Executive Assistant & Office Manager

Dana Smith

Marina del Rey, CA

Mobile 323-***-****

***************@*****.***

Arizona State University Los Angeles, CA 5/2025-12/2025

Executive Assistant

Heavy calendaring for CEO & Dean

Travel arrangements, coordinate internal/external meetings, Zoom conference calls

Ordering catering for staff events/lunches

Event planning for Board meetings/dinners

Scheduling all Board of Director & one on one faculty meetings

Compiling of all Board material for Board packets

Taking meeting minutes for Board meetings

Nonprofit Organization Santa Monica, CA 1/2023-6/2024

Executive Assistant/Office Manager

Heavy calendaring for CEO & 5 Directors

Travel arrangements, coordinate internal/external meetings, conference calls

Event planning for staff & board meetings/dinners

Expense reporting in Zoho system, credit card reconciling

Scheduling all Board of Director & committee meetings

Taking meeting minutes for board meetings & committee meetings

Preparing agendas & travel itineraries

HR on boarding/off boarding of employees & interns

Logistics for all events for the organization of 137pepole

Managing office vendors & office maintenance issues

Loan Signing Agent Los Angeles, CA 5/2019 -Present

Notary

Built a client base of 20 escrow companies through networking, relationship-building, and exceptional service

Effectively marketed notary services to escrow officers, securing repeat business and referrals

Certified Loan Signing Agent (NNA & LSS)

Notarize and explain loan documents with professionalism and accuracy, ensuring a smooth closing process

Maintained strict confidentiality and compliance with industry regulations & guidelines

Compass Airlines Minneapolis, MN 3/2019-4/2019

Flight Attendant Trainee

Passed physical agility first day of training

Passed DOT/FAA critical testing

Worked under pressure and emergency situations

High tolerance for different personalities

Customer service orientated

Greycroft Partners Arts District DTLA, CA 3/2017 – 1/31/2019

Executive Assistant/Office Manager

Heavy calendaring for two C-level partners, travel arrangements, coordinate meetings, conference calls

Set up of all slide presentations using, GoToMeeting, Zoom and Teams Software Maintain all office equipment maintenance, preventative and daily issues

Maintain office supplies/weekly grocery/catering orders

HR on-boarding/off-boarding of interns/ new employees

On-site project manager for office construction/ reconfiguration

Negotiating contracts with vendors to cut cost

Management of outsourced IT Company for day-to-day operations

Created new office procedures/protocol

Assisting in company events of 50-350ppl

Personal assistant: home organizing projects, ordering furniture, scheduling cleaning company, scheduling nanny pick ups

New Era Escrow Manhattan Beach, CA 11/2011 – 3/2017

Executive Assistant/Operations & Office Manager/HR Coordinator

Successfully recruited over 25 top-producing escrow officers, effectively selling the New Era Escrow brand and its value proposition

Led sales and recruitment efforts across three branches (Manhattan Beach, Beverly Hills & Long Beach), expanding the company’s talent pool and market reach

Built and maintained relationships with escrow officers, showcasing New Era’s competitive advantages to secure top industry talent

Managed a team of 15 employees across multiple locations, ensuring operational efficiency and sales goals were met

Liaison and key advisor for the CEO, providing strategic input to enhance company growth and brand positioning

Oversaw marketing initiatives, collaborating with designers to develop compelling sales materials and promotional content

Attended weekly accountability meetings, reporting revenue performance and recruitment metrics to the board of investors

Handled HR responsibilities, including screening, interviewing, and onboarding escrow officers and administrative staff

Managed IT services, vendor relations, and logistics to optimize office functionality across all locations

Ensured compliance with the Department of Business Oversight and Escrow Agents Fidelity Corporation regulations

Palomar Ventures Santa Monica, CA 1/2001 – 3/2011

Office Manager/Executive Assistant

Responsible for calendaring for two C-Level Partners, including travel for commercial and private airlines

Researched, identified, scheduled and confirmed conferences

Prepared and validated expense reports tracked and monitored invoices/receipts

Provided operational support to Bay Area office

Liaison between the Southern California & Bay Area offices and all vendors, including IT company weekly visits

Event planning of all Partner and LP Meetings

Personal assistant: organizing home move, tracking packages, calling in prescriptions, dry cleaning pickups/drop offs, schedule house cleanings

Cadiz, Inc. Santa Monica, CA 4/2000 – 11/2001

Administrative Assistant to VP of Corporate Communications

Kept track of calendar and travel itineraries for a C-Level Public Relations Executive

Investor Relations: assist in coordination of Annual Shareholder’s Meetings

Media Relations: manage media monitoring system performing internet-based research

Government Relations: track and reports all political and philanthropic contributions

House of Blues Hollywood, CA 2/1999 – 6/2001

Foundation Sales Coordinator

Coordinated events and special dining arrangements for 20-200ppl for a more exclusive clientele within the entertainment industry (i.e., BET, MTV, CAA)

Experienced with marketing and public relations

Provided direct event scheduling and ticketing support to VIP members and the public

Hit 3 million in sales goals each year

Skills & Expertise:

Executive & Personal Assistant: Adept at managing complex schedules, coordinating travel, handling confidential matters with discretion, and ensuring seamless day-to-day operations for executives.

Organization & Time Management: Proven ability to prioritize tasks, manage multiple projects simultaneously, and meet tight deadlines with efficiency and accuracy.

Strong Communication & Relationship Management: Skilled in professional correspondence, stakeholder engagement, and fostering long-term partnerships with clients, executives, and industry professionals.

Discretion & Confidentiality: Trusted to handle sensitive information with the highest level of professionalism, integrity, and confidentiality.

Staff & Office Management: Experienced in supervising teams, overseeing daily office operations, and ensuring workflow efficiency to support business objectives.

Event Planning & Execution: Successfully planned and executed corporate events, meetings, and gatherings ranging from 50 to 5,000 guests.

Adaptability & Stress Management: Thrives in fast-paced, high-pressure environments, maintaining composure and problem solving effectively under tight deadlines.

Dedication & Loyalty: Committed to providing unwavering support, anticipating needs, and enhancing productivity for executives and organizations.

Technical Skills: MS Office Suites, Outlook Calendaring, Zoom, Teams, Slack, Internet research, RBJ Escrow Software Nexonia Expense Software, Chrome River Expense Software, Google Calendar, Dropbox, Adobe and Zoho Software.

Education: Santa Monica College/HR Admin AA Fall 2026, Notary Commission (Active), 2010 Certification in Escrow Management for Department of Business Oversight, 2010 Certification/Escrow Holdings for Department of Business Oversight.

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