Administrative Assistant Executive

EXECUTIVE ASSISTANT

Executive Assistant & Office Administrator

Expert in Office Management, Executive Support & Business Operations

Proficient in Process Improvement and a Dedication to Efficiency

A proactive and results-driven Executive Assistant who possesses exceptional adaptability and organizational skills. Bringing extensive experience in administration and office management across a wide range of industries including HVAC, non-profit, wealth management, healthcare, engineering, communications, and IT. A track record of providing executive support, overseeing business office functions, and ensuring seamless operations in high-pressure environments. Exceptional multitasking abilities coupled with the utmost discretion, diplomacy, and confidentiality when handling sensitive matters. The ability to continuously reprioritize tasks in response to changing priorities in rapid-changing environments and achieve operational efficiency under a variety of conditions. Blending a strategic business partnership mindset with servant leadership principles, adept at providing analytical insight and agile decision-making, transcending traditional administrative roles. Proficient in event and meeting planning, effective cross-team collaboration, accurate expense management, intricate scheduling, and travel coordination. Demonstrates a commitment to exceptional customer service and growth facilitation with discretion and professionalism. Highly organized, adaptable, and genuinely dedicated to providing comprehensive support and assistance.

STRENGTHS & COMPETENCIES

Executive Support & Gatekeeper Stakeholder Engagement & Relationship Builder

Board of Directors Meetings & Attention to Detail Calendar Management & Scheduling

Cross-function Team Collaboration & Interpersonal Skills Cultural Sensitivity, Positive Attitude & Empathy

Multi Executive Expense Management & Investigative Research Complex Executive Travel Coordination

Complex Executive Multi-Calendaring Financial Acumen, Budget & Integrity

Process Improvement & Procedures Implementation Analytical Thinker & Decision-making

Vendor Relationships & Supply Chain Management Leadership & Effective Communication

Business Acumen & Operations Efficiency Prioritization & Business Correspondence

Risk Management & Regulatory Compliance Self-Motivated & Flexibility

Time Management & Tactical Planner Change Management & Conflict Resolution

Creative Problem Solver & Active Listener Resilience & Accountability

Ad Hoc Project Management & Continuous Improvement Quick to Learn Product & Technological Proficiency

Client Relations Liaison & Customer Service Cultural Sensitivity & Ethical Judgement

PROFESSIONAL EXPERIENCE

Exyte Meridian, ID June 2023 – September 2023

Office Administrator Lead

Managed seamless office operations and procedures to ensure compliance with policies and regulations for optimal operating efficiency and ensured that regulations and policies were followed.

Coordinated executive team meetings, managed documents, executed a variety of administrative duties, and directed the planning and coordination of events.

Assured smooth and efficient operation of the organization by cultivating and maintaining professional relationships with internal and external stakeholders.

Oversaw a wide range of administrative tasks, including the procurement of supplies, the maintenance of records, and the planning and preparation of office events in a timely manner.

Professional Experience - Continued

Pueblo Mechanical & Controls Phoenix, AZ February 2022 – January 2023

Executive Assistant to the CEO and Executive Team

Managed the CEO's, COO's, and two additional C-Level Executives, along with their four VP direct reports, serving as a strategic 'gatekeeper' to maximize CEO access.

Responsible for managing and synchronizing multiple dynamic calendars concurrently, ensuring compliance with scheduled commitments and managing all domestic travel arrangements for the executive team.

Coordinated both in-house and off-site executive meetings meticulously, and assisted in meeting preparations, in addition to playing a pivotal role in facilitating Board of Directors meetings.

Served as the Office Manager, responsible for the training and supervision of the Receptionist, procuring office supplies and inventory, preparing, and refining business correspondence, and maintaining confidential records.

Demonstrated competence in processing expenses, coordinating all meeting logistics, including catering arrangements, and planning large-scale events for 550 individuals.

Arizona Education Association Phoenix, A August 2021 – November 2021

Executive Assistant to the President and Executive Team Contract

Assured seamless operations at the highest levels of leadership, by providing comprehensive executive support to the President, Vice President, Executive Director, Treasurer, and the Management Team, ensuring seamless operations at all levels of the organization.

Provided meticulous calendar management services for multiple executives, optimizing scheduling efficiency and prioritizing critical tasks in order to achieve the best results.

Provided logistical support and smooth implementation for all Arizona Education Association Board meetings, ensuring that all deadlines were met and that events were executed flawlessly.

Provided support to the board members in the preparation of meeting minutes and ensured that they were disseminated promptly thereby enhancing communications and accountability throughout the organization.

Managed the office as principal office manager and demonstrated adept office management capabilities by maintaining office supplies efficiently, taking on responsibilities, and cultivating an environment that empowered efficient and productive work.

Cornerstone Advisors Bellevue, WA June 2019 – July 2020

Client Management Associate

Prepared and processed account paperwork meticulously in order to facilitate seamless onboarding for new engagements, utilizing expertise in the CRM system and database of Charles Schwab to ensure utmost accuracy.

Responsible for the implementation of a comprehensive account administration program, including managing wire transfers, disbursements, and diligent follow-up with the custodian to ensure meticulous compliance with all procedural requirements.

Assisted in the nurturing and maintenance of client relationships by conducting thorough research, maintaining meticulous documentation, resolving issues promptly, and conducting rigorous verification of cash balances and cash flow.

St. Joseph Health Irvine, CA October 2017 – February 2018

Executive Assistant to the Chief Integrations and External Relations Officer & Executive Team Contract

Provided extensive administrative support to the Chief Integrations and External Relations Officer (CIERO) and four members of the executive management team.

Ensured seamless scheduling and coordination for CIERO and multiple executives by managing complex calendars.

Prepared agendas, memos, and materials for various meetings and conferences, including General Council meetings, Board meetings, CIERO meetings, and conference calls.

Provided departmental organizational charts, coordinated meeting logistics, and coordinated travel arrangements for executives.

Analyzed and reconciled expense reports using Concur, ensuring accuracy.

Ensured effective execution and delivery of CIERO-directed projects by collaborating closely with the VP and Director to ensure that it was a successful outcome.

ADDITIONAL EXPERIENCE

AT&T Mobility

Executive Assistant to the Assistant Vice President & Executive Team Redmond, WA

Supported the Assistant Vice President and Director of the RF Engineering team by providing comprehensive administrative and business support to 12 direct reports and 250 employees.

Improved operational efficiency through streamlining procedures and meeting tight deadlines, demonstrating flexibility and resourcefulness.

Successfully managed complex calendars for the AVP and Director, minimizing conflicts and maximizing productivity, resulting in significant cost savings.

Planned and executed all certification training initiatives for the entire team, orchestrating both local and virtual sessions while managing a $500K budget.

Interacted as a liaison between various departments, ensuring seamless communication and reporting, as well as creating a collaborative and synergistic work environment.

Elevated staff morale and bolstered team productivity by meticulously planning and executing special events and off-site monthly meetings, cultivating a strong sense of teamwork and camaraderie.

Facilitated high-level meetings with top executives, skillfully preparing presentations and negotiating advantageous terms with vendors and service providers, resulting in annual cost savings exceeding $40K.

Sr. Administrative Assistant Bothell, WA

Spearheaded comprehensive administrative support for the Executive Director and managed a team of 600+, freeing up management's time to focus on strategic initiatives.

Streamlined and synchronized complex calendars for multiple Directors, ensuring seamless coordination of meetings and organizational events.

Responsible for providing critical day-to-day support to teams, including data entry, mail distribution, supply procurement, record-keeping, expense reporting, and invoice processing.

Controlled stock and supplies rigorously, resulting in a 50% reduction in office expenses.

Achieved financial management objectives by overseeing accounts payable and receivable and maintaining computer equipment.

Coordinated monthly team meetings to enhance increased productivity and facilitate successful collaborative efforts with vendors by organizing events such as team-building retreats and holiday parties.

Accounts Payable Coordinator Redmond, WA

Assured the confidentiality and security of critical information by implementing robust systems for organizing and managing vendor files.

Maintained precision in account transactions recording by monitoring accounting ledgers with meticulous attention to detail.

A proactive approach to identifying and resolving discrepancies in accounts payable resulted in annual savings of more than $43K.

Ensured the timely and accurate dissemination of financial data to corporate headquarters by preparing monthly financial spreadsheets and weekly reports.

National Accounts Representative Redmond, WA

Developed and maintained relationships with key clients, boosting revenue generation and consolidating the company's position among the top 500 national accounts.

Managed collaborative efforts with account managers to strengthen business ties with current clients and ensure their continued satisfaction with the national account program.

Achieved a 15% increase in overall customer satisfaction through proactive identification and resolution of client concerns in close coordination with the technical team.

ADDITIONAL Experience - Continued

AT&T Mobility

Customer Care Representative Redmond, WA

Achieved long-term customer loyalty through unwavering dedication to exemplary service, fostering strong relationships that are essential to customer retention.

Achieved effective dispute resolution by efficiently conveying billing information and addressing payment concerns in a customer-centric manner and adhering to AT&T Mobility's standards.

Managed a high-volume workload within a deadline-driven environment, effectively resolving an average of 400 inquiries each week while consistently exceeding performance benchmarks.

TRAINING CERTIFICATION

Amazing Selling Machine 5 & 6: Six-month marketing program for Amazon entrepreneurs

Washington Center for Women in Business: Business Entrepreneur Startup Training Course

American Management Association: Partnering with Your Boss, Strategic Skills for Assistants

American Management Association: Administrative Excellence 4 Day Conference

SkillPath: Managing Multiple Projects, Objectives and Deadlines

American Management Association: 2 Day Business Writing Workshop

TECHNOLOGY

Microsoft Office Suite 365 (Word, PowerPoint, Excel, Teams, OneNote, OneDrive, SharePoint, Outlook)

Google Workspace (Gmail, Docs, Calendar, Meet, Drive)

Social Media (Facebook, X (Twitter), Instagram, and Pinterest) Oracle Visio Salesforce CRM System Concur Certify Org Plus Slack Dropbox Adobe Acrobat DocuSign CRM Zoom

Laura Hernandez

Meridian, ID 83646 425-***-**** ad3snn@r.postjobfree.com www.linkedin.com/in/laura-hernandez-172989138

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