Executive Assistant & Office Manager with Strong Records Focus
Resume:
Ronda S. Mayeaux
**** **** **** ******, *** Angeles, CA 90008 Phone: 323-***-**** Email: ************@*****.***
Objective/Overview: A seasoned professional with many years of experience supporting senior level executives and managers seeking a challenging new position with an emphasis on Office Management and Executive Administrative Assistant; highly motivated, proactive and detail-oriented team member with executive level communication and organizational skills; thrives in a fast-paced environment with changing priorities and maintains composure under pressure.
PROFESSIONAL EXPERIENCE:
Orange County Transit Authority – Orange, CA 12/2023 –7/31/2025
APR Temporary Agency
Record Retention Specialists
Process and organize incoming records promptly
Audit records or assist an Auditor in doing so
Classify, code, process, store, retrieve, and preserve or destroy records
Access specific records for other members of the organization
Maintain an organized inventory, directory, or index of all records
Digitize records with the appropriate software or technology
Maintain privacy and confidentiality by securing records
Keep up-to-date with the organization’s disaster recovery plan
Academy Museum of Motion Pictures – Los Angeles, CA 1/2024 – 3/2024
Executive Assistant
Supporting the Vice President of the Curatorial Department
Providing administrative assistance, such as writing and editing e-mails, drafting memos, and preparing communications on the executive’s behalf
Arranged and maintained the upkeep on the DVD and Blu Ray films for the department’s library
Maintaining comprehensive and accurate records
Expense reports
Adding film documentation into database
Updating and filing information in employee personnel files
Travel arrangements when required
Performing minor accounting duties
Organizing meetings, including scheduling, sending reminders, and organizing catering when necessary
Answering phone calls in a polite and professional manner
Welcoming visitors and identifying the purpose of their visit before directing them to the appropriate department
Managing the executive’s calendar, including making appointments and prioritizing the most sensitive matters
Wilder’s Preparatory Academy Charter School – Inglewood, CA 4/2023 – 8/2023
Administrative Assistant
Supporting Front Office Main School Campus
Supporting the main campus front office with daily administrative task
Welcome visitors: serve as gatekeeper to address questions and minimize interruptions of the school administration.
Enter information daily into the daily health/incident/discipline logs.
Ensure that the school’s physical environment is always neat and orderly including but not limited to reception, administrative areas, waiting area, and staff workrooms.
RSQ for school needs from vendors and contractors
Answer phones, redirect inquiries as may be appropriate and relay messages to staff in a timely manner.
Set up substitutes with information on lesson plans, maps, emergency information; troubleshoot substitute teacher/instructional aide coverage to minimize impact on school administration.
Received, distribute mail, deliveries and process packing slips.
Maintain complete sets of commonly used forms for staff and families.
Los Angeles Area Chamber of Commerce – Los Angeles. CA 3/2023 – 4/2023
Administrative Assistant
Supporting Vice President of Global Trade & Foreign Investments
Supporting the VP of Global Trade and Foreign Invest with daily administrative tasks.
My position coordinates, implements and provides administrative support for various projects, activities, and all aspects of development functions.
Administrative support and office duties for the department of Global Trade
Coordinating annual events, retreats and luncheons and activities for the department
Demonstrating excellent computer skills generating correspondences, certificates and scanning documents
Heavy calendaring for the department
Set up and tear down all meetings.
Manages expenses.
Provides budget updates as requested.
Manages travel and personal reimbursements.
Responsible for standard and express mailings
Support in preparing packages, invitations, thank you cards and letters, and other stewardship items, as needed.
Keck School of Medicine – Radiation Oncology Department - Los Angeles, CA 7/2022 - 3/2023
Executive Assistant (Contract)
Supporting Chair of Radiation Oncology Department and Senior Clinical Administrative Director – Radiation Oncology Department
Supporting the Chair, Director, and all doctors in the Radiation Oncology Department
My position coordinates, implements and provides administrative support for various projects, activities, and all aspects of development functions for assigned areas.
administrative support and office duties for the department of Radiation Oncology
Coordinating annual events, retreats and luncheons and activities for the department
Demonstrating excellent computer skills generating correspondences, mail merges, certificates and scanning documents
RSQ for business needs from vendors and contractors
Heavy calendaring for the Chief and Director of the department
Set up and tear down all meetings.
Manages expenses and reports.
Provides budget updates as requested.
Manages travel and personal reimbursements.
Responsible for standard and express mailings
Support in preparing packages, invitations, thank you cards and letters, and other stewardship items, as needed.
Assists with meeting reservations and all travel arrangements.
Responsible for mapping meetings and coordinating any travel arrangements including air travel and hotel accommodations and reservations.
Maintain office files and electronic databases.
Oversees office equipment and machinery, coordinates technical service and repairs, as necessary.
Prioritize different projects, other duties or special projects as assigned.
Works remotely one day a week
Always maintains a professional demeanor and polished appearance.
Perform other related duties as assigned or requested.
Kaiser Permanente LA Medical Center/KP Mental Health Hospital DTLA - Los Angeles, CA 4/2021 - 6/2022
Administrative Specialist III(Contract)
Supporting Special Needs Program, Inpatient Palliative Care, Mental Health Center – Inpatient Psychiatric Hospital
Provides advanced administrative support associated with office operations. Dealing with complex and confidential departmental information.
Essential Responsibilities: Complete special projects/adhoc reports, including designing graphic presentations, as delegated by management. Orchestrates and organizes project meetings, schedules, provided materials such as agendas, timelines, reports, presentations, and minute meetings.
Use a variety of software programs to compose letters/prepares reports for executive/manager review. Maintains confidential department files and records.
Maintains manager/executives’ calendars; arranges meetings, conferences, and travel itineraries. Screens telephone calls/visitors to referring to appropriate staff member. Interprets policies and procedures in response to inquiries.
Provides information to top level management, reviews/screens manager/executive mail, research issues and provides recommendations. May provide training/direction to other non-exempt personnel.
Strong customer service skills to communicate effectively with all levels of management internal and external. Take initiative to research and prepare reports.
MHC duties include Supporting the Rehabilitation Department in ordering supplies for psychiatric patients; Placing service tickets; Manage the Rehab employee files; Managing list of homeless discharges for psychiatric patients along with the caretaker list specifically for the psychiatric population.
First Service Residential – Metropolis Tower 1 - Los Angeles, CA 1/2021 – 3/2021
Residential Relations Attendant (Contract)
Always demonstrates superior customer service and a genuine desire to serve.
Warmly greets and directs residents and guests arriving to or departing from the property.
Maintains an active presence at the Front Desk. Monitors and announces visitors and controls access to the property. Reviews access control cameras frequently and reports any suspicious activity according to Front Desk procedures.
Handles all concierge duties with enthusiasm including, but not limited to; processing incoming mail and outgoing packages; answering questions, making recommendations, and making arrangements on items such as transportation, restaurant reservations, personal shopping, health and beauty services, and cultural events; travel and meeting planning; delivering dry cleaning; and coordinating housekeeping or other community-specific services
Possesses an in-depth knowledge of the attractions, nightlife, and special services of the surrounding area to enhance a 5-star residential-living experience.
Maintains familiarity of all community amenities and activities. Gives directions to amenities and events within the property.
Adheres to all Front Desk procedures including, but not limited to reviewing and completing Daily Activity Reports (DAR); completing incident reports for management; and responding to emergency situations.
Adheres to company standards for resident and guest services.
Undertakes administrative tasks related to the Front Desk and back-of-house operations as requested.
Ensures that resident and guest concerns are resolved in a professional and timely manner. Reports to General Manager and/or Lead Concierge any resident or guest dissatisfaction
Always maintains a professional demeanor and polished appearance.
Assists in the training of concierge staff.
Follows safety procedures and maintains a safe work environment.
Performs other job-related duties as directed.
West Basin Municipal Water District - Carson, CA 10/2015 – 2/2020
Administrative Assistant l
Supporting the Board Secretary and departments in the implementation of all administrative duties.
Interface with all levels of management exercising an elevated level of confidentiality.
Demonstrating excellent computer skills generating correspondences, mail merges, proclamations, certificates, scanning documents, binding and printing books for the Engineering and Conservation departments
Generating name badges and tent cards for meeting and visitors
RSQ for business needs from vendors and contractors
Maintain the inspection trips primary lists database for 2 Board Director’s
Prepare invitation, confirmation, and letters of regret to the trip participants.
Setting up and greeting all participants in the early morning hours of the inspection trips
Schedule meetings in Outlook and travel arrangements
Attend Outreach Community Events representing West Basin Municipal Water District.
Set up and tear down all of Board and Committee Meetings
Processing invoices for the food ordered for the meetings.
Interact with the vendors on a regular basis.
Order office supplies, order lunches for board, committee, and staff meetings, setting up and tearing down meetings.
Provide administration assistants to all departments at West Basin
American Diabetes Association - Los Angeles, CA 6/1994 – 11/2014
Office Manager/Executive Administrative Assistant
Assistant to Executive Director, Director of African American Programs and Director, Marketing & Communications
Provided direct assistance to the Marketing & Communications Director and Executive Director in the implementation of policies and procedures social media input, prepared documents for presentation to the Board.
Data administration and coordination of meetings
RSQ for business needs from vendors and contractors
Functioned as liaison between the office of the Executive Director, all ADA LA departments, major donors, and the public.
Provided supportive discussions to diabetes patients dealing with emotional issues related to their diagnosis.
Spearheaded special projects as assigned by the Marketing & Communications Director and the Father of the Year, Annual Walk and Bike Ride events.
Interfaced with all levels of management exercising an important level of confidentiality.
Managed the office, vendors, IT, and all customer service inquiries.
Responsible for social media and Community Leadership Board PowerPoint presentations
Travel arrangements, bookkeeping, correspondence City/County Government and Board members.
Budget reports, development files, accounts payable, maintain calendars, vendor contracts, proposals, telephones, and files. Assisted with signature fundraising events including event registrations and all administrative duties.
Supervised volunteers (two hundred volunteer data base) with projects managed within and outside of the office.
EDUCATION:
P.A. Douglas – Administrative Professional Accreditation
P.A. Douglas – Professional Administrative Certification
SkillPath Certificates
Transwestern Institute Business & Office Management
Manual Arts High School
Crisis Prevention Intervention Training – for de-escalating psychiatric patients.
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