Executive Assistant Administrative

MYRNA B. GARCIA

***** *** ***** ** *** *, San Leandro, CA 94578

510-***-**** *******@*****.***

OBJECTIVE

HIGHLIGHTS

Executive Assistant

Reduces admin complexity through smart systems and proactive communication. Cut executive meeting time by 37% by building custom scheduling workflows and anticipating handoff gaps. Brings 6 years of experience supporting C-suite leaders across industries. Works with clarity and follow-through in fast-paced environments.

Project Management & Finance Operations

Executive Assistance & Office Management

Administrative/Executive Management

Scheduling & Meeting Logistics

Analysis and Proofreading

Resourceful problem solving with strong organization skills.

Dependability and leadership

Organizational Skills: Event planning, travel arrangements, managing complex schedules, implementing new systems.

Administrative Proficiency: Document preparation, database management, office correspondence.

Soft Skills: Confidentiality, professionalism, problem-solving, adaptability, communication.

Technical Skills: Proficient in relevant software and tools

EXPERIENCE

Kaiser Permanente 2019-Sept 2025 Oakland, CA

Operations Specialist/Executive Assistant (JFA Jan 2023)

10/2018 – September 2025

Microsoft Office 365 Outlook calendars and complex international travel for a leadership team of 8, implementing an AI-powered scheduling system that reduced booking conflicts by 87% and saved executives 12+ hours weekly

Spearheaded the transition to a hybrid work environment by designing and executing a digital-first document management protocol, resulting in 99.8% information accuracy and enabling seamless cross-continental collaboration

Synthesized board meeting materials and quarterly business reviews into executive briefings, translating complex data into actionable insights that accelerated decision-making cycles from 14 days to 3.

Insight Global (Kaiser Permanente)

Nov 2018-April 2019 Oakland, CA

Administrative Assistant III

Manage multiple calendars and schedules/plans meetings. Arrange special events requiring solid understanding of event planning and coordination. Make travel arrangements for the department head and/or staff members.

Interact daily with KP employees across multiple organizations, as well as external representatives, to discuss administrative and standard business processes.

Provide more complex administrative support and project coordination for the department head, managers, and/or staff members to include the following: Answers phones, screens calls, takes messages, and routes to appropriate members/staff.

Organize and expedite flow of work for the department manager's office and the department in accordance with the manager's method of operation. Schedule appointments and decides for meetings, conferences, and travel.

Perform other related duties following standard office routine, practices and procedures or instructions.

Forensic Analytical Consulting Services (FACS)

September 2016 – Nov 2018 Hayward, CA

Administrative Assistant/Project Coordinator

Order equipment and office supplies – keep office stocked with supplies (both office and field-related)

Assist CEO & Directors with tasks and projects including travel arrangements, heavy calendar, and budgeting.

Assist Project Coordinators Open & Closed projects, Invoicing create new POs for purchases & Equipment rentals.

Maintenance of printers and copiers, which includes troubleshooting, making service calls as needed.

Keep equipment stocked and schedule calibration and repairs, as needed.

Open/create and maintain new client accounts in NetSuite.

Ensures billing and contact information is complete and accurate.

Activities are logged in the General-Activities tab.

Answer all incoming phone calls and give accurate information to caller.

Manage and schedule employee certifications, trainings and annual medical evaluations. Maintain a master certification list in local network to keep track of employees, training courses needed and expiration dates.

Plan events for the office. Includes: employee recognition events (retirement, new baby, milestone anniversary, etc.), annual holiday parties, summer picnic/events, etc.

Be a part of the Event’s Committee for the larger offices and communicate with Director.

Create electronic files for each project in local network drive. Save all correspondence, reports, contracts and paperwork by site address or name.

Enter time and expenses daily for Project Managers on NetSuite, Local network navigation system.

Save all project-related paperwork into electronic project file.

Enter purchase orders for any supplies or items ordered.

Print and bind Final Projects for PM’s (Project Managers)

Help train new hires.

General navigation, timecards, and expense entry in NetSuite.

Work with HR and Director with checklists provided to ensure everything is complete.

Multitask roll for the office.

Omega Recycling

December 2014-May 2016 Hayward, CA

Executive Assistant

Greet visitors entering the office, determined the nature and purpose of visit, and directed them to the appropriate destination.

Process travel expenses and reimbursements.

Frequent use of word processing, spreadsheet, database, and presentation software.

Maintain an internal client filling system.

Managing extremely active appointment calendar.

Completing expense reports.

Composing/preparing correspondence that is often confidential.

Arranging travel plans, itineraries, and agendas.

Scheduling and coordinating small to mid-scale meetings held on and off-site. Ordering and arranging refreshments, meals and dining reservations.

Keeping CEO well informed of upcoming commitments and responsibilities.

Providing administrative support, assisting with scheduling meetings (both on and off-site and including all staff meetings).

Assisting board members with travel arrangements, lodging, and meal planning as needed.

Maintaining discretion and confidentiality in relationships with all board members.

Regarding board and board committee matters, including advance distribution of electronic/paper format materials before meetings.

Manage a variety of special projects for the CEO, some of which may have great organizational impact -- using the ability to work independently on projects, from conception to completion, and being able to work under pressure often to handle a wide variety of activities and confidential matters with discretion.

Prioritize conflicting needs; handle matters expeditiously, proactively, and follow through on projects to successful completion, often with deadline pressures.

EDUCATION

2002-2004 Heald College Hayward, CA

A.A. Business Administration and Computer Science.

Legal Secretary Certification Alameda, CA

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