Elena Ellie De Deluna
San Jose
Summary
Dynamic administrative professional with over 18 years of expertise in executive support, office management, and facilities administration. Demonstrates a proven ability to enhance operational efficiency and streamline processes while fostering strong professional relationships. Known for strategic problem-solving skills and a commitment to effective communication, contributing to a collaborative workplace culture. Recognized for delivering high-quality work that aligns with company goals and enhances service delivery.
Overview
31
31
years of professional experience
Work History
FACILITIES ADMINISTRATOR
BSI Group
12.2018 - Current
- Manage financial management processes, including processing and coding invoices, tracking budget for office-related services, and managing forecasts and budgets for the Facilities department
- Oversee work order management, conducting space management, planning for future facility needs, and ensuring proactive maintenance and record-keeping
- Handle vendor management, sourcing and overseeing contracts and service providers, tracking vendor documentation for ISO 45001 certification, and negotiating vendor services
- Develop and implement best practice policies for facilities located in Canada and the US, driving BSI sustainability goals, organizing and filing site information, and collaborating with occupancy reporting
- Ensure compliance with health, safety, and environmental regulations, supporting business continuity plans and emergency response procedures, and assisting with office relocations and consolidations
- Collaborate with concierge for coverage as needed and prioritize employee and facility safety
- Assisted with various facilities management tasks, including processing invoices, managing work orders, and coordinating with vendors for services
- Supported in tracking facilities requests, communicating important notifications from landlords, and ensuring monthly safety inspections were completed
- Maintained contract documentation and assisted in the vendor selection process
- Assisted with office relocations and supported concierge services
REGIONAL OFFICE MANAGER
BSI Group
12.2018 - Current
- Manage financial management processes, including processing and coding invoices, tracking budget for office-related services, and managing forecasts and budgets for West and South sites
- Communicate landlord’s notifications to all sites, according per site regarding holidays, upcoming events shared by landlords of site
- Collaborate with team members at different locations for coverage as needed
- Oversee work order management, conducting space management, planning for future facility needs, and ensuring proactive maintenance and record-keeping
- Handle vendor management, sourcing and overseeing contracts and service providers, tracking vendor documentation for ISO 45001 certification, and negotiating vendor services
- Supported in tracking facilities requests, communicating important notifications from landlords, and ensuring monthly safety inspections were completed
- Support senior staff and consultant personnel in fulfilling their office needs
- Maintain the conference/meeting/shared office space schedule; set up the conference room for meetings including arranging furniture; reserve external conference spaces for large meetings and order food/supplies as needed
- Arrange travel reservations and organize training sessions for the sites in the West and South regions
CUSTOMER SERVICE REPRESENTATIVE
Allstate Insurance
01.2015 - 12.2018
- Develop insurance quotes
- Call prospective customers via telephone
- Responding to inquiries regarding insurance availability, eligibility, coverages, policy changes, transfers, claim submissions, and billing clarification
- Provide prompt, accurate and friendly customer service
SENIOR ADMINISTRATIVE ASSISTANT
Cisco Systems
04.2008 - 01.2013
- Provide support to Sr Director and team of 50+
- Managed complex calendars, coordinate domestic/international travel, process expense reports
- Confidential and diplomatic communication with all levels of Senior and C-Level Management, HR, Finance and Legal
- Admin team support and dotted line management
- Including realignment of resources and backup support in the absence of other AAs on the team
- Process requisitions and expenses following Cisco policy, process, and tools
- Coordinated and organized all aspects of travel (domestic and international)
- Up to and including all visas, hotels, airfare, car service and meetings with Cisco stakeholders, Cisco customers and Partners while on travel
- Planned and setup all organizational 'run the business' meetings including Quarterly All Hands, Interlocks, Ops Reviews, staff meetings, Anniversary chats and yearly morale events
SENIOR ADMINISTRATIVE ASSISTANT
Analog Devices
07.2005 - 02.2007
- Supported the General Managers and Telecom and 2 Snr
- Managers and team of 50+
- Coordinated travel, calendar, presentations, and Customer meetings
- Maintained vendor relationships, purchasing and expenses using Oracle
- Organized and facilitated Qtly Offsites – logistics, travel, activities, catering, awards, and presentations
- Managed space planning, interviewer, and interview coordination for all Admin staff in the Org, on-boarding new hires and interns, IT and Facilities issues
- Responsible for disclosure approval, permissions and access to wiki, and confluence as well as security access levels to buildings, floors, and suites per appropriate project
- Extensive Presentation preparation
- Event Coordination, Charity work
- Generate reports from weekly reporting/booking system to compile monthly, quarterly Partner reports for group
- Ordering of Promotional items for Customers and Sales
EXECUTIVE ASSISTANT
National Semiconductor
06.1998 - 06.2002
- Provide support to VP and team of 150+
- Managed complex calendars, coordinate domestic/international travel, process expense reports
- Managed space planning, interviewer, and interview coordination for all Admin staff in the Org, on-boarding new hires and interns, IT and Facilities issues
- Space planner and move captain for 2 large group moves through coordination with Facilities, IT, Architects, and senior management
- Accounts payable, purchase ordering and Oracle financials
- Proactively coordinated and engaged with leadership in planning and organizing events, activities and calendars, staff meeting agendas, all-hands meetings and other 'run-the-business' meetings
- Partner with other EAs to ensure constant coverage
- Conducted twenty-four customer 'Best Practice' events that provided Cisco management with information on how to improve product offerings and customer solutions
- Planned and organized Division Christmas for best forecasted Product Line in 2000: Group forecasted 324M in 2000
- Order and maintain supplies for department
SENIOR ADMINISTRATIVE ASSISTANT
Adaptec
01.1994 - 12.1997
- Reviewed emails for GM and kept him updated according to priority as well as followed up on emails sent on his behalf
- Scheduled meetings for GM with directors’ reports and executive management
- Extensive travel arrangements domestic and international
- Coordinated meetings, conference with preparation of agendas and other materials needed to run effortlessly
- Partnered with facilities, operations and IT for departmental moves and new hires
- Prepared quarterly and yearly business review presentations
Education
Associate of Arts - Business Administration
San Jose City College
San Jose, CA08-2002
Skills
- Office Management
- Customer Service
- MS Office proficient
- Administrative Support
- Finance/Billing
- Cross-functional collaboration
- Process Improvement
- Meeting coordination
- Office Audits
- Project Management
- Database Maintenance
- Event Planning
- Proficiency in the Microsoft Office Suite
- SharePoint
- Basware
- SAP Concur
Phone
cell, 408.209.1170
Timeline
FACILITIES ADMINISTRATOR
BSI Group
12.2018 - Current
REGIONAL OFFICE MANAGER
BSI Group
12.2018 - Current
CUSTOMER SERVICE REPRESENTATIVE
Allstate Insurance
01.2015 - 12.2018
SENIOR ADMINISTRATIVE ASSISTANT
Cisco Systems
04.2008 - 01.2013
SENIOR ADMINISTRATIVE ASSISTANT
Analog Devices
07.2005 - 02.2007
EXECUTIVE ASSISTANT
National Semiconductor
06.1998 - 06.2002
SENIOR ADMINISTRATIVE ASSISTANT
Adaptec
01.1994 - 12.1997
Associate of Arts - Business Administration
San Jose City College
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