Jody Galvin


Jody Galvin
Lake Forest, CA 92630
(949) 770-4391
E-Mail: [email protected]

Summary of Qualifications Highly-organized, detail-oriented Executive Assistant with the ability to take charge, be proactive, and consistently follow up on special projects and routine assignments. Proven effective communication with professionals, peers, and a diverse client base. Strategic problem-solving skills. Strong respect for personal, confidential, and proprietary information.

Highlights of Qualifications/Skills

• Microsoft Office Suite (Word, Excel, PowerPoint, Outlook); Concur
• Experienced Event Planner
• Expert Calendar Coordinator
• International/Domestic Travel Planner
• Financial Markets Savvy
• Licensed Notary Public
• Board Meeting Preparation
• Meeting Minutes

Professional Experience 1/2019 – 2/2019 Ultimate Staffing Santa Ana, CA

(Temp) Executive Assistant to VP of Advanced Technology

One-month temp assignment. Completed assignment 2/8/2019.

3/2016 – 6/2018 Edwards Lifesciences Irvine CA

Executive Assistant to the VP of Int’l. Regulatory Affairs

Executive Assistant in a U.S. 12-person group, with about 50 direct & indirect reports across Europe, Asia, Latin America, and Canada. While directly reporting to the VP who traveled extensively internationally, I also provided group administrative support to our group of 12 in Irvine, as well as targeted support and hosting to international employees.
o Manage Outlook calendar for VP.
o Maintain incoming and outgoing e-mails.
o Travel, Expense Reports.
o Monthly meeting minutes & follow-up.
o Weekly Report.
o Keep VP organized and on track (travel folder, calendar detail, contact info, updated visa/passport lists, etc.).
o 1:1 briefings/updates a few times a week with VP.
o General point of contact for anything urgent for VP.
o Campus tours to visitors and new employees.
o Volunteer & event planning.
o Group admin for meeting planning, supplies, facilities requests, on-boarding new employees, processing invoices, group files, information distribution, I.T. requests, moves, and general go-to person for anyone with questions or needing something.

4/2014 – 7/2015 Project Access Orange, CA

Executive Assistant to the President/CEO

Executive and Personal Assistant (until she retired from the workforce to raise her young family) to the President and CEO of a busy Non-Profit now
headquartered in Orange. In this position my time was split 50/30/20 as an Executive Assistant/Personal Assistant/Office Manager.
o Manage business and multiple personal calendars for our busy CEO.
o Errands and personal business for CEO.
o Ensure that anything needing CEO’s attention (signature, follow-up, etc.) is attended to and completed.
o Order supplies, run errands, and general go-to person for anything that may go wrong, need changing, or need attention in the office.
o Prepare Grants for submitting.
o Process all incoming mail & manage vendors.
o Process, log, and reconcile all incoming checks and cash.
o Monthly Board Meeting preparation and set-up. Set-up for general office meetings, conference calls, and teleconferences.
o Manage travel and events for the office.

3/2010 – 3/2013 Hunter Wise Commodities Irvine, CA

Executive Assistant/Personal Assistant to the President/COO/CEO

Executive and Personal Assistant (until close of domestic operations) to the President of a domestic and international commodities-trading firm with U.S. offices in Irvine and Las Vegas, as well as international offices in London and the Cayman Islands.
o Manage business and personal calendar & scheduling, international/domestic travel, itineraries, errands, bill-paying, purchases, expense reports, and necessary coordination for busy executive who traveled on a regular basis between homes and offices in two different states as well as internationally.
o Prepare correspondence for supervisor -- as well as respond for him to incoming correspondence and requests from clients, our various offices, legal counsel, etc.
o Create, maintain, and follow up on daily Action Item list & reminders for supervisor.
o On-site and off-site event, meeting, and travel coordinator for domestic and international offices. Expense reports and travel itineraries.
o Played an integral role in setting up and making choices for our company’s SIMPLE IRA benefits program.
o Assist Accounting Department with Amex reconciliations, bill payment, and bank deposits.
o Meeting minutes and Action Item follow-up.
o Handle requests, purchase supplies, and run necessary errands for office.
o Office administrative tasks performed: filing, back-up support for receptionist/phones, internet research, filing, faxes, scanning, copying.

EDUCATION: Chaffey College – Rancho Cucamonga, CA
LICENSES: Licensed Notary Public