Melissa Alvarado

Led and collaborated with the project team to implement Agile practices and drive project development.

• Partnered with administrative teams across the US and Costa Rica to design and implement detailed plans for the entire project lifecycle, from initial concept through to successful completion. (Iteration zero, release/Iteration planning, stand ups for working on each iteration, showcase for each iteration and feedback session for continues improvement).
• Created and established SOPs for the department, significantly improving consistency and efficiency in onboarding and other administrative functions.
• Integrated continuous improvement principles to refine and optimize processes, ensuring ongoing enhancements in operational effectiveness.
• Oversaw the creation of a streamlined onboarding process that helps new administrators smoothly adjust to their roles, incorporating best practices from Databricks
• Designed and developed a variety of current program documents and resources, including: Communication style guides to enhance interactions, travel itinerary templates to streamline travel planning, onboarding checklists to ensure comprehensive integration for new employees, feedback session frameworks for continuous improvement and employee engagement, created documentation to enhance employee morale and improve the use of macOS software, templates for diverse needs such as communication strategies, introductory client calls, prioritization trackers for task management, and management styles suited to various leadership needs.
• Conducted detailed project reviews to identify areas for improvement and implement necessary changes for future success.
• Leveraged industry expertise to provide valuable insights during the planning phase, contributing significantly towards optimal decision-making processes.
• Established strong relationships with stakeholders to facilitate smooth project execution.
• Mentored junior team members, fostering a positive work environment and promoting professional growth opportunities.
• Boosted staff morale through effective recognition programs that acknowledged employee achievements regularly.

Executive Administrative Assistant

• Managed complex calendaring for high-level executives
• Managed events efficiently, coordinating logistics for successful execution of all event components (They were managed as a project).
• Coordinated complex domestic and international travel itineraries, ensuring a smooth experience for executives.
• Enhanced executive productivity through proficient calendar management, travel arrangements, and meeting coordination.
• Handled confidential and sensitive information with discretion.

Led the US Agile Program Transformation

• Led the transition of US teams to Agile, establishing a strong foundation for successful project management under an Agile mindset.
• Assembled and mentored US squads with Agile expertise to drive the transformation.
• Developed and implemented a structured approach for the administrative team, focusing on enhancing effectiveness, optimizing time management, and fostering continuous improvement.
• Created a program enabling administrators to leverage provided information for project execution, improving workflow for leads and team members.
• Designed a robust framework that supported team organization and initiative management, leading to the development of Standard Operating Procedures (SOPs) for various administrative processes.

Office Coordinator

• Managed daily office operations, including scheduling, correspondence, and resource allocation, ensuring a smooth and efficient work environment.
• Coordinated and supported internal and external meetings, events, and conferences, handling logistics, catering, and any special requirements.
• Served as the primary point of contact for office inquiries and maintained communication between departments and stakeholders.
• Implemented office procedures and systems to enhance workflow and organizational efficiency, resulting in a 20% improvement in task completion time.

Travel Coordinator

• Planned and arranged travel itineraries for executives and team members, including flights, accommodations, and ground transportation, ensuring cost-effectiveness and adherence to company policies.

Applied Yellow Belt Practices to Optimize Administrative Processes

• Streamlined Disorganized Processes: Utilized Yellow Belt Lean Six Sigma methodologies to analyze and reorganize disjointed administrative processes, focusing on Travel and Office Standard Operating Procedures (SOPs).
• Developed and Implemented SOPs: Designed and implemented structured SOPs for both travel and office operations, resulting in standardized procedures that reduced errors and improved compliance.
• Enhanced Efficiency: Conducted process mapping and identified key areas for improvement, leading to a 25% reduction in process cycle times for travel arrangements and office workflows.
• Facilitated Training and Adoption: Trained administrative staff on new SOPs, ensuring smooth adoption and consistent application across the team.
• Monitored and Improved: Established metrics and monitoring systems to track process performance, enabling continuous improvement and ongoing refinement of SOPs to adapt to evolving needs.

Agile PM Lead for working with projects for the administrative team:

• Led the transformation of the Costa Rica admin department to Agile practices. Selected and managed squad members, collaborated with Cargill’s Agile coach, and adapted Scrum to improve administrative processes with a focus on continuous improvement.
• Conducted detailed project reviews to identify areas for improvement and implement necessary changes for future success.
• Developed Agile Structure for Administrative Managers: Worked with department leads to address administrative needs by creating specialized squads for onboarding, documentation/SOP's, team motivation, Agile PM practices, and administrative events. This approach improved resource use and ensured efforts matched team feedback.

Executive Administrative Assistant

• Coordinated and maintained complex calendars, scheduled meetings, and arranged travel for executives.
• Drafted and managed emails, reports, and other communications, ensuring timely responses and follow-ups.
• Planned and executed executive meetings, conferences, and company events, including logistics and materials preparation.
• Streamlined office processes, managed supplies, and handled administrative tasks to ensure smooth daily operations.
• Created and edited documents, presentations, and reports for executive review and decision-making.
• Served as a primary point of contact between executives and internal/external stakeholders, maintaining professional relationships.
• Handled sensitive information with discretion and ensured confidentiality in all communications and documentation.

Agile Advocate for the Global Administrative Department

• Earned Agile Practitioner Badge: Collaborated with an Agile coach to learn and apply Agile principles and project management techniques with IBM.
• Completed 1500+ Hours on Projects: Earned the agile advocate badge by leading and contributing to Agile initiatives, which led to successful project outcomes. Oversaw the transformation for peers and served as a facilitator for the project.
• Agile Projects Focal Point: Led Agile implementation for the global administrative department, coaching various squads and their leads to ensure adherence to Agile principles, values, and ceremonies.

Executive Administrative Assistant

• Provide support to Regional Directors and Vice Presidents across North America and Canada.
• Expertly manage complex calendars and scheduling.
• Coordinate travel arrangements, including booking flights, conference rooms, taxis, couriers, and other travel necessities.
• Process and reconcile expenses efficiently.
• Oversee all logistics for client projects to ensure smooth execution.
• Coordinate events and provide any required administrative services.
• Greet and assist external visitors to the office.
• Handled confidential and sensitive information with discretion.