Dynamic Executive Assistant and Office Administrator

Phoebe Cervantes

Dallas, Tx • 469-***-**** • ****************@*****.***

PROFESSIONAL SUMMARY

Proactive and highly organized Executive Assistant with a strong background in office administration, customer service, clerical coordination, and executive-level support. Demonstrated ability to manage fast-paced office environments, coordinate schedules, create legal documentation, and act as a reliable liaison between executive leadership and internal/external stakeholders. Brings excellent communication, multitasking, and problem-solving skills, with a proven track record in supporting senior leaders and ensuring smooth day-to-day operations. Known for being dependable, detail-oriented, and adaptable across various industries.

CORE COMPETENCIES

• Executive & Personal Support

• Calendar & Travel Management

• Office & Staff Coordination

• Legal Documentation

• Customer Service & Client Relations

• Invoicing & Billing

• Interview Scheduling & Hiring

• Vendor & Inventory Management (ZOHO Inventory, Salesforce, Concur)

• Payment Processing & Collections

• Travel & Expense Management

PROFESSIONAL EXPERIENCE

Office Receptionist / Executive Assistant

ECO – August 2025 to January 2026

• Coordinated office staff meetings.

• Shipping and receiving.

• Provided assistance to CEO and office manager in travel, daily tasks, and scheduling events.

• Collected data on clients for back office while updating information on CRM systems.

• Reviewed and processed legal documents such as background checks and social security while staffing new employees.

• Deposited checks and cash, and documented for accounting purposes.

• Answered phones and communicated through emails to clients.

• Updated spreadsheets and documents for information on clients, billing, and travel.

• Assisted all staff for conferences, international trips, and ordinations in office.

• Vendor relationships

Executive Assistant / Office Administrator

JY LABS INC. – October 2023 to March 2025

• Provided high-level administrative support to sales representatives and leadership team, acting as a key point of contact.

• Coordinated car and hotel rentals for traveling staff, managed inventory, and handled shipping logistics.

• Facilitate domestic and international travel arrangements using Concur, ensuring compliance with current travel policies.

• Drafted legal agreements and customer contracts, ensuring compliance and proper documentation.

• Conducted phone screenings and scheduled in-person interviews for hiring purposes.

• Processed invoices, billing, and collections, managed office payables, and performed bank transactions.

• Maintained documentation of payments and created customer payment plans.

• Communicated with clients and resolved order and payment issues, supporting a high level of customer satisfaction.

Office Coordinator

NIADA – June 2023 to October 2023

• Handled incoming calls and shipments while coordinating internal documentation and orders for company events.

• Provide day-to-day administrative support for legal teams and office leadership.

• Assisted managers during client interactions and played a key role in organizing and hosting office trainings.

• Maintained a well-structured work environment through proactive administrative support and collaboration.

Office Manager

Anytime Fitness – 2020 to 2021

• Managed daily administrative operations, ensuring efficient functioning of front and back-office processes within the fitness center.

• Signed up new clients, maintained accurate membership records, and ensured confidentiality in handling personal information.

• Scheduled VIP client meetings, prepared agendas, and ensured a professional and personalized experience.

• Managed all inbound and outbound calls, providing excellent customer service and routing inquiries appropriately.

• Handled banking responsibilities, including daily reconciliations, deposits, and transaction oversight.

• Oversaw inventory levels, conducted supply audits, and coordinated with vendors for timely replenishments.

• Assisted clients with service requests, billing questions, and scheduling needs, ensuring a high satisfaction rate.

• Maintained organized digital and physical filing systems for administrative, billing, and client documentation.

• Supported internal marketing efforts, contributing to client retention and community engagement strategies.

Executive Assistant / Office Manager

1 Source Connections – August 2018 to July 2020

• Managed day-to-day office operations, including scheduling appointments, setting up for training, and preparing documentation for sales teams.

• Acted as Personal Assistant to the CEO, responsible for appointment scheduling, travel coordination, and strategic decision input.

• Facilitate domestic and international travel arrangements using Concur, ensuring compliance with current travel policies.

• Served as a liaison between the CEO, staff, and representatives, ensuring seamless communication across departments.

• Supported retention by assisting customers with billing, payment arrangements, and documentation using Excel.

• Delivered exceptional customer service through call handling and issue resolution guidance.

Office Secretary / Recruiter

Monterey Marketing – December 2017 to June 2018

• Conducted recruitment efforts including phone and in-person interviews for new hires.

• Managed front desk responsibilities, filed documents, ran errands, and supported office staff and CEO with administrative tasks.

• Acted as a liaison across internal teams, enhancing workflow and operational efficiency.

SKILLS

Leadership • Office Management • Communication • Interview Coordination • Financial Documentation • Client Retention • Conflict Resolution • Time Management

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