Professional Category: Administration
I am bilingual Portuguese and I am exploring senior opportunities as Executive Assistant and believe you will appreciate my cross-cultural experience in corporate and government settings. Specifically, I can bring to any company hands-on talents in leveraging critical analytics, facilitating office administration and providing C-level support. As a collaborative team player with solid supervisory, operational and communication skills, I am certain I will make a valuable contribution to any company’s goals. C- level Executive Support Strategic Planning Office management Policies & Procedures Expense Controls Training & Development Vendor Relations CHRM -CP certified Communication skills Onboarding Special Events and meetings Planning Project Scheduling Resource Allocation Budget controls Contract Negotiations Confidential Correspondence Languages: Multilingual English, Portuguese and Spanish Visa and Passports services International and Domestic travel planning Time management Diplomacy, Discretion and grace in interacting with people at all levels of the organization So far in my successful career, I have: • Acquired solid reputation for executive liaison, event planning, dashboard creation, file updating and multisite operations in cross-discipline office settings. • Reliably developed and executed strategies and solutions to improve operating efficiencies, enhance staff buy-in and increasing morale levels through incentives, training and coaching. • Earned consistent reputation as Creative Communicator, Process Champion, Team Builder, Problem Solver and Lifelong Learner within matrixed organizations. A personal connection by phone, email or in person would provide us with a more effective platform to discuss my capabilities. Please review the enclosed resume for a more detailed presentation of my expertise and career history. Thank you for your time and consideration. Sincerely, Tereza Costa
Executive Assistant, CHRO, Global Communications Director, VP HR Corporate Functions (Jan 2016 – May 2020) • Supervised all aspects of executive support, complex meeting scheduling, travel arrangements, report generation and preparation of confidential files and correspondence for CHRO, Global Communications Director, and two HR directors • Prepared, distributed, and updated full range of meeting content and collateral material • Coordinated emails in a timely fashion, coded, and properly allocated invoices and processed all travel expense submissions, and approved and audited on behalf CHRO and three other executives • Reorganized control of invoices for HR and Communication group to ensure accessible and updated data to analyze and control US$5 M budgets • Managed and maintained multiple calendars and meeting schedules for monthly, weekly, quarterly and yearly meetings and serve as back-up for CEO and Board Executive Assistant • Planned and administered large-scale meetings in US and internationally, including senior staff meeting with more than 100 attendees in US and abroad saving more than $300K in costs • Handled domestic and international travel, hotel-transportation arrangements for all managers, guests and team members, and managed materials and agendas for internal and guest speaker Executive Assistant, CFO/Multiple Directors (April 2007 – Jan 2016) • Coordinated complex event scheduling, executive support and conflicting operational priorities for CFO and three managers • Prepared and delivered full array of reports, documents and confidential correspondence involving travel arrangements, expense controls, logistics and database updating • Directed critical office and administrative projects to improve data analysis, expense processing and supplier negotiations • Allocated, tracked, and maintained timely payment for all invoices and credit card items for Cleveland and NJ Pilot Plant locations, resulting in saving thousands of dollars in costs by using SAP for vendor relations and invoice research • Managed and maintained multiple calendars and meeting schedules for monthly, weekly, quarterly and yearly meetings • Facilitated global meetings by ensuring appropriate set-up, take minutes, develop action plans and follow up with attendees to ensure outcome and expected responses/actions • Created presentations and toolkits for internal and external meetings utilizing PowerPoint and MSWord • Planned global meetings, including agendas, flights, meals, transportation, meeting room logistics and excursions internationally and in the US • Coordinated domestic and international travel using either commercial or private planes. • Planned and Executed two international Global Finance meetings saving more than $300K per meeting • Worked as a CEO’s assistant back up, organizing Board meetings and other needed projects.
Executive Assistant, Consular Officer • Fully revamped Department of Social Affairs; also set up new unit to directly support Brazilian immigrants. • Designed and established database of Brazilian professional contacts in different specialties as useful resource for new immigrants. • Managed full range of critical office functions, including cultural/public affairs and document creation
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