Debora Monteiro - Executive Assistant/Project Coordinator,

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Network Power<100 people

Roles

🧑‍💼100%

C-level Executive

👍100%

Sales & BizDev

🗿100%

Geos

🇫🇷100%

France

Work Background

Mary Kay GlobalPPSP Coordinator

Oct. 2022 - Jan. 2023Addison, Texas, United States · HybridStrategic Coordinator: Managed Global Product Calendar, PPSP Team's SharePoint, and Streamlined Access. Orchestrated Meeting Schedules, Materials Distribution, and Owned Agile Activities. Led Product Health Analysis, Competitive Intelligence Communication, and Ad-Hoc Projects/Reports. Ensured AMS System Updates and Maintained Organized Conference Rooms. Oversaw Product Closet, Including Ordering and Stocking Competitive Products. Provided General Administrative Support, Including Meeting Assistance, Facilities Coordination, Travel Arrangements, and Special Projects for PPSP and Regional Teams. Dedicated to Enhancing Operational Efficiency.

Chickasaw Nation Industries, Inc.Executive Administration

Aug. 2019 - Sep. 2022Baltimore, Maryland AreaProvided comprehensive administrative support, encompassing tasks such as: Drafting internal memos, reports, and concurrence packages, including Charge Letters, Project Review Memos, and Final Project Reports. Setting up correspondence packages in SMART and PowerPedia, ensuring efficient document organization. Formatting and tracking correspondence, maintaining an organized office filing system for easy information retrieval. Coordinating travel logistics for Division Directors, including airline reservations, lodging, and rental car arrangements for domestic and international travel (utilizing FTMS and CEG Concur). Managing expense reports, educating customers on Concur usage, and supervising policies and procedures. Preparing travel authorizations and vouchers using an automated travel system. Ensuring completion of international travel documents, including Visa requests, Passport arrangements, and international IT equipment. Completing the HEP Office Visit Checklist before meetings and collaborating with office staff to arrange logistics for visitors. Coordinating various meetings, including videoconferences with internal and external participants, ensuring proper visitor clearance.

Palmer Staffing ServicesSecretary III

May. 2019 - Aug. 2019Germantown, Maryland · On-siteProvided comprehensive office support as an Executive Assistant, including preparing internal memos, reports, and concurrence packages, and managing correspondence through editing, formatting, tracking, and filing systems. Coordinated domestic and foreign travel logistics for Division Directors, managed expenses reports, educated customers on Concur usage, and supervised policies and procedures. Handled travel authorizations and vouchers through an automated system, ensuring the completion of international travel documents. Conducted HEP Office Visit Checklist, collaborated on logistics for visitors, and coordinated various meetings, including videoconferences, with a focus on proper visitor clearance.

HireStrategyExecutive Assistant Office Manager - temporary

Jan. 2019 - May. 2019Cube Hydro Partners BethesdaExecutive Assistant support with calendar coordination, travel preparation, expenses reports, day-to-day office operation, organization and prioritization of tasks; coordinate meetings, respond to written communications Office manager duties including office supply orders, tidying office whenever needed, summer internship support, board meeting support

U.S. Dairy Export CouncilExecutive Assistant

Aug. 2017 - Mar. 2018Arlington, VirginiaSupported COO and Senior Leaders with various administrative projects including meeting planning, senior staff retreat, board meetings and various committees. * Performed calendar management, including complex domestic and international travel arrangements. * Administered and reconciled expense reimbursements exercising good business judgment. * Achieved utmost sensitive and confidential and/or personal materials with high level of discretion and integrity.

AstraZenecaAdministrative Coordinator

Jan. 2016 - Jun. 2017GaithersburgSupported Senior level people within the IT department and provided broader department support to several directors/managers. Tasks may include: - Responsible for maintaining the accuracy of complex calendars; all calendar aspects including video conference, conference calls, WebEx, booking rooms (onsite and local or international offsite meetings), managing appointments, logistics, and last-minute changes on schedule due to business priorities, - Managed all aspects of expense reimbursement for Senior Leaders (Overseed polices, assisting writing SOP for the procedures, educating clients on how to use Concur System. - Document management, establishing systems and structures for day-to-day functioning (Box, Share Point, Shared Drive) - Event and meeting planning - internal and external meetings/conferences/summit/team building/town hall, large and complex meetings set up, including participation at one Steering Committee - Represented senior leaders in communication/responses to different stakeholders; IT Leaders primarily interface with other regional/global IT organizations while maintaining a high level of pleasant professionalism and confidentiality - Project coordination of functional activities - Calendar Management, - Performed all aspects of travel arrangements (domestic and international), including travel documents and visas - HR-related activities such as onboarding, training, and offboarding. - Provided IT Directors and Executives with action item tracking/status - Special projects involving financial tracking/production efficiency for the group - Purchases using Ariba - Initiated POs, renewals, and WOs, tracking and all logistical aspects from initial ordering to completed delivery and reconciliation.

US Tech SolutionsSenior Administrator (AstraZeneca Contractor)

Apr. 2015 - Jan. 2016Gaithersburg, MDGave support to 5 to 8 VIPS directly and 2 projects. Managed all aspects of administrative support for 8 to 5 customers holding confidences and trusted with information. Key aspects include: - Calendar management (meetings and event planning, booking rooms, WebEx, VMR and etc.) - Travel Booking (domestic and international, hotel and logistics planning) - Expense report submission and Review - Recruitment process support (resume review, interview panel, selection, and planning) - Meeting Planning Coordinator (booking rooms, connecting rooms, catering and any other aspect of a meeting planning) - Document management (Share Point, Box, confidential and non-confidential Documents) - Independently and proactively resolved issues and challenges related to administrative requests - Worked collaboratively with Global Colleagues to deliver an objective, consistent and professional global administration service to GMD customers - Advised customers and peers on the best way of conducting administrative tasks and usage of essential IS/IT administrative systems to increase efficiency in day to day work - Lead or participated in administrative continuous improvement activities or other relevant training (Safety travel training for admins and customers)

Brace Pharmaceuticals Inc.Executive Assistant/Office Manager

Apr. 2014 - Apr. 2015Rockville- Coordinated Board Meetings, including travel arrangements, logistics, catering, and video conference set up (Webex, Skype for business); - Performed Bookkeeping (entries, reports, analysis); - Translated in English/Portuguese; - Made travel arrangements, scheduled appointments, office supplies acquisition; - Accounts payable and receivable - Expense reports - Created inventories, handled media inquiries, coordinated events, and met logistics goals; - Assisted with consular services including visas and passport renewals; - Built a filing system for accounting and project files.

Marinha do BrasilAdministrative Assistant

Jan. 2008 - Dec. 2012At the Brazilian Naval Commission, I worked at the Personal Division (HR Department) and Public Relations Department, provided support to 146 militaries and their families that came from Brazil for a two years tour-of-duty in the U.S., some stay in D.C. area but the majority of them were spread all over the U.S., Americas, UK, and APAC Region. - Supported Public Relations Commander directly. - Supported the President of BNC, and the Brazilian Naval Attache at the Embassy and their personnel when required. - Assisted vessels locally in the U.S. and Puerto Rico missions (once a year). - Supported NDD Rio de Janeiro with supplies, fuel, logistics, translation, and pharmacy manufactured water for the NDD Rio de Janeiro vessel, in a very sensitive and pressure time (Air France air crash). - Office Management - variety of support functions, including office supply acquisitions, organization, document management - Project backlog track and follow up - Coordinated events of military staff and local civilian employees directly or through subordinated supervisors, including logistical arrangements - State Department liaison - Provide complex administrative assistance for Military Officers, recognizing President and military personnel priorities in a timely fashion manner. - Composed and drafted correspondences and presentations - Travel Arrangements for all Military Staff (Domestic and International Flights) and hotel reservation - Scheduled moving requests for the Officers that are moving to different locations in the US or abroad - Worked directly with the Office of Foreign Mission and State Department to issue vehicle titles, registrations, driver's licenses, license plates and work permits; filling necessary document to process tax exemption and duty-free customs requests for foreign diplomats, their dependents, and their staffs while residing in the United States.

Brazilian Ministry of Foreign Affairs (Itamaraty)Consular Agent at Brazilian General Consulate in Washington D.C.

Nov. 2005 - Mar. 2008Washington D.C. Metro AreaProcessing Oficial visas applications and documents from United States Department, World Bank, IMF, and Embassies Elaborating and processing visas for tourists, business, official and diplomatic mission Utilizing internal software used by the Brazilian consulate SISCOM Assisted the head of the consular services in making the consulate independent from the Embassy and relocating the consulate. Attending Brazilians citizens that live in the US Work in the front desk helping the public by accepting their application and returning documents, passport and visas Answering questions, providing the right information Work with the vice-consul and the minister elaborating incoming official post mail and memorandum using Microsoft work, excel, outlook, and the internet.