and tracking audio/video recordings, agendas, presentations, minutes, and action items for various meetings. Managing and tracking business travel, vacation, retirement, and anniversary schedules for our team.

Carlsbad, California

Basic Clerical: Answering phones, checking voicemails, filing, routing customer inquiries to the appropriate Division or individual, data entry, mail distribution, supply ordering/tracking, record keeping and file maintenance, word processing, spreadsheets, power point presentations, records retention and destruction, equipment repair scheduling and maintenance, meeting attendance tracking, etc. Advanced Clerical: Partner to two Executive Leaders/Vice Presidents(VP) located onsite and remotely, providing administrative/business support, while ensuring highest caliber of professionalism, tact, and diplomacy in all interactions/projecting proper image of Executives and company. Acting on behalf of Executives in establishing/maintaining working relationships with internal and external staff/clients, while also providing administrative and business support to those external staff/clients. Managing heavy calendaring across multiple time zones (globally) to avoid meeting conflicts, coordinating, scheduling and tracking meeting, visitor, and site tour attendance in alignment with the site calendar; catering/admin support for various meetings/visits. Scheduling, setting up, and running Web-Ex/teleconference meetings; preparing Executives for meetings; protecting Executive’s time. Managing and distributing highly sensitive and confidential information with corporate and departmental impact while maintaining confidentiality and remaining professional in all interactions. Coordinating completion of projects assigned to the Executives; preparing and coordinating activities/reports for the Executives. Determining the urgency of matters requiring the Executive’s immediate attention; appropriate handling of confidential information when the Executives are unavailable. Using a combination of research, analysis, experience, and judgment to make decisions regarding difficult and complex matters. Performing high level administrative duties including project coordination, assistance

San Clemente, Ca

• Acting as a partner to the Executive while ensuring the highest caliber of professionalism.• Acting on behalf of the Executive in establishing and maintaining working relationships with internal/external staff and clients; coordinating the completion of projects and tasks assigned to the Executive.• Diverse background in all aspects of office management, including scheduling meetings, ordering catering, coordinating visits, evaluations, and travel arrangements, completing expense reports, budget, payroll, managing and tracking vacation schedules, retirement schedules, leave reports, and org charts, and archiving files for immediate and future use.• Successful track record in performing high level administrative duties, including project coordination, assistance with presentations, and responding to phone inquiries.• Composing, reviewing, and editing official correspondence on company letterhead, word documents, spread sheets, power point presentations, Visio charts, and SAP data entry.• Managing and distributing highly sensitive and confidential information with corporate and departmental impact while maintaining confidentiality.• Using a combination of research, data gathering and analysis, experience, and judgment regarding complex matters.

• Answering phones, scheduling building inspections, and permit processing appointments, assisting at the counter during permit application process, filing, routing customer inquiries to the appropriate Division or individual, data entry, mail distribution, supply ordering, catering, organizing trainings, cash register transactions, record keeping and file maintenance, word processing, spreadsheets, power point presentations, records retention and destruction, equipment repair scheduling and maintenance, scheduling appointments, handling confidential and sensitive information while maintaining confidentiality• Special Duties with San Diego County Fire Authority: Preparing personnel files, assisting volunteer fire fighters through the hiring process, preparing mail merges and other documents, coordinating background checks and medical screenings, other tasks including confidential and sensitive information, data entry and record keeping• “2007 Firestorm” relief and education: creating and distributing packages for use at rebuilding seminars

Certificate, Human Resources Management And Services

Course Topics: • Human Resources’ Role in Today’s Workplace, Legal Issues for HR Professionals, Recruiting and Retaining Top Talent.

Bachelor'S Degree, Psychology

General Studies