Executive Assistant Administrative Support
Resume:
Emily Lezama
Los Angeles, CA *****
**********@******.***
Professional Summary
Proficient Administrative/Executive Assistant with experience in property management and commercial management . Skilled in managing administrative tasks, coordinating schedules, and ensuring seamless operations. Possesses excellent communication and organizational abilities, adept at providing exceptional service and maintaining a welcoming environment for residents. Dedicated and reliable, committed to delivering high-quality support.
Willing to relocate: Anywhere
Authorized to work in the US for any employer
Work Experience
Executive Assistant, Operations
Pacwest Management-Los Angeles, CA
November 2023 to October 2024
I work closely with higher level management to ensure that the activities of their organization are running efficiently. I assist with developing and implementing strategies and processes that maximize the productivity of the company's employees and daily business functions. I process invoices; approve purchase orders and negotiate with vendors; coordinate deliveries of supplies; and manage calendars.
• Administrative Support: Proficient in managing calendars, travel arrangements, expense reports, and correspondence for executives.
• Communication: Excellent written and verbal communication skills; adept at liaising with internal and external stakeholders.
• Organization: Strong organizational abilities, able to prioritize tasks effectively to ensure timely completion of projects.
• Problem-Solving: Capable of handling unexpected challenges and finding solutions in a fast-paced environment.
• Technology Proficiency: Proficient in MS Office Suite, calendar management software, and database management systems.
• Manage complex calendars, coordinate meetings, and handle travel arrangements for the CEO and senior management.
• Prepare and proofread correspondence, reports, and presentations for executive review.
• Act as a liaison between executives and various departments, ensuring seamless communication and coordination of tasks.
• Handle confidential information with discretion and maintain a high level of professionalism in all interactions.
• Provided comprehensive administrative support to department heads, including calendar management, travel arrangements, and expense report processing.
• Assisted in organizing and executing company events, ensuring smooth coordination and successful outcomes.
• Managed office supplies and facilitated efficient office operations by implementing streamlined processes.
• Provided comprehensive administrative support to the operations team, including managing schedules, appointments, and meetings.
• Maintained accurate records and databases, ensuring data integrity and confidentiality.
• Managed inventory levels and stock control, coordinating with suppliers and vendors for timely procurement of supplies.
• Assisted in coordinating logistics for events, meetings, and projects, including transportation and accommodation arrangements.
• Served as a point of contact for internal and external stakeholders, effectively communicating with team members and other departments.
• Identified opportunities for process improvement and efficiency, assisting in implementing new procedures and protocols.
• Performed other administrative and operational tasks as assigned, providing support to other departments as needed.
• Coordinate with maintenance staff to prioritize and schedule maintenance tasks based on urgency, criticality, and availability of resources.
• Create and manage maintenance schedules, including routine inspections, repairs, and preventative maintenance.
• Ensure that all scheduled tasks are completed on time and within budget.
• Project Management: I coordinated bids for various improvement projects aimed at enhancing property aesthetics and functionality.
• Safety Compliance: I scheduled fire alarm technicians and managed sprinkler testing, ensuring that all systems met compliance and safety standards.
• Financial Management: I handled both accounts receivable and accounts payable tasks, processing invoices and distributing payments to vendors while maintaining strong professional relationships.
• Regulatory Compliance: I effectively managed city notices and worked diligently to bring properties into compliance with any violations, ensuring that all regulatory requirements were met. Accounts Receivable/Collections Specialist
Westside Habitats property Management-Los Angeles, CA September 2022 to March 2023
• Focused on collections and revenue assurance by processing and monitoring incoming payments using App Folio software.
• Addressed tenant delinquencies, negotiating payment arrangements and move-out dates for those with significant owed rent.
• Assisted in creating discounts for past due balances, facilitating payment plans for tenants in need.
• Served as a key liaison for non-Spanish speaking tenants, providing translation services and resolving communication barriers with property managers.
• Managed maintenance requests and assisted tenants with parking reimbursements and adjustments to their accounts.
• Developed and maintained spreadsheets tracking delinquent tenants and eviction processes, preparing essential documentation for weekly management meetings.
• Handled incoming and outgoing communication via email, phone calls, and mail while efficiently managing office tasks.
• Supported upper management with key operational functions and contributed to a collaborative team environment.
Receptionist
West Side Habitats property Management-Los Angeles, CA July 2022 to March 2023
• Answered all incoming calls related to various properties, addressing tenant inquiries and concerns regarding unit issues, rent, parking, leasing contracts, and deposits.
• Communicated effectively via email and phone with property managers, supervisors, and their assistants to ensure timely resolution of tenant issues.
• Managed vendor accounts by ensuring the accuracy of invoices before processing payments.
• Provided information on available units, assisting potential tenants with inquiries about listings on websites.
• Greeted visitors warmly, creating a welcoming environment and directing them appropriately.
• Assisted tenants in signing in and out, while addressing all questions and complaints with a solution- oriented approach.
• Documented financial data and maintained up-to-date records of invoices, ensuring accuracy and compliance with company standards.
• Performed administrative tasks including faxing, copying, and scanning of documents to support the team’s operational needs.
Front Desk Registration
St. John's Well Child & Family Center-Los Angeles, CA March 2020 to September 2022
• Data Entry Clerk
• Accurately processed vaccine logs received from Medical Assistants and LVNs, ensuring patient and vaccination information was correctly entered into the MASS VAC system for public health records.
• Adapted to software changes, transitioning to CAIR 2 for continued data entry of immunization records without any lapse in productivity.
• Detailed data management, including recording vaccination sites (e.g., LEFT or RIGHT arm), vaccine lot numbers, administering provider details, and vaccination dates.
• Front Desk Registration
• Facilitated face-to-face interactions with patients, serving as the second point of contact for those receiving vaccinations, enhancing patient experience through clear communication and registration support.
• Registered patients in the ECW (E-Clinical Works) system, collecting and inputting general and insurance information, and determining eligibility for emergency medical assistance via Presumptive Eligibility (PE) for uninsured patients.
• Managed administrative tasks, including copying identification and insurance cards and assisting in scheduling future appointments for patients receiving their first vaccine dose. Skills • Proficient in electronic health record systems (MASS VAC, CAIR 2, ECW)
• Strong data entry and accuracy in documentation
• Excellent customer service and interpersonal skills
• Knowledge of immunization processes and patient eligibility programs
• Effective communication skills with patients and healthcare professionals Parts Coordinator
AW Collision-Los Angeles, CA
December 2018 to March 2020
• Parts Tracking & Order Management:Responsible for tracking ETA on vehicle parts, ensuring timely availability for ongoing repair jobs. Communicated effectively with vendors to confirm part specifications and resolve discrepancies.
• Invoice Processing: Managed the receipt and mirroring matching of parts invoices, ensuring accurate posting into the system and proper categorization for easy retrieval.
• Vendor Relations: Established strong relationships with various parts vendors, facilitating daily payments and ensuring all invoices were scanned and filed correctly for future reference.
• Inventory Control: Conducted regular inventory counts to maintain supply accuracy. Ordered correct amounts of parts according to technician requirements, ensuring they had necessary resources for repairs.
• Communication & Coordination: Actively communicated with technicians to assess their parts needs, contributing to a collaborative work environment. Updates on part orders and status were provided consistently to relevant stakeholders.
• Returns & Credit Management: Created comprehensive return lists for unused parts, coordinating timely pickups with vendors to ensure credit refunds were processed efficiently.
• Administrative Duties: Developed and maintained organized folders for vendor profiles and end-of- month billing records, enhancing operational efficiency and documentation practices. Skills: • Strong organizational and multitasking abilities
• Excellent communication and interpersonal skills
• Proficient in data entry and inventory management software
• Competency in managing vendor relationships
• Adaptable and quick to learn new processes
Education
College Trade in Business Administration
UEI College - Gardena, CA
June 2020 to Present
Diploma
Los Angeles Senior High School - Los Angeles, CA
2009 to 2012
Skills
• Bilingual (10+ years)
• Data Entry 60 (WPM) (9 years)
• Proficiency in MS Office ( Word, Excel, Power Point) (9 years)
• Writing And Verbal Communication (10+ years)
• Administrative Support
• Data Entry
• Phones (5 years)
• Receptionist
• Filing
• Microsoft Office
• Collision Repair
• Body Shop
• Management
• Supervising Experience
• eClinicalWorks
• Insurance Verification
• Property management
• Google Docs
• Clerical experience
• Customer service
• Accounts receivable
• Calendar Management
• Personal Assistant Experience
• Office Administration
• Accounts Payable
• Office Management
• Microsoft Excel
• Organizational skills
• Microsoft Powerpoint
• Communication skills
• Sales
• Fair Housing regulations
Certifications and Licenses
Driver's License
CPR Certification
Assessments
Attention to detail — Proficient
September 2021
Identifying differences in materials, following instructions, and detecting details among distracting information
Full results: Proficient
Sales skills — Proficient
September 2020
Influencing and negotiating with customers
Full results: Proficient
Medical receptionist skills — Proficient
June 2022
Managing physician schedules and maintaining accurate patient records Full results: Proficient
Filing & organization — Proficient
May 2023
Arranging and managing information or materials using a set of rules. Full results: Proficient
Administrative assistant/receptionist — Proficient March 2023
Using basic scheduling and organizational skills in an office setting Full results: Proficient
Administrative support professional fit — Proficient September 2021
Measures the traits that are important for successful administrative support professionals Full results: Proficient
Spreadsheets with Microsoft Excel — Proficient
March 2023
Knowledge of various Microsoft Excel features, functions, and formulas Full results: Proficient
Work style: Reliability — Proficient
April 2022
Tendency to be reliable, dependable, and act with integrity at work Full results: Proficient
Customer service — Proficient
June 2021
Identifying and resolving common customer issues
Full results: Proficient
Indeed Assessments provides skills tests that are not indicative of a license or certification, or continued development in any professional field.
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