Executive Assistant Data Entry

Jonalyn Vargas

Linkedin Profile Email: ***********@*****.*** Mobile: 415-***-****

SUMMARY

Highly enthusiastic and resourceful office support professional with 9+ years’ progressive experience in secretarial and administrative arena. Skilled in arranging travel - both national and international, taking minutes and handling correspondence. Innate ability to handle multiple tasks simultaneously. Proven ability in using sound judgment and determining priorities. Proficient in MS office suite and familiar with executive calendar keeping and public relations protocols. Known for providing discrete and confidential administrative support to C-Level Executives while effectively interacting with all levels of administrators, clients and stakeholders. SKILLS

• Microsoft Outlook

• Microsoft Word

PowerPoint Excel

• Gmail

• GDrive

• Methasoft

• Quickbooks

• Concur

• Webex

• BlueJeans

• Ring Central

• Filing

• Data Entry

• Adobe Acrobat

• Heavy Calendar Management

• Global Calendar Management

• Travel Management and logistics

• Expense Reporting

• Supplies ordering

• Verbal and Written Communication

Skills

PROFESSIONAL EXPERIENCE

UC Berkeley Executive Assistant (contract)

9/2022 – 8/2023

• Directly supported Associate Vice Chancellor (AVC) of Student Affairs and team of 2 Directors, 12 Financial Aid and Scholarships (FASO) / CAL Student Central Managers.

• Maintained complex calendar, email and phone system while coordinating Student Affair / AVC lead board meetings and events.

• Project management for various scholarships and grantee determination programs,

• Event planning for departments requiring tedious logistics and planning for 50 – 300 attendees.

• Travel booking for international and domestic trips, including hotel accommodations, ground transportation, conference registration with day-to-day itineraries for AVC and FASO Directors

• Maintained and processed personal and business expense reports for entire FASO / CAL Student Central team ensuring expenses were submitted on a monthly basis while maintaining department budget. G.L.O.M. Executive Assistant to CEO / Office Manager 9/2020 – 9/2022

• Worked with a sense of urgency both independently and with dispersed team in supporting the CEO and Executive Team of 22 Directors, while managing executive office and overseeing Administrative Staff covering 7 Counties.

• Maintained organization and scheduling of CEO’s calendar and 6 Executive email accounts while facilitating in-person and remote meetings by setting appointments, scheduling travel, and establishing video and audio conference calls via TEAMS and ZOOM

• Managed Executive Office and 12 county facilities ensuring supplies and necessities remained stocked and replenished. Liaised with multiple vendors and maintained all accounts payable / receivable for service and maintenance needs, ensuring company stayed in compliance with county and state regulations.

• Preparation of key strategic meetings (quarterly board meetings for CEO, weekly Director’s meetings) creating and distributing summarized agendas, booking conference rooms, meeting space and ordering refreshments, meals and providing supplies • Tracked all CEO and Executive Team meeting minutes, action items and requests • Exercised excellent judgement, being attentive to every detail and the repercussions of each decision made • Anticipated problems before they arose by planning for multiple contingencies and maintaining awareness of technical and logistical challenges • Built relationships through internal chat with clients (TEAMS) while acting as a gatekeeper for CEO • Initiated events and party planning ensuring high engagement.

• Budget management for travel, events and expenses on behalf of CEO LinkedIn Executive Assistant

12/2019 – 7/2020

• Executive Assistant to North America and Brand, Content and Communities teams in LTS Marketing

• Primary responsibility of supporting NAMER and BCC executive directors and teams to ensure company goals and objectives were accomplished

• Managed communication between employees, liaising with internal and external executives on various projects

• Planned and orchestrated tasks to ensure executives’ priorities were met, organizational goals were achieved, and best practices were upheld

• Provided coverage for Sr. Executive Assistant supporting VP of Marketing on an as needed basis. Zeta Global Executive Assistant

02/2019 – 11/2019

• Executive Assistant to CTO, President of Data Cloud, Data Cloud Department

• Heavy calendar management - maintaining executive calendars with full ownership and responsibility, reserving internal and external meeting space, processing catering and gift orders when requested

• Travel management for executives and team, consisting of both domestic and international business trips

• Provided recruiting and onboarding assistance for Engineering Department, selecting candidates for interviews and onboarding upon hire

• Responsible for Executives submission of monthly expense reports while following expense protocol

• Office Management coverage when needed i.e., office supply orders, kitchen orders, processing of IT needs and requests

• Ad hoc project management

Axelon Services Various Executive Assistant and Project Management Contract Roles 02/2016 – 01/2019

• Provided administrative and analytical support to C-Level Executives in Regulatory Affairs and Talent Acquisition departments for various medical companies (U.C.S.F., Stanford, Abbott, Blue Shield of California, Validant Healthcare)

• Owned and managed calendars, scheduled meetings, composed written and e-mail correspondence on behalf of Executives and Team, transcribed requests and inquiries from within the Medical Center, other facilities and executives

• Assisted with Talent Acquisition interview scheduling, background checks, onboarding and placement of candidates and new hires

• Provided support to the Director of Licensure and Certification and Quality Coordinators in terms of applications for and renewals of laboratory licenses, registration and CLIA certificates

• Supported ongoing compliance monitoring related to National Patient Safety Goals and other regulatory compliance issues as assigned by the Director

• Lead quarterly RA Board meetings by creating presentations and material for distribution, documenting meeting minutes, notating action items for follow up, ensuring all meeting logistics were solidified

• Primary liaison for OSHA, TJC and CDPH audits

• Coordinated updates and changes to the RA intranet web sites while managing all office operations including inter-office and external mail

• Lead all RA special events, large group meetings, conferences ensuring readiness of audio-visual equipment

• Managed office supply orders and IT Change Requests American Health Services Executive Assistant

10/2010 – 02/2016

• Provided support to COO and Program Director of Northern California operations

• Managed COO and Program Director’s calendars such as booking meetings, interviews, teleconferences and quarterly Board meetings

• Tracked meeting minutes for all phone and live meetings including COO and Program Director ensuring follow up and completion of all action items

• Coordinated airline flights, hotels, and ground transportation for all staff, creating itineraries and agendas for planned trips

• Processed and coordinated expense reports, tracked reimbursement, and reconciled credit card Statements for the Program Director

• Coordinated all interviews, meetings, events, off-sites and activities for Northern California region

• Ensured clinics remained accredited as Opiod Treatment Programs by managing all clinic internal audits in preparation of quarterly and yearly state and DEA audits to come

• Managed and updated all Northern California clinic client profiles, ensuring all information and documents were up to date such as billing reports, medical documentation and diagnosis, client’s medical records for weekly staff meetings

• Created invoices through Methasoft and sent to account payables for payment proces

• Ordered CII medication orders, clinic supplies, office supplies and special orders for all Northern California clinics as needed

ACCOMPLISHMENTS

Over 11 years of administrative assistant experience REFERENCES

Available upon requests

Contact this candidate