Pauline Perez
San Jose
Summary
Senior Executive Assistant and Legal Operations Specialist with over 16 years of experience supporting C-level executives across fintech, startup, legal, and nonprofit sectors. Highly skilled in managing complex calendars, sensitive communications, legal contract workflows, and board governance. Proven ability to operate with discretion, integrity, and strategic foresight. Passionate about justice, efficiency, and empowering organizations through operational excellence.
Experienced with executive support functions, including complex calendar management and high-level communication. Utilizes organizational skills and proactive planning to ensure executive tasks are completed efficiently. Knowledge of office management software and protocols, contributing to smooth executive operations.
Overview
11
11
years of professional experience
Work History
Executive Assistant to Executive Director
Donors of Color Network
09.2021 - Current
- Provide high-level administrative and strategic support to the Executive Director of a national racial equity nonprofit, acting as an operational partner and Chief of Staff.
- Serve as primary point of contact for internal and external communications, proactively triaging priorities across email, Slack, and text channels.
- Manage complex executive calendar with a systems mindset; schedule meetings across multiple time zones, build buffer time, and anticipate logistics needs.
- Own and coordinate domestic travel itineraries; ensure on-time submissions of receipts and expense reports.
- Support the Board Chair and Board of Directors with scheduling, document distribution, and governance tasks in partnership with Operations.
- Lead cross-functional follow-up and deliverable tracking to keep ED aligned with organizational goals.
- Research and prepare background materials for speaking engagements, donor meetings, and key internal decisions.
- Operate as a thought partner to the ED on workflows, systems, and organizational priorities in a fast-paced, values-driven startup environment.
- Coordinated executive scheduling, ensuring efficient time management and priority alignment with organizational goals.
- Streamlined communication processes between leadership and stakeholders, enhancing information flow and collaboration.
Executive Legal Assistant
Earnin
09.2019 - 09.2021
- Provided dual executive and legal operations support to the General Counsel and Legal Department.
- Drafted, processed, and tracked commercial agreements, NDAs, vendor contracts, and legal templates.
- Managed the company’s contract lifecycle, including expirations, renewals, and e-signatures.
- Collaborated with Finance, Compliance, HR, and Risk to ensure legal operations aligned with company-wide goals.
- Oversaw law firm billing and outside counsel relationships; ensured timely and accurate invoicing in accordance with billing guidelines.
- Maintained and implemented legal software tools including ParleyPro and DocuSign.
- Managed responses to regulatory inquiries, legal investigations, and document discovery.
- Created compliance materials, conducted internal training, and developed presentations for stakeholders.
- Assisted with legal department goal-setting, budgeting, and project management.
- Managed complex calendar scheduling and travel arrangements for executives, ensuring optimal time management.
- Drafted, edited, and formatted legal documents to maintain accuracy and compliance with regulatory standards.
Executive Assistant to VP of Digital Health
Samsung Semiconductor
05.2018 - 07.2019
- Provided high-level executive support to the Vice President of Digital Health and VP of Business Development.
- Managed dynamic calendars, coordinated internal and external meetings, and ensured alignment with key priorities.
- Arranged complex domestic and international travel itineraries, including transportation, visas, and accommodations.
- Created and edited presentations, reports, and executive briefings.
- Maintained strict confidentiality with sensitive business and personnel information.
- Processed expense reports, tracked departmental budgets, and managed vendor invoicing and purchase orders.
- Acted as a liaison between executives and cross-functional teams, demonstrating leadership and administrative initiative.
- Coordinated executive schedules and travel arrangements, optimizing time management for senior leadership.
- Managed confidential communications and documentation, ensuring data integrity and compliance with company policies.
Executive Assistant to Head of Engineering & Technology
Sage Intacct
10.2016 - 11.2017
- Provided daily executive support to the Head of Engineering, VP of Operations, and VP of Product Management.
- Proactively managed executive calendars, scheduled recurring and ad hoc meetings, and prepared meeting materials.
- Coordinated extensive domestic and international travel arrangements including agendas, lodging, and ground transportation.
- Drafted internal communications, supported presentation creation, and assisted with board and leadership decks.
- Ensured timely processing of expense reports, purchase requests, and budget tracking.
- Maintained organization of confidential documents and collaborated with internal departments to streamline communication and task follow-through.
- Served as facilities manager and point of contact for office-related needs.
- Coordinated executive schedules, ensuring efficient use of time and prioritization of key meetings.
- Developed and maintained comprehensive filing systems, enhancing document retrieval efficiency for senior leaders.
Executive Assistant to Chief People Officer
Nutanix
06.2016 - 09.2016
- Delivered proactive executive administrative support to the Chief People Officer.
- Organized meetings, internal briefings, and external engagements; handled all calendar management and scheduling logistics.
- Coordinated travel plans, compiled agendas, and ensured seamless execution of onsite and offsite events.
- Maintained a high degree of discretion when handling HR-related documents and executive-level communications.
- Drafted correspondence, prepared reports, and managed executive signatures and document flow.
- Acted as a central point of contact for internal departments and external partners, ensuring consistent follow-up and communication.
- Demonstrated agility in managing shifting priorities and urgent requests in a dynamic environment.
- Managed executive schedules and coordinated complex travel itineraries to optimize time efficiency.
- Developed and maintained comprehensive filing systems, enhancing document retrieval processes and organization.
Executive Assistant to Vice President
Chem-Aqua
06.2014 - 09.2015
- Provided comprehensive administrative support to the VP and leadership team across legal, logistics, and HR functions.
- Scheduled and coordinated meetings, conference calls, and department-wide events.
- Maintained accurate calendar management, task prioritization, and follow-up to ensure deadlines were met.
- Arranged travel, prepared itineraries, and processed reimbursements and vendor invoices.
- Handled sensitive legal contracts and liaised with internal Legal Department and customers for edits and approvals.
- Oversaw onboarding and offboarding processes, managed employee records, and supported company-wide HR compliance efforts.
- Acted as a consistent communication channel between leadership, staff, and regional teams across the Bay Area and Southwest territories.
- Managed complex executive calendars, prioritizing appointments and streamlining scheduling processes.
- Coordinated travel arrangements, ensuring compliance with company policies and optimizing itineraries.
Education
Paralegal Certificate -
National Paralegal College
10.2024
Skills
- Microsoft Office Suite
- Google Workspace
- Concur
- Zoom
- Slack
- Notion
- Asana
- Airtable
- DocuSign
- Box
- JIRA
- ParleyPro
- Adobe Acrobat
- Workday
- Doodle
- WebEx
- Visio
- Office administration
- Document preparation
- Executive support
- Calendar management
Websites
Timeline
Executive Assistant to Executive Director
Donors of Color Network
09.2021 - Current
Executive Legal Assistant
Earnin
09.2019 - 09.2021
Executive Assistant to VP of Digital Health
Samsung Semiconductor
05.2018 - 07.2019
Executive Assistant to Head of Engineering & Technology
Sage Intacct
10.2016 - 11.2017
Executive Assistant to Chief People Officer
Nutanix
06.2016 - 09.2016
Executive Assistant to Vice President
Chem-Aqua
06.2014 - 09.2015
Paralegal Certificate -
National Paralegal College
Similar Profiles
Yaakob SchlesingerYaakob Schlesinger
Advisory Consultant at Donors Fund IncAdvisory Consultant at Donors Fund Inc
KLARA KOLICOVAKLARA KOLICOVA
SEARCH AND WORK-UP COORDINATOR at CZECH NATIONAL MARROW DONORS REGISTRYSEARCH AND WORK-UP COORDINATOR at CZECH NATIONAL MARROW DONORS REGISTRY
Thomas WilhelmThomas Wilhelm
President | Operations at Spell it with Color, Inc. (dba: Allegra Marketing | Print | Signs)President | Operations at Spell it with Color, Inc. (dba: Allegra Marketing | Print | Signs)
María L. UmañaMaría L. Umaña
Freelance at Interpreting, translating and producingFreelance at Interpreting, translating and producing