Executive Assistant Manager

IRENE PONCÉ

310-***-**** - *************@*****.***

(Targeted Resume/CV)

All of my professional experience required the ability of effectively coordinate tasks, generate revenue, solve problems and accomplish projects within a timely creative manner with an end goal in mind, but not limited to being consistent player who is able to rapidly understands and achieve assignments. I am highly organized, detail-oriented, self-starter with the ability to strategize, function effectively and analytically prioritize under ever changing priorities and multiple tasks. Calm under pressure and maintains confidentiality and integrity concerning sensitive matters with first-rate verbal, written and communication skills to communicate at various levels and recognize excellence in individuals and inspire team members to achieve their growth potential.

PROFESSIONAL EXPERIENCE

Dr. John K. F. de Beixedon, MD

Doctor of Internal Medicine specializing with multisystem diseases, conditions, and various organs of the human body. Concentrating on weight loss and specifically caring for patients with simultaneous problems or complex comorbidities, etc.

Administrative Medical Assistant

Interfacing with patients daily

Perform clerical work for doctor’s office

Maintain the front office

Handle administrative duties for the doctor

Answering phones and scheduling appointments

Managing medical billing and insurance procedures

Understanding of medical terminology

Assist doctor with patients when needed

Wilson & Company Architects & Engineers

National/International multi-disciplinary engineering, architecture, railroad transportation

Business Development/Marketing Manager

Won a $4.5M, three-year open-end contract with JPL/NASA

Built a successful relationship with EE&K/Gafcon Architects leading to a partnership for a $20M Port of Los Angeles,

San Pedro Water Front project

Managed activities of a 2-member proposal development team

Maintained a pulse on projects via IMS, newspapers, trade magazines, social venues within the same thread

Initiated relationships with LEED-certified architectural and engineering firms for effective positioning on projects

Prepared, tracked and guided proposals from start to end

Developed a “Red Review Team” involving all key members of the proposal to ensure accuracy

Wrote quarterly articles for the company’s newsletter for the California branch

Established key relationships with local municipalities, state, federal and private sector firms

Built industry connections via social networking or as a member of various associations and organizations

Outstanding organization and coordination skills to effectively work on multiple projects simultaneously

Attended ground breaking events representing the company and wrote quarterly articles for the company’s newsletter

Gave presentations if the company short listed and later interviewed for the project

Complete special assignments as directed by the Vice President, architects and engineers

d’Autremont-Helms & Associates

Mechanical Engineering & Plumbing Firm

Executive Assistant (promoted to Business Development Manager)

Proposed and won the 1st LEED sustainable design project from the City of Los Angeles Prop F Bond funded projects. The largest of several such projects undertaken by the City of Los Angeles and valued at $9M, plus. On the MBE/WBE Outreach portion of the qualification there were 100 possible points and I acquired all 100 points

Maintained successful partnerships with JPL/NASA, Corps of Engineers, US Navy and US Border Patrol

Proposal preparation, statement of qualifications (SOQs) and requests for information (RFIs)

Supported 3-principal and 10-junior engineers

Scheduling, submission of expense reports, travel arrangements, composed correspondence

Logged and kept track of submittals and turnaround time to keep engineers on track and projects moving forward

Maintained a pulse on projects via IMS, newspapers, trade magazines, social events within the same thread

Able to work autonomously and/or with a team

Maintain and keep record of correspondence control and projects under design and construction

Confidentially is key when working on various high level security government projects

Prioritizing the screening telephone calls, mail and scheduling of meetings

Preparing 255/254 submissions for architects

Maintenance of filing system of correspondence and submittals

Initiated relationships with LEED-certified architects and made sure our engineers/architects were LEED certified

Attend punch-list walk-throughs on various projects to get to know our clients and equipment

Researching master planners to obtain a better understanding of the project for optimal positioning and proposal preparation

One of the most important elements was being diplomatic with clients and staff at every level

Gave presentations if the company short listed and later interviewed for the project

Complete special assignments as directed by the by principal engineers

Ng & Wilkinson Law Firm and MBE, Inc.

Estate Tax Attorneys & Los Angeles World Airport Concessions, Party Plaza & Real Estate Management/Development

Legal Secretary & Executive Assistant

Provided legal secretarial and executive assistance that included preparing legal documents and day-to-day business correspondence

Prepared pleadings, agenda, meeting minutes, motions and legal forms in relation to the law firm’s activities

Conducted research concerning public records, U.S. patents, trademarks, proof of publications, filing of fictitious business name statements with publications in tandem with the County Clerk’s office

Assisted attorneys with certification & registration of trademarks with the State of California

Office of the Secretary of State

First line of communication between the law firm and outside lawyers, and VIP guest(s)

Responsible for scheduling meetings, transcription of correspondence and filing

Handling of confidential communication, leases and business proposals

Answering phones, handling of executive mail, travel arrangements, day-to-day office procedures, office equipment management, procurement of office supplies and business meeting lunch requests

Handled Cal-OSHA requirements for our Duty Free concessions at The Los Angeles World Airport

Responsible for an extensive Retail Display Allowances (RDAs) reconciliation billing system for leading magazines and newspaper publishers for our airport concessions advertising and display allowances

EDUCATION

Pasadena City College, Pasadena, California

CCT Learning Solutions - Computer Applications Specialist and Graphics

California Coast School of Real Estate

KEY COMPTENCIES

Office Management • Leadership • Legal Secretary • Executive Assistant • Business Development Manager

Proposal Preparation • Marketing • Civic Service • Public Relations • Teamwork • Responsibility • Decision Making

Oral Communication • Trustworthiness & Ethical • Results Oriented • Problem Solving • Organisational skills

Presentation • Prioritizing Work Flow • Public Speaking • Research • Supervising • Team Work • Training

SKILLS

Microsoft Word • Microsoft Excel • Microsoft Outlook • Microsoft Publishing

Adobe Photoshop • Photography • Internet • Scanning • Printing • Proof Readers Marks • Typing • Answering Telephone, Business Correspondence • Calendaring • Calling Clients • Clerical • Client Relations • Customer Service • Document Management Editing Emailing • Event Coordination • Filing • Faxing • Interpersonal Skills • Legal Familiarity • Making Appointments

Multi-Tasking • Sorting Mail • Fact Checking

LEADERSHIP & CIVIC SERVICE EXPERIENCE

City of Los Angeles Department of Animal Services

Municipal agency promoting health, safety & welfare of animals & people

Commissioner/Vice President (Four Years of Service)

Provide oversight, policy guidance for departmental operations across 7-facilities and administrative offices for a department involving 375-staff members with an $18M annual budget

Requested support via the City Council & County of Los Angeles Board of Supervisors on various items such as budget, legislation and ordinances

Established the 1st off-leash dog park in Northeast Los Angeles in collaboration with the constituents and the councilmember. The dog park was named the best dog park in the State of California by Dog Fancy Magazine. The dog park is a revenue generating venue for studio filming, spay/neuter, and pet adoptions

Performed as a floor coordinator for group communication of the Department of Animal Services

Oversaw Requests for Proposal (RFPs), contract approvals, operating budget, operational personnel & volunteer policies

Instituted the City’s 1st Be Kind to Animals Week together with the National Pet Adoptathon. Worked with the Los Angeles Unified School District on outreach events to engage students interested in animal-related career opportunities. Enlisted the participation of Cesar Millan, The Dog Whisperer & actor Dick Van Patton, Owner of Natural Balance Dog Food

Developed and implemented the Mobile Pet Adoptions (MPA) program as a life-saving, revenue generating program that resulted in the participation of 1,000 volunteers and the cooperation of numerous animal rescue organizations

Attend City Hall Council Chambers and sub-committee meetings to speak in public on certain agenda items that affected the department’s budget, etc.

LA-32 Neighborhood Council

Elected as a board member, which is a body formed to increase neighborhood engagement and community participation in tandem with the Department of Neighborhood Empowerment for the City of Los Angeles

Elected Boardmember (Four Years of Service)

Chaired the Business & Economic Development Committee, which spearheaded design standards for the community

Collaborated with Councilmember to increase the in-kind cash donation cap from $5K to $25K

Developed programs and events for the community and at times with the various elected officials

Performed as a floor coordinator for group communication of the Council and Ad-Hoc Committee

Drafted motions to submit to the executive board to be placed on the agenda

Development of the monthly motions, reports, and memorandum of understanding (MOUs)

Heard comments from the public on other matters not appearing on the agenda, but within the Board’s jurisdiction

Discussion and voting on action items outlined within the agenda with board members and the constituents input at large. If necessary, action items were tabled for more discovery

Knowledge of the City Charter, Robert Rules of Order and the Brown Act

Approval of prior meeting minutes, treasurer’s reports, outstanding board minutes and sub-committee reports

El Sereno Chamber of Commerce

The main function of the chamber was to empower business owners and draw other successful businesses to the neighborhood that would benefit the residents, generate revenue, and the college students attending California State University Los Angeles

Public Relations Director

Participated in assisting new and established small businesses with soft and grand openings

Assisting business owners with ideas to attract new business

Getting the word out through press releases, local newspapers and social media

Development of a business directory for members and the community to support local businesses

Utilizing the email platform of the Neighborhood Council to send out events to the constitutions about grand openings and outreach events to establish membership

Included public officials to partake in our outreach activities

Member of the LVNOC Prop K Committee (Business Enterprise Zone)

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