1. Rita Galan
San Jose, CA
ritagalan2000@yahoo.com
Administrative Assistant with 20 years experience in administrative roles with emphasis
on event planning. Excel at juggling multiple tasks and known for ability to organize
anything. Recognized by senior management as the bright spirit who unites and uplifts a
team. Detailed oriented, conscientious, accurate, excellent follow-through with excellent
interpersonal and communication skills: both oral and written.
 Able to quickly adapt and learn new software or operational systems;
 Ability to use excellent judgment and to work with a high degree of
confidentiality and discretion for CEO’s, VP’s and senior management
 Windows, Mactinosh, Access Commander database, PmTraxis sharepoint,
Costpoint, Survey Monkey
 MS Word, Excel, PowerPoint, MS Outlook, Calendaring, Internet
 Equipment: Docutech, Xerox 5100
 Fluent in Spanish and English
 Type 50 WPM, 10 key by touch
PROFESSIONAL EXPERIENCE
(NASA-AMES) ASRC Federal-Mt. View, CA April 2009-Present
Executive Assistant
• Prepare and edit Monthly Technical Status Reports and Contract summaries for the
team
• Email customers the Monthly Technical Status Reports and summaries every 15th
of the
month
• Schedule conference calls, manage and coordinate calendars, schedules and agendas
• Receive and coordinate visitors and badges
• Manage and coordinate travel for executives, including travel requests and approvals for
the company with travel agency/service as well as maintain the travel policy up to date
• Log all government property for ACITS3 contract and Dell government property on the
Access Commander database, also compile all security training for the employees and
system admins
• Create PR’s as necessary and enter electronic PRs and receiving into Costpoint
• Maintain CDRL’s /Deliverables list in pmtraxis sharepoint site
• Upload any contract documentation onto sharepoint as needed
• Fillout 1760’s federal forms/835 forms as needed when onboarding new NASA

2. employees
• Coordinate the OCI Plan training for ACITS3 employees and new hires
• Maintain ACITS3 Task order log and deliver to customer weekly
• Deliver weekly reports from our TAMS to my PMO manger
• Maintain our yearly IT Security training list
• Process in-bound/outbound mail, Fedex fax, and other correspondence
• Prepare responses to correspondence containing routine inquiries
• Filing and retrieving corporate documents, records, and reports
• Process and route various documents requiring signatures and approvals by the PMO
• Process travel documents for conference travel and route to our CO and COTR for
national and international travel
• Perform general office duties such as ordering supplies, etc.
• Coordinate scheduling for interviews between recruiters and hiring team
• Assist with Event Planning as necessary
• Ability to use excellent judgment and to work with a high degree of confidentiality and
discretion
• Proven ability to effectively communicate and interact with high ranking executives and
officials as well as employees at all levels of an organization
XTENT Inc.-Menlo Park, CA May 2006-July 2008
Marketing Assistant
• Research new market opportunities
• Assisted in processing purchase orders and special projects
• Maintained schedules to amend completed quarterly reports
• Reviewed new contract specifications and updated contact logs
• Supported guidance to purchase coordinators of pricelist and resolving any issues
• Map out potential customers & competitors
• Coordinate with our marketing team to facilitate marketing functions,
• (i.e. brochures, tradeshows, etc.)
• Create and modify documents using Microsoft Office, Excel and PowerPoint
• Perform general clerical duties to include but not limited to: photocopying, faxing,
mailing, and filing.
• Maintain hard copy and electronic filing systems
• Setup and coordinate meetings and conferences, employee travel (air/land,
lodging, etc.) to and from marketing related conventions and conferences.
• Develop procedures for updating prospect information
• Setup accommodation and entertainment arrangements for company visitors
• In addition to these typical duties, may perform other duties as assigned like
coordinated holiday parties and company events.
• West Side Family Vision Center July 2004-March 2006
Medical Assistant

3. • Worked under a very fast paced environment while juggling multiple tasks and
demands
• Greeted patients, answered phone, scheduled, confirmed appointments, maintained
patient files and records
• Pretested/Refracting
• Billed insurance company
• Verified non-routine bills, receipts, invoices, purchase orders
Animatics Corporation, Santa Clara, CA December 2000-February 2003
Sales Events Coordinator
• Created sales and lead correspondence with distributors
• Managed online database log ACT
• Arranged tradeshows participation, including all logistics emphasis
• Captured, analyzed, and routed lead data from corporate website
• Collected and formatted POS (point of sale) information from distributors
• Conducted mass e-mail/mail campaigns of over 100 distributors and/or product
users emphasis
• Organized company events like company parties or sales team training emphasize
• Assistant to multiple departments such as Accounting, Engineering, Sales, CEO,
Vice President of Operations, International Vice President, National Marketing
Sales Manager
• Scheduled meetings for Sales Team
VierraMoore, Inc. San Jose, CA January 1999- December 2000
Customer Service Associate
• In charge of over 20 home association properties while assisting 2 property
managers in scheduling and updating property information
• Efficiently dealt with intensive quantify problem solving on a constricted time
basis
• Maintained current status of properties, including violations, landscaping, and
service requests
• Solved imperative issues with customers
• Coordinated and assisted large scale Board Meetings
• Prepared architectural reports and landscaping spreadsheets
EDUCATION:
1996-1998: South West Texas Junior College Del Rio, TX
1995 Del Rio High School Del Rio, TX