Nanette Pico

Executive Support
• Provide support to high-level executive administrative support to the Associate Dean and Continuing Medical Education Director, Accreditation Manager, Registration Manager. Responsibilities include management of office calendars – Outlook and Google, assemble travel arrangements, coordinate and prepare correspondence and professional papers, retain subject and working files, etc.; Preparing reports, invoices, letter merge, memos, maintaining evaluations spreadsheet, accreditation database
• Involvement of independent analysis and decision making that impacts faculty, University officials, Regents or state/federal legislators; Serve as the administrative liaison between the Associate Dean and the University community or members of the public; Handle extremely confidential, political acumen and discretion, in an environment that requires the constant exercise of independent judgment and confidentiality
• Make substantive decisions that prevent matters from needing resolution by the Associate Dean and Administrative Director; Provide advice to a wide variety of individuals on matters pertinent to the Office of Continuing Medical Education; Provide support for standing and ad hoc meetings – agenda preparation, minutes preparation and distribution to all meetings; Handled all logistics in advance of meeting – securing of meeting rooms, AV, equipment, catering, managed attendance records; Maintained an accessible list of all room assignments throughout UCSF campuses;
Office Administration and Coordination
• Assist with all in-house Senior Conference Managers in administrative support for creation of online surveys to conference chairs and conference attendees; prepare raw data materials to be sent out to tabulator; assistance in processing faculty expenses from live conferences; Volunteer staff at live conferences at Registration Desk and at UCSF Mini Medical School for the Public
• Assist attendees in completing registrations for medical conferences applications
• Perform facilities management communications and general office duties like ordering supplies and maintains the records of management systems
• Responsible for providing administrative support – i.e. assisting visitors and answering telephone calls
• Serve as a liaison in administrative problems and queries, office operational issues and resolution of day-to-day administrative tasks

• Collaborated with staff to maximize customer satisfaction, streamline procedures and improve bottom-line profitability
• Conferred with subordinate managers each day to assess needs and optimize activities
• Monitored supplier operations to verify quality, delivery schedule and conformance to contract specifications
• Liaised between customers and management to ensure smooth operations delivery
• Handled the company's conference logistics, booking rooms and arranging travel when necessary
• Managed daily functions of deskside support, including defining and implementing processes

• Monitored and tracked project performance data with [Type] spreadsheets to generate reports and keep management informed of important trends
• Managed and adjusted personnel scheduling for [Number] staff, monitoring resource allocation to provide optimal coverage and service
• Planned and executed corporate meetings, lunches and special events for groups of [Number]+ employees
• Coordinated daily and weekly schedules and monthly calendar obligations for [Number] [Job titles]
• Coordinated domestic and international travel, hotel and transportation needs for staff
• Communicated with vendors to place and receive orders, request maintenance services and deliver instruction on behalf of office management
• Controlled and managed document processes by reviewing files, records and critical information to confirm accuracy and ensure compliance with company policies and procedures
• Directed customer communication to appropriate department personnel, in addition to providing information to resolve inquiries and bolster customer satisfaction
• Contacted customers via phone and email to confirm deliveries and follow up with inquiries
• Wrote email messages, memos and business letters for management and proofread all documentation to provide error-free correspondence
• Organized conference room space and materials for internal and customer meetings, took notes and distributed meeting minutes to support executive needs
• Assisted with administrative tasks, including filing, answering phones and [Task]
• Generated shipment invoices, prepared packages and set up courier deliveries for customers
• Entered invoice data into company's [Software] system and updated details, including customer contacts and delivery dates to keep information current
• Coordinated meetings with other department managers and served as main liaison between department heads and executives
• Set up and maintained physical and electronic filing systems
• Managed conference calls by documenting participant details and preparing audio recordings for future reference