SYLVIA PADILLA
Berwyn
Summary
Dynamic executive assistant with a proven track record of streamlining departmental operations and enhancing team productivity. Expertise in managing cross-functional teams fosters seamless communication and drives successful project completion. Strong foundation in project coordination and process improvement enhances overall efficiency, while exceptional analytical, communication, and problem-solving skills facilitate adaptability in fast-paced environments. Committed to contributing to team success and achieving organizational objectives through strategic thinking and dedication to continuous learning and growth.
Overview
25
25
years of professional experience
Work History
Department Coordinator
Insight Global
Hoffman Estates, IL
07.2025 - 12.2025
- Coordinated daily departmental operations and administrative functions, ensuring seamless workflow and communication.
- Scheduled and organized meetings, managed departmental calendars, and prepared necessary materials for leadership and staff.
- Supported budgeting, invoicing, and procurement processes, maintaining accurate records and tracking expenses.
- Served as the primary point of contact, fostering positive relationships and efficient information flow.
- Assisted with onboarding new team members, coordinated training sessions, and maintained up-to-date documentation of departmental procedures.
- Collaborated with cross-functional teams to support special projects and initiatives, contributing to overall departmental goals.
- Utilized Microsoft Office Suite and other business tools to generate reports, presentations, and correspondence.
Executive Assistant to EVP, Chief Global Product Strategy & Operations Officer, Chief Business Officer and VP, Strategic Alliance & Transactions
Ionis Pharmaceuticals
Carlsbad, CA
10.2021 - 05.2025
- Assist EVP with daily schedule and duties, to include managing business calendar, commitments, and travel arrangements (planning itineraries, developing agendas, meeting materials and reporting expenses etc.)
- Schedule and coordinate complex meetings. This includes but is not limited to, attendee communications, venue management/coordination, audio/video set-up and management as needed, catering, accommodation and material preparation.
- Coordinate across Executive Assistant team regularly to schedule high priority meetings.
- Coordinate high volume/high priority scheduling with external partners and Senior Leadership.
- Manage projects and conduct research to support projects and/or provide background for executive decision making.
- Anticipate executive’s needs and proactively bring together appropriate people and resources to support the executive in addressing issues.
- Assist with financial support including MSAs, SOWs, invoicing and budgeting.
- Support recruiting efforts by coordinating interview schedules with potential candidates, distributing resumes and schedules to the interviewers; coordinate travel arrangements for candidates.
- Assist in creating publications, presentations and materials as directed.
- Prepare and submit legal document requests and purchase requisitions.
- Maintain paper and online records and follow procedures for retention, protection, retrieval, transfer and disposal.
- Maintain office/department efficiency. Organize catering, office supplies, business cards and a range of items relating to office management duties including escalation of departmental IT issues.
- Maintain positive relationships with external administrative partners.
- Receive and interact with visitors.
- Provide back-up to other EA’s and reception as needed.
Executive Assistant to COO, Integrated Care and Executive Director Government Affairs
Cook County Health
Chicago, IL
05.2019 - 11.2021
- Liaison for the CCH Board of Directors.
- Prepare and submit expense reports and invoices to ensure accuracy and efficiency.
- Serve as lead contact for Cook County city officials, Commissioners, staff and the Cook County President’s Office and constituents.
- Provide assistance to incoming constituent calls.
- Assisted with set up of COVID medical pop-up clinics.
- Provide temporary support for the Chief Nursing Officer and CEO when admins on vacation.
- Monitor and maintain working knowledge of interoffice process developments.
- Update and print monthly board meeting binders to include all items pertaining to hospital to c-suite attendees.
Executive Assistant, non-profit
The Chicago Community Trust
Chicago, IL
04.2019 - 05.2019
- Managed calendar, coordinated meetings, and prepared expense reports.
- Track employee attendance.
- Served as front office relief as needed.
Office Manager/ Executive Assistant to President
Eplan Software
Schaumburg, IL
11.2017 - 04.2019
- Lead support to the President.
- Coordinated travel logistics (domestic and international), planned business meetings, company events, and conference calls.
- Prepared time and expense reports and special projects as appropriate.
- Coordinated communications and crafted email correspondence.
- Managed daily office operations by responding to employee inquiries and concerns.
- Monitored accounts payable and financial spreadsheets related to travel expenses and payroll.
- Served as Marketing lead by developing presentations, maintaining marketing inventory and tradeshow support.
- Responsible for data, record maintenance and office equipment inventory.
- Managed timekeeping functions.
- Responded to internal and external inquiries.
- Responsible for expansion and moves of offices. Worked with architects, facilities and vendors. Coordinated office opening celebration.
Executive Assistant
cboe
Chicago, IL
07.2017 - 11.2017
- Managed calendar, coordinated meetings, scheduled domestic and international travel.
- Prepared and disseminated presentation materials, documents, and internal correspondence.
- Served as external lead contact.
- Processed expense reports.
Sr. Associate- Client Operations
Starcom
Chicago, IL
07.2016 - 07.2017
- Served as lead contact for Kelloggs, Egg Board, FairLife, and Trunk Club accounts.
- Managed and maintained budgets for media advertising plans.
- Responsible for financial, competitive, and campaign metric performance reporting.
- Served as lead contact for internal software support to maintain, verify and update interface users.
Business Development Project Manager / Executive Assistant
Starcom
Chicago, IL
03.2012 - 09.2016
- Direct support for EVP and SVP.
- Facilitated and coordinated meetings, special events, and travel itineraries for pitching team members.
- Maintained financial journal expense entries.
- Purchased collateral, room dressing and vendor gifts.
- Networked and maintained essential vendor communication.
- Arranged calendar management, scheduling, travel expenses, team and vendor meetings.
- Responsible for presentation technical equipment to ensure visible projection and video conferencing.
Executive Assistant / Office Manager
Onspot Digital Network (Leo Burnett)
Chicago, IL
01.2006 - 03.2012
- Direct support for the Chairman, Board of Directors, President, Accountant, Sales Team and Marketing.
- Facilitated and coordinated all travel logistics, catering events, conferences and client meetings.
- Managed and maintained financial expense reports and special projects as assigned.
- Developed proposals, monthly accounts payable, and confidential administrative documents.
- Assisted the Finance department with research, prepared vouchers and financial reports.
- Supported the Marketing department by creating graphic proposals and media kits.
- Assisted the Sales team with crafting proposals, mass communications, updated database and price adjustments.
Executive Assistant
Starcom Latin America (Leo Burnett)
Chicago, IL
03.2001 - 01.2006
- Direct support to the VP and Sales Team.
- Managed and maintained internal website, purchasing and distribution of clientele and employee incentives.
- Managed scheduling and calendar for VP.
- Created, prepared and set up presentations, spreadsheets, and travel expenses.
- Arranged business special events.
- Created internal graphic work for in-house and special business meetings.
- Networked daily with Latin America.
Education
Bachelor of Science - Business Administration
COLORADO TECHNICAL UNIVERSITY
CHICAGO, IL03.2009
Skills
- Report development
- Relationship building and management
- Work planning and organization
- Operations management
- Strategic planning
- Project management
- Recruiting and hiring
- Workflow coordination
- Budgeting and forecasting
- Workflow optimization
- Database management
- Excellent communication
Languages
Spanish
Native or Bilingual
Timeline
Department Coordinator
Insight Global
07.2025 - 12.2025
Executive Assistant to EVP, Chief Global Product Strategy & Operations Officer, Chief Business Officer and VP, Strategic Alliance & Transactions
Ionis Pharmaceuticals
10.2021 - 05.2025
Executive Assistant to COO, Integrated Care and Executive Director Government Affairs
Cook County Health
05.2019 - 11.2021
Executive Assistant, non-profit
The Chicago Community Trust
04.2019 - 05.2019
Office Manager/ Executive Assistant to President
Eplan Software
11.2017 - 04.2019
Executive Assistant
cboe
07.2017 - 11.2017
Sr. Associate- Client Operations
Starcom
07.2016 - 07.2017
Business Development Project Manager / Executive Assistant
Starcom
03.2012 - 09.2016
Executive Assistant / Office Manager
Onspot Digital Network (Leo Burnett)
01.2006 - 03.2012
Executive Assistant
Starcom Latin America (Leo Burnett)
03.2001 - 01.2006
Bachelor of Science - Business Administration
COLORADO TECHNICAL UNIVERSITY