Rachell Marin Zamora

• Calendar Management & Prioritization: Coordinate complex calendar schedules for executives across multiple time zones, making suggestions for changes and managing priorities effectively, while ensuring all meetings and events are aligned with organizational goals.
• Event Coordination & Leadership: Lead and manage mid-tier events such as Happy Hours, offsite meetings, and team-building activities, ensuring seamless execution and strong attendee engagement. This includes coordinating events both locally in Costa Rica and in the US, traveling to the US to oversee on-site logistics and ensure successful event execution.
• Travel & Logistics: Organize and oversee all aspects of executive travel, including flight and hotel arrangements, ground transportation, and itineraries, ensuring alignment with the executive's schedule and priorities.
• Onboarding & Training: Oversee the onboarding process for new Executive Assistants (EAs) to the Costa Rican team, providing training on tools and systems, and offering ongoing support for their integration.
• Data Management & Reporting: Maintain a high level of accuracy in data entry and document preparation, including timesheet processing, expense tracking, and budget management, ensuring compliance with company policies.
• Team Collaboration & Support: Collaborate with peers (other EAs) and team members to ensure the success of cross-functional projects and events. Provide timely support to executives and teams by proactively identifying and resolving issues.
• Leadership & Development: Serve as a key point of contact and subject matter expert for various tools (e.g., Egencia, Google Calendar, Slack) and processes within the EA team, contributing to a positive and collaborative team culture. Provide feedback and coaching to colleagues, fostering a continuous learning environment.
• Strategic Decision-Making & Delegation: Provide recommendations to executives on time management, prioritization, and delegation, ensuring optimal organization and execution of key tasks. Handle sensitive information with discretion and integrity, supporting executive effectiveness and maintaining the company’s reputation.
• Cultural Leadership & Engagement: Champion Databricks' cultural principles by nurturing internal relationships, supporting DEI and Women's Leadership initiatives, and promoting a positive and inclusive work environment.

Skills & Expertise:

• 5+ years of experience managing executive schedules, events, and cross-functional projects with a high level of precision and attention to detail.
• Proficient in G-Suite, database management, and various office technologies; quick to adapt to new tools and systems to improve efficiency.
• Strong collaboration skills, able to build relationships across teams and effectively manage multiple competing priorities.
• Demonstrated leadership and mentoring capabilities, with a focus on fostering growth within the EA community and supporting new hire integration.

• Meeting Scheduling: (Managing conflicts, setting up 1:1, external meeting, internal meeting.
• Receive and process invoices accordingly
• Assist with visa process as needed
• Fill out documentation as require, download and print documents.
• Organizing address book/ list of contacts
• Coordinate ground transportation,Room Reservation
• Travel Logistics: Flight/ Hotel/ Check in
• Create Excel reports as requested
• Processing Timesheets (Hours calculation)
• Payments.
• Events ( Parties, lunches, dinners) etc...

• Receive and process invoices accordingly (USA & CR)
• Inventory office supplies and schedule monthly purchases
• Assist with local and international visitors.
• Coordinate Travel Arrangements for staff.
• Update monthly reports for CR Office (IVA, Costs, Phone line Carrier)
• Prepare reports, send the Amex report, and file the backups of the card bills.
• Preparation and control of documentation for the exit of assets from the Free Zone
• Coordinate vendor agreements & discounts for the company's collaborators
• Plan and coordinate all corporate events.
• Assist with visa process as needed
• Create all contract, offers and agreements regarding employment for new hires.
• Provide administrative support to the HR department, both in Costa Rica and the US.

• ·High-level administrative support by conducting investigations to 6 clients in the United States
• Preparation of Expenses Reports
• Administrative functions: prepare correspondence, receive visitors, organize telephone, conferences and scheduling meetings, calendar organization.
• Events ( Parties, lunches, dinners) etc...
• Travel organization: Flights, Hotels, Transportation.
• Agile knowledge
• Word, PowerPoint ,Client Projects, Basic Excel

• Level 1 to Level 2 Training (Fraud Department)
• Fraudulent application
• Payment Investigations
• Account tracking (consumer and company)
• Floor leader (new staff assistant and mentor)
• Knowledge with Lexis Nexis and Credit Browser

• Help customers choose the right computer according to their needs
• General training in computer science and electronics of IOS, ANDROID, WINDOWS
• Opening and closing procedures
• Performing cashier tasks
• Customer support to choose the right products
• Merchandise Organization
• Merchandise Inventory
• Excel Reports