Marissa Shmatovich
Wilton,CA
Summary
Dynamic and innovative Administrative Manager with 9+ years experience in providing effective organizational support and leadership. Proven track record in managing multiple projects, staff, and departments while remaining people focused and producing high quality outputs. Utilizes empathy and excellent communication skills to build trusting relationships with internal and external stakeholders. Deeply committed to the mission, strategic vision, and the people of the agency.
Overview
12
12
years of professional experience
Work History
Administration Manager
SRFECC
05.2022 - Current
- Directs Administration Division; managing Human Resources, IT, and Finance
- Collaborates with Operations Division and CED in implementing Strategic Plan
- Oversees $12m annual operating budget and financial management
- Administers and collaborates on vendor contractual agreements, renewals, and bid packages
- IT operations, coordinates planning and funding for current and future hardware and software needs, MSP liaison
- Established proactive IT infrastructure budgeting
- Contributes to Human Resources team, assisting in recruiting, conflict resolution, and coaching
- Participate in Joint Labor Management meetings and work collaboratively with labor groups to resolve outstanding issues and challenges
- Participates in and contributes to labor negotiations
- Regularly participates in Governing Board meetings; writes and presents staff reports and provides updates to the board in closed and open session
- Develops and maintains positive, trusting relationships with Board of Directors and member agencies
- Creates and presents budget/strategic plan and other presentations for board, public, and staff consumption
- Manages projects such as facilities improvement, building lease, and software implementation
- Creates, updates, and approves policy and procedures
- Supervise, coach, and evaluate administrative staff
- Reinstated Annual Performance evaluations for Administrative staff
- Increased Reserves account balance by 7% in one fiscal year by auditing interest rate
- Boosted Administrative staff morale and job satisfaction through 1:1 check ins, investing in training and education, and prioritizing their needs over job needs.
Executive Assistant
SRFECC
11.2019 - 05.2022
- Clerk of the Board with Brown Act knowledge and experience
- Custodian of Records specializing in Public Records Act requests
- Wellness Program Administrator
- Telestaff Project Manager and Administrator
- Managed small team; provided regular employee evaluations and feedback
- Authored and updates agency COVID Prevention Plan
- Manages agency Emergency Operations Plan
- Contract and Vendor Management
- Supply inventory and management
- SOP and Policy Management: drafting, proofreading, formatting
- Manages Policy and SOP manual and index
- Generates reports from CAD and Crystal Reports for internal and external requests
- Co-manages building facilities needs.
Conference and Training Center Coordinator
SRFECC
10.2017 - 11.2019
- Bookings, contract management, and billing Conference and Training Center (CTC) meeting schedule
- Manage CTC employee schedules and timesheets
- Greet, welcome, and direct patrons to correct meeting rooms
- Meet needs of each meeting, some minor technical support when necessary
- Command Catering: coordinate menu selections with customer, purchase food and coordinate cooking schedule
- Execute prep, cooking, and serve
- Create and update monthly spreadsheet to reflect monthly use of CTC, to include income, cost, and profit margin.
Retail Associate/Marketing Coordinator
HobbyTown USA
05.2016 - 10.2017
- Provide welcoming, informational and thorough customer service
- Ask probing and open ended questions to match customer with appropriate product
- Conduct sales transactions efficiently and accurately
- Implemented new CRM program with text messaging capabilities and greater reporting ability
- Inventory: check accuracy, run dead stock reports, replenish, and relay to ordering manager when product is low/out but not populating in order
- Self education on new and current inventory.
Office Administrator
Santa Rosa Strength and Conditioning
01.2016 - 10.2016
- Lead entry, follow up, and filter using Infusionsoft online software
- Net Profit Explosion sales training
- Phone pre-screening and pre-qualifications to set up in-person consultations using pre-qualification script and questionnaire
- Member care and satisfaction - answering membership questions, upgrading memberships, placing hold on memberships, and handling all member issues in ZenPlanner online software
- Manage billing and transactions in online software, correct errors, collect past due bills, arrange payment, and update billing information
- Coordinate community events and market on social media and in the gym
- Work closely with other employees to relay member communications, challenges, and successes
- Run payroll bi weekly.
Senior Personal Trainer
Krysalis Fitness (Formerly Get in Shape for Women)
04.2014 - 02.2016
- Writing, instructing, demonstrating workout of the week for each client (up to 4 per appointment time)
- Encouraging group of clients on weight training and those on cardio equipment
- Modifying workout for ability level, prior injury, or age
- Upgrading and renewing client training packages in conjunction with manager
- New client orientation, measurements, nutritional consulting
- Includes assisting client in creating an appropriate food plan following their customized guidelines
- Answering the phone, greeting walk ins, scheduling complimentary sessions, following up with new and old leads
- Provide outstanding experience to each client and deliver them with service beyond their expectations
- Scheduling and rescheduling clients as needed, using online software program for point of sale with client upgrades and renewals.
Activity Director
Creekside Oaks Retirement
01.2013 - 04.2014
- Plan and coordinate daily and monthly activities including weekly field trips for a well-rounded activity program
- Manage department budget, prioritizing purchases and meeting the needs and requirements of the activity department while staying within budgetary limits
- Teach daily exercise and other enrichment activities with the goal of improving overall health and quality of life
- Update and maintain company blog
- Construct and manage monthly newsletter and calendar with unique interview and articles relevant to residents using Illustratus newsletter software
- Schedule entertainment and presentations, resident interviews, as well as other resident retention activities such as birthday celebrations, welcome parties, and meeting personal resident needs
- Plan monthly marketing events by working directly with upper management team, including creating event flyers, sending flyers to marketing mailing list, planning menu and special event entertainment
- Assist managers in community outreach via special events including community businesses
- Provide support to management by giving building tours, fielding phone calls, walk in inquiries, meal service support and any other support necessary
- Create lasting and trusting personal relationships with residents to improve their quality of life and well being.
Education
B.S. Kinesiology - Exercise Science/Health Promotion
California Polytechnic State University
San Luis Obispo, CA12.2011
Liebert Cassidy Whitemore
09.2024
Skills
- Organizational Leadership
- Meeting facilitation
- Teamwork and Collaboration
- Problem-Solving
- Effective Communication
- Adaptability and Flexibility
- Relationship Building
- Strategic Planning
- Reliability
Timeline
Administration Manager
SRFECC
05.2022 - Current
Executive Assistant
SRFECC
11.2019 - 05.2022
Conference and Training Center Coordinator
SRFECC
10.2017 - 11.2019
Retail Associate/Marketing Coordinator
HobbyTown USA
05.2016 - 10.2017
Office Administrator
Santa Rosa Strength and Conditioning
01.2016 - 10.2016
Senior Personal Trainer
Krysalis Fitness (Formerly Get in Shape for Women)
04.2014 - 02.2016
Activity Director
Creekside Oaks Retirement
01.2013 - 04.2014
B.S. Kinesiology - Exercise Science/Health Promotion
California Polytechnic State University
Liebert Cassidy Whitemore