Melissa Alvarado
Executive Administrative Assistant
Moravia
Summary
Experienced Senior Executive Assistant with 7 years of expertise supporting VPs and Directors in multinational corporations. Proficient in developing Agile frameworks tailored for administrative roles and adept at managing and leading projects across various administrative services.
Overview
7
7
years of professional experience
1
1
Certification
Work History
Executive Administrative Assistant
Databricks
07.2023 - Current
- Managed senior leadership calendars, scheduling meetings and appointments and coordinating travel arrangements to optimize time.
- Managed budgets and expenses, maintaining financial records for accurate reporting and analysis; allowing executives to focus on high-priority responsibilities without distraction.
- Maintained confidentiality when handling sensitive information, protecting company interests and employee privacy.
- Oversee and execute all aspects of event planning and coordination, ensuring seamless execution and client satisfaction.
- Cultivated a positive work environment by proactively addressing employee concerns and leading team-building initiatives. Managed and implemented employee recognition programs tailored to each executive's organization, enhancing overall job satisfaction and engagement.
- Coordinated staff training programs, improving overall efficiency within the company through skill development.
ANH Travel Coordinator / Office Coordinator
Cargill
09.2022 - 07.2023
- Demonstrated leadership in managing travel-related projects, including tracking and resolving issues and conducting root cause analyses (RCAs) as they arise. Keeping track of all escalations for Global Travel Services & follows up with the travelers the solutions provided.
- Keeps refreshing the ANH Admin team with trainings regarding traveling.
- Coordinated travel arrangements and expense reporting using SAP Concur.
- Assisted the admin team with hotel bookings, accommodations, dining reservations, and ground transportation for leaders.
- Managed both domestic and international travel logistics.
- Addressed travel-related inquiries, including tool usage, visas, passports, and general questions.
- Proven ability to develop and implement creative solutions to complex problems in an agile way implementing continuous improvement practices to enhance operational efficiency.
- Developed and maintained Standard Operating Procedures (SOPs) .
- Created documents and conducted training for new employees.
- Composed and distributed internal communications for the ANH Department.
- Oversaw all office inquiries and provided solutions for ANH administrative processes.
Executive Administrative Assistant
Cargill
07.2021 - 09.2022
- Provide executive support for CDS leaders, including managing complex calendars, arranging travel, and booking conference rooms, taxis, and couriers. Handle travel requirements and expense processing using SAP Concur and ChromeRiver.
- Provide administrative support for projects (Agile Mindset).
- Support the CDS department with town halls, team-building events, motivational activities in an agile way.
- Projects: Lead the ANH US agile program for junior & senior administrative assistants, conducting a program created particularly for administrative assistants, to execute projects related to the department such as: ANH Processes, Documentation & Onboardings/Offboardings, ANH OC Recognition, ANH Admin Recognition & Team Collaboration, ANH Global Offices & Events, Administrative Agile Projects: Train the Costa Rica team on how to handle agile projects under the agile mindset that was adapted specially to their role and needs. The training covered customer service, continuous improvement, feedback culture, and agile practices.
Executive Administrative Assistant
IBM
03.2017 - 07.2021
- 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.
- Act as an IBM Agile Advocate, facilitating initiatives for the Global Administration Department in Costa Rica.
- 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.
Education
Marketing
Universidad De Las Ciencias Y El Arte
12.2024
Yellow Belt - Lean Six Sigma
OpusWorks
03.2023
Design Thinking - IBM
2019
Agile
Agile Practioner & Advocate - IBM
2018
Skills
Agile
Systems Thinking & Active Learning
Complex Problem-Solving Administrative Services Specialist
Continues Improvement Practices
Travel Bookings for domestic and International Travel
Creation of SOP's, travel documents & training for new employees
SAP Concur
Fast learner
Excellent writing and communication skills
Proficient in tools such as: Outlook, mural, teams, slack, Trello, Power Point, Excel, Chrome River, MacOS, Google suits
Organized and creative
Teamwork and leadership
Badges
- IBM Agile Practioner & Advocate Badge, IBM, 2020-12-31
- IBM Design Thinking Badge, IBM, 2020-12-31
Certification
Yellow Belt Certification, OpusWorks, 2023-03-01
Contactprofile - Skills
- Agile
- Systems Thinking & Active Learning
- Complex Problem-Solving
- Administrative Services Specialist
- Continues Improvement Practices
- Travel Bookings for domestic and International Travel
- Creation of SOP's, travel documents & training for new employees
- SAP Concur
- Fast learner
- Excellent writing and communication skills
- Proficient in tools such as: Outlook, mural, teams, slack, Trello, Power Point and Excel.
- Organized and creative.
- Teamwork and leadership
- Marketing
Languages
English
Spanish
Software
MacOS Operating System
Microsoft Operating System
Timeline
Executive Administrative Assistant
Databricks
07.2023 - Current
ANH Travel Coordinator / Office Coordinator
Cargill
09.2022 - 07.2023
Executive Administrative Assistant
Cargill
07.2021 - 09.2022
Executive Administrative Assistant
IBM
03.2017 - 07.2021
Marketing
Universidad De Las Ciencias Y El Arte
Yellow Belt - Lean Six Sigma
OpusWorks
Design Thinking - IBM
Agile
Agile Practioner & Advocate - IBM