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Executive Assistant / Project Manager

Project Management

Executive Assistant with 10+ years of experience in administrative support and office management. Exceptional organizational and multi-tasking skills. Demonstrated ability to improve processes and workflow. Thrives in fast-paced environments and loves to take on new challenges. Strong interpersonal skills and ability to build relationships with staff, customers and other stakeholder alike. Bilingual in English and (Swiss) German, proficient in French.

Providing high-level administrative support to the Chairman & Managing Partner and working closely with the Executive Management Team on a variety of projects.
- Managing calendar, emails and calls for Chairman, planning business and personal travel, composing
correspondence, acting as liaison to investors, staff and sales force
- Comprehensive meeting and event planning, including preparing presentations, agendas, taking minutes
- Overseeing all electronic interfaces from initial request to go-live and monitoring post-live support needs
- Created a contract management system for all contract and agreements, continuing upkeep, preparing new as well as renewing and/or terminating current contracts and agreements
- Developed a sales forecast process, preparing and tracking monthly in collaboration with Sales Director
- Managing Chairman’s office, supply and equipment orders, monitoring supplier contracts and invoices

Handled wide range of complex administrative duties and managed multiple projects for the Chair/Surgeon-In-Chief as well as the Senior Administrator in the department of Surgical Oncology.
- Managed calendars, planned meetings and events, prepared agendas and presentations, transcribed minutes
- Coordinated recruitment, orientation, training and departure process for all staff
- Prepared faculty retention plans, administrative reports, various data collection and analysis
- Coordinated marketing projects (community outreach, mass mailings, marketing material creation/revisions)
- Developed and managed a system to coordinate surgery scheduling for 12 surgeons across 3 clinics, which successfully improved utilization of operating rooms
- Successfully implemented and operated online tool for practitioner scheduling to guarantee consistent clinic coverage across multiple clinics


Executive Administrative Assistant

Assisted the Director of Perioperative Services/Senior Administrator, Surgical Oncology with a broad range of administrative tasks.
-Email and calendar management for Director Perioperative Services/Senior Administrator
-Organized meetings and conference calls, prepared agendas and presentations, transcribed minutes
-Arranged conference registration and travel arrangements for nurse practitioners and physician assistants 
-Processed expense reports, typed memos and announcements, prepared recurring reports and analysis
-Compiled and maintained standard operating policies and procedures for perioperative services

Executive Secretary

Provided administrative support to the Head of Global Purchasing and his worldwide team. Took on additional role as local travel coordinator.
- Managed calendar and emails on a daily basis to optimize executive’s utilization of time
- Coordinated worldwide meetings, conference/video calls, prepared agendas/presentations, planned events
- Proofread letters, meeting agendas, presentations, prepared and analyzed reports
- Arranged all business travel needs for 30-40 employees in Purchasing, Trading and Traffic Teams, including
flights, hotels, rental cars, visa, rail, destination transportation and meeting locations
- Negotiated and managed yearly contracts with local travel suppliers (air, rail, accommodation, travel agency)
- Trained and supervised team of 8-12 local travel arrangers

Administrative Assistant / Local Travel Coordinator

Supported the company president with a broad range of administrative and marketing tasks.
-Coordinated direct marketing campaigns and developed promotional materials
-Assisted with media buying, website creation and content management
-Trained and supervised office staff and outsourced professionals
-Composed and edited proposals and correspondence on behalf of the president
-Monitored accounts payable and receivable

Administrative / Marketing Assistant

Find out detailed information about Julia Haycraft, Executive Assistant / Project Manager in San Clemente, CA

Julia Haycraft: Executive Assistant / Project Manager in San Clemente, CA

Julia Haycraft

KV Business School