Executive Assistant

Claudia Ruiz

Yamhill, OR 747-***-**** *************@*****.***

https://www.linkedin.com/in/claudia-ruiz-cr

Summary

A highly skilled Executive Administrative Assistant with 15 years of proven experience, building strong relationships, delivering exceptional support, and ensuring smooth daily operations. Recognized for effectively handling competing deadlines, managing complex schedules, and maintaining the utmost confidentiality and professionalism. Brings outstanding organizational, communication, problem-solving, and multitasking abilities. Skills

• Administrative HR: Staff supervision, onboarding, recruitment, and training

• Client Relationship Management: CRM systems (Wealth Box, Redtail), relationship support, and client intake

• Expense Reporting & Payment Processing: Invoicing, payment, and expense report management

• Scheduling & Calendar Management: Coordinating meetings and events, managing calendars across time zones, Calendly, Precise FP

• Financial Planning & Management: Financial planning software (eMoney, Avantax, Wealth Scape, Streamline), supporting tax and investment processes

• Travel Coordination: Domestic and international arrangements, including flights, hotels, and car services

• Event Planning: Departmental events, off-site meetings, and executive board logistics

• Documentation & Reporting: MS Office Suite, SAP Navigation, Adobe Acrobat, and document control

• Customer Service & Support: Client and patient support, teamwork, and collaboration

• Property and Project Management: Vendor management, Property Boss Production software, and project oversight

Experience

KROST Certified Public Accountants & Consultants Woodland Hills, CA Client Services Coordinator (10/2019 – 09/2023)

• Delivered comprehensive client relationship management and support to senior executives and staff, overseeing investments, withdrawals, cashiering, tax trading, gifting, and account operations.

• Maintained and updated client records, portfolios, and CRM data, while resolving client inquiries and service issues through effective, professional communication.

• Served as the primary contact for high-net-worth clients, ensuring prompt and professional handling of requests.

• Provided administrative support to CPA advisors, the director of wealth management, and team members to enable seamless day-to-day functioning.

• Ensured compliance with all regulatory requirements, processed confidential documentation, and coordinated travel and meetings.

• Assisted with financial planning, tax strategy, loan and wire transactions, and organized portfolio reviews and department events.

Advanced Bionics, LLC Valencia, CA

Executive Assistant to the Vice President (04/2007 – 10/2019)

• Provided high-level administrative support, managing executive calendars, travel arrangements, and confidential communications.

• Coordinated projects, vendor activities, and maintained documentation through SAP and PLM systems.

• Streamlined office operations, scheduled meetings and events, and supported cross-functional teams for business efficiency.

• Handled document control, audit communications, RMA processing, and provided lab services support.

• Prepared monthly expense reports and managed office inventory and documentation for all team purchases and activities.

Weiss Family Properties, LLC North Hills, CA

Office Assistant Manager (01/1998 – 04/2007)

• Managed vendor contracts, business banking, and provided comprehensive customer service.

• Trained new managers and staff, organized meetings, and planned company events.

• Handled key distribution, document control, vacancy and credit reports, and coordinated with HR for recruitment and onboarding.

• Oversaw office supply management, workers’ compensation, rent collection, and dispatched maintenance work orders.

Achievements

• Received the Spotlight Award for effective contributions to department projects.

• Developed and implemented inventory tracking and purchasing spreadsheets using Microsoft Excel.

• Supervised a team of 75 staff members across all levels, including executive leadership. Education and Training

• Business Administration and Computer Office Automation, Adelante Career Institute, Van Nuys, CA (1997)

Activities and Honors

• Department of the Week Spotlight Award

• Milestone Program Recognition

Languages

• Bilingual: Fluent in Spanish

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