Executive Assistant Administrative Support

MARY CARBULLIDO

************@*****.*** * *** Center St. Chula Vista, CA * 619-***-****

SUMMARY

Executive Assistant with 10+ years of experience supporting C-level leaders in healthcare, education, and technology. Skilled in strategic calendar management, travel coordination, and cross-functional project execution. Known for discretion, empathy, and a proactive mindset that increases executive bandwidth and drives operational clarity. Adept at crafting stakeholder messaging, leading team events, and streamlining digital workflows. Technically fluent in Microsoft Office Suite, SharePoint, and LMS platforms—ready to support Seismic’s mission with precision and heart.

AREAS OF EXPERTISE

• Executive Calendar & Travel Management

• Strategic Project Coordination

• Stakeholder Messaging & Communication

• Microsoft Office Suite & SharePoint

• Event Planning & Leadership Meeting Support

• Confidential Correspondence & Records

• Cross-Functional Collaboration (Sales, HR, Finance)

• Instructional Design & LMS Administration

• Agile Problem-Solving & Prioritization

• Empathetic Communication & Executive Presence

PROFESSIONAL EXPERIENCE

UC SAN DIEGO (UCSD) HEALTH – 03/2022 to 06/2025

Administrative Officer II / UCSD Health Information Systems Dept – San Diego, CA: 03/2022 to 06/2025

• Provided 1:1 support to the Chief Clinical & Innovation Officer, managing complex calendars, travel, and confidential communications with executive presence

• Led cross-functional coordination across HR, Finance, and Clinical Ops, proactively streamlining priorities and increasing leadership bandwidth

• Crafted internal messaging, SOPs, and briefing materials for All Hands meetings and strategic initiatives

• Maintained SharePoint workflows and digital tools to support onboarding, compliance, and stakeholder engagement

• Anticipated needs and resolved scheduling conflicts with discretion, empathy, and minimal supervision

• Partnered with vendors and facilities teams to ensure seamless execution of executive requests and department operations

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LEARNING MANAGEMENT INSTRUCTIONAL DESIGNER / UCSD HEALTH HUMAN RESOURCES DEPT – SAN DIEGO CA: 11/2016 to 03/2022

• Designed and maintained online training modules for public health initiatives, collaborating with subject matter experts and HR teams to ensure clarity, compliance, and engagement

• Led digital workflow improvements across onboarding, refresher training, and compliance tracking, increasing operational efficiency and audit readiness

• Created visual guides, flowcharts, and internal messaging to support cross-functional learning and stakeholder alignment

• Partnered with department leads to craft strategic communications and training plans tailored to diverse audiences

• Operated with minimal supervision, balancing technical execution with empathetic outreach and user-centered design

ADMINISTRATIVE ASSISTANT/LMS ADMINISTRATOR / UCSD NURSING EDUCATION DEPT - SAN DIEGO CA: 11/2009 to 11/2016

• Supported department leads with calendar management, travel coordination, and confidential documentation across academic and clinical teams

• Directed high-impact training events for up to 250 staff, leading logistics, vendor coordination, and cross-departmental planning with precision and empathy

• Maintained LMS course catalogs and user permissions, ensuring seamless onboarding and compliance tracking for new hires and clinical staff

• Crafted internal guides, flowcharts, and visual materials to support education initiatives and stakeholder communication

• Acted as a trusted resource for team members, offering guidance, troubleshooting, and process improvements with minimal supervision

• Balanced frontline service with strategic coordination, adapting quickly to shifting priorities and maintaining a calm, professional presence

SCRIPPS MERCY HOSPITAL

ACCESS REPRESENTATIVE AND ADMINISTRATIVE ASSISTANT – CHULA VISTA CA: 08/2003 to 12/2016

• Scheduled patient appointments and facilitated communication between patients, providers, and administrative teams

• Maintained confidentiality while managing sensitive health records and adhering to HIPAA and institutional privacy standards

• Delivered high-volume customer service in outpatient clinic settings, supporting diverse populations with empathy and professionalism

• Managed front desk operations, supply inventory, and visitor registration in coordination with facilities and security protocols

• Supported intake documentation and patient-facing materials, contributing to efficient clinical workflows and service delivery

EDUCATION AND CERTIFICATES

• ATD – San Diego, CA Certificate in Instructional Design

• PIMA Medical Institute – Chula Vista, CA Associate's Degree in Radiologic Technology

AWARDS & RECOGNITIONS

• 4 “Exceeds Expectations” performance ratings at UCSD

• 3 merit increases in first 3 years at UCSD

• Excellence in Nursing Practice Award, UCSD

• Recognized for assisting 50+ customers daily at Scripps

• Participant in UCSD’s “Frontline Leadership Program”

REFERENCES

References upon Request

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