Executive Assistant Office Support
Resume:
Amber Ramirez
Cerritos, CA *****
**********@*****.***
Outstanding administrative professional recognized for effectively managing all aspects of administrative needs and office support. Works collaboratively with all levels of staff to ensure deadlines and project goals are met and work product is at the highest standards. Adept at coordinating projects and multi-tasking. Excellent written and verbal communication skills. Responsive to all needs and demands; recognized as an effective problem-solver; skilled in managing multiple projects and executive and office needs simultaneously.
Authorized to work in the US for any employer
Work Experience
Senior Executive Assistant
WORLEY
March 2023 – June 2024
Assist the internal clients with all aspects of becoming American citizens. Help them locate housing, cars, schools for their spouse and children. Get them set up with appointments at the DMV, doctors, and dentist. Assist with all aspects of getting the project completed. Set up meetings, Calendar arrangements between the US and other countries. Work with Document Control to get our files sent on time to the correct departments. Train with Document Control. Concentrated on time management to make sure they were on time for all meetings. Worked on expense reports. Gave suggestions for special events, and dinners. Handled the VIP meetings and the food and beverages that were served.
Executive Assistant
COAST SOUTHWEST
March 2022 - January 2023
Directly responsible for the day-to-day operations with the Owner of the company. Provide all travel logistics for the company. Handle all logistics for off-site business meetings including, air, hotel, food and beverage, etc. Review vendor payments. Get them set up on Concur. Worked with the Marketing department to help get projects approved and completed. Handled all the calls and scheduling of appointments for the Owner.
Executive Administrative Assistance
PATRIOT ENVIRONMENTAL
July 2021 - November 2021
Work directly with the CEO and CFO on the day-to-day operations of the business. • Provide travel logistics for “Roadshow” logistics, introducing themselves to their Field offices. Traveled with the team. • Work with the sales team to help with all services for their needs. • Handled all expenses and their reporting into the Concur system for reimbursement. Worked with AP to get invoices approved and checks cleared weekly for payment. • Handled meetings and scheduling with in-house personnel and all visitors. • Purchased all supplies and snacks for the office. • Worked on the Board of Directors deck and notes and sent out all meeting notes and schedules. Planned day of event. • Worked with the Health and Safety department and updated our Corporate Insurance Policy for our Company and all our Vehicles.
Executive Assistant
MARITZ
January 2001 to October 2020
Assists the global VP, divisional VPs, and multiple account teams with day-to-day operations in other states, including travel arrangements, expense reports, correspondence, and client billing. Coordinates multiple projects for the automotive sector and delegates related responsibilities. Handles meetings with and without the client. Works together with VPs, Account Managers, and Project Managers on multiple running programs, research, and the development of solutions, consistently maintaining timelines, calendars and providing timely follow-up. Develops and monitors budgets and invoicing. Provides creative input to the in-house art department on print pieces, teasers, and dimensions. Organizes golf tournaments for major clients, including monitoring budgets, securing venues, ordering participation gifts, picking menus, and executing the tournaments themselves. Worked on multiple ad-hoc client projects under the supervision of different PMS.
Office Administrator
MARITZ
1996 to 2001
Managed the production and reception departments, assisting special projects that included soliciting bids from DBE, WBEs, and Besides for government job requirements and outsourcing special printing and mailing projects. Typed and proofed reports for clients. Purchased all supplies for the office, suggesting equipment upgrades and monitoring the accounts to which supplies were charged. Assisted the division manager with human resource issues and processing new-hire paperwork. Assisted two divisional VPs, three Account Managers, and the director of research services with various daily tasks. Made all travel arrangements for the office. Assisted the accounting manager and graphics department as necessary. Planned office layout, including the construction of a new department. Served as PM, holding responsibility for opening new jobs in the accounting system. Handled petty cash and the working fund.
Coding, and Office Support
MARITZ
1995 to 1996
Responsible for providing office support in addition to data analyses, entry, coding, and production of client reports. Entered data from hard copy surveys into the company computer system. Coded open-ended responses and other specifics, performed data analysis, and prepared reports. Proofed and edited final client reports before production. Provided office support, including backing up the receptionist, distributing faxes, and scheduling employees. Assisted in the production room, leveraging full knowledge of Xerox 5100 and 5365 printers, and laminating and binding machines.
Lead Supervisor
QUALITY CONTROLLED SERVICES
1989 to 1995
Oversaw all aspects of day-to-day market research, including monitoring phone interviews, evaluating the performance of interviewers, and validating, editing, and proofing surveys. Kept clients informed of progress and problems during studies, continually maintaining security and client confidentiality. Trained interviewers in interviewing and improving their skills. Completed the new employee training program. Administered and entered questionnaires into the company computer system.
Education
High school diploma, with Honors
Accounting, Real Estate, Business Administration
Cerritos City College - Cerritos, CA
Skills
10 Key by Touch • 65 WPM Typing • Microsoft Office Suite • Concur Travel and Expenses • Shipping and Tracking • Windows OS • Personal Assistant Experience • Market Research • Event Planning • Office Management • Calendar Management • Financial Report Writing • Accounts Payable • Employee Evaluation • Time management • Microsoft Excel • Microsoft Word • Microsoft PowerPoint • Accounts Receivable • Management • Accounting
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