Tina S. Email & Phone Number

Rocklin, Ca, Us

Remote

- Provide proactive, expert virtual calendar management for the executives complex calendars, using discernment to ensure the their attendance is utilized according to business priorities. Coordinate scheduling, Google invitations, preparation, reminders, agendas, materials, technology, and logistics. - Participate in key meetings to track and initiate action items to help align the executives goals to their team’s work.- Coordinate all travel logistics by securing flights, hotels, and car service pickups.- Implement successful events by coordinating all logistics, develop associated communications and materials, monitor RSVPs, manage off-site meeting spaces, A/V, catering, shipping, and ensure technical support.- Prepare and process expense reports, reconcile monthly corporate credit cards, and approve executives subordinates expense reports in Certify.- Handle sensitive matters with a high level of confidentiality and discretion especially decisions directly impacting the operations of the company.- Serve as liaison between outside vendors and the Chief Strategy Officer’s division.- Complete ad-hoc projects as assigned.- Responsive to emails/texts/phone calls, with contact outside normal business hours.

Menlo Park, Ca

- Provided high-level, overall administrative support to the SVP/ Chief Marketing Officer- Shifted between basic administrative tasks to more complex, longer- term projects, on an ongoing basis- Responsible for prompt and effective calendar management (accepting, declining, and rescheduling meetings) while ensuring CMO was prepared for all meetings, presentations and speaking engagements- Assisted with diverse projects, initiatives and roll outs; conducted basic research and produced well organized and easily digestible outputs- Drafted emails, correspondences, prepared reports, and presentations - Acted as liaison with all levels of staff and external stakeholders - Responsible for coordinating high-level off-site meetings; planning the agenda with input, arranging speakers, organizing materials, tracking attendance, following up on actions, coordinating with off-site venues- Booked travel, while being aware of challenges or conflicts and prepared all necessary travel documentation, checked in flights and hotels for executive- Completed all travel and expense reports to ensure timely payments; reconciled monthly travel and purchase cards- Managed invoices: checked costs and accuracy, set up new vendors, processed purchase orders, and monitored timely payments through our accounts payable department- Provided key lead operational support at large national medical conferences to include setting up company’s booth with conference vendors, handling of swag items, managing IT equipment, securing event sponsorships, and procuring catering- Coordinated all logistics for medium-scale department moves - Served as a core member of the organization’s Admin4Admin steering committee which was comprised of senior C-level assistants and managed the A4A SharePoint Intranet page

Foster City, Ca

Coordinated operations in the Cardiopulmonary Business Unit and provided multifaceted support to the business unit’s Senior Director and the unit’s Marketing & Sales Team which consisted of five additional directors. Managed complex calendars and scheduled appointments and conference calls. Coordinated meetings, secured meeting space, and procured catering. Created and disseminated internal presentations and correspondence. Created purchase orders and approved vendor invoices.- Coordinated unit travel, created customized travel itineraries, and reconciled travel expenses

San Mateo, Ca

Directed operations in the executive office and provided high-level administrative support to the CEO/President, CFO, and many senior statisticians. Handled accounts payable & accounts receivable for the CFO. Coordinated executive travel, created travel itineraries, and processed travel expenses. Created client presentations and correspondence. Managed busy executive calendars and ensured all tasks were delegated. Entered confidential information into the company database and managed the company library. Coordinated executive meetings, conference calls, and personal appointments.- Spearheaded and led a major project to transform the company into a paperless company- Also directed HR functions (i.e., administered benefits; negotiated policy renewals; educated employees about HR policies; processed payroll; processed new-hire & termination paperwork)- Coordinated all logistics for a small-scale company move (e.g., negotiated with moving vendors; communicated directly with IT and property managers; inventoried all supplies and equipment)-As the last employee left after the company went out of business in 2009, held direct accountability for handling all aspects of closing the company (closed vendor and HR accounts; coordinated the sale or donation of 5,000 sq.ft. of office furniture, equipment, and supplies; coordinated with moving vendors).

Half Moon Bay, Ca

Provided inclusive oversight and leadership throughout the company’s NEP department. Reviewed requisitions and coordinated orders with outside sales representatives. Serviced and supported a large portfolio of vendor and supplier accounts. Organized and managed contracts and proposals. Communicated directly with vendors and sales reps to answer questions and quickly resolve issues. Processed orders, created price quotes, prepared purchase orders, and followed-up with vendors.- Traveled across California cities to introduce new inventory to sales reps and wholesale center managers

San Bruno, Ca

Served in a versatile support role providing administrative support to the Regional Sales Manager and also providing personalized customer support to corporate account holders with annual sales over $250K. Analyzed sales metrics and created monthly reports. Provided sales support at national travel conferences. - Increased communication levels and boosted overall productivity and efficiency by serving as the liaison between customers, sales representatives, and internal departments- Recognized by the Regional Sales Director as a top-performing account representative (1/01)

South San Francisco, Ca

Provided comprehensive sales support and managed a $3M+ inventory of medical instruments on consignment accounts for over 100 sales representatives, 8 regional directors, project managers, and QA directors. Led training and mentoring for newly-hired sales representatives on product consignment accounts. Created presentations to showcase sales samples. Promoted a variety of company products and networked with industry leaders at conventions. Provided key operational support at conventions including setting up booths, processing orders, and receiving payments.- Promoted two times in less than two years, progressing from Customer Service Administrative Assistant to Customer Service Representative to Sales Samples Assistant