Adilene Gomez
Summary
Highly organized and efficient executive assistant with experience in both public and private sector administrative support. Skilled in managing complex schedules, coordinating executive meetings, and improving office workflows to enhance productivity. Successful in implementing new filing and organizational systems that increase efficiency in document management. Known for maintaining discretion with confidential information and effectively supporting senior executives by reducing their administrative burden.
Overview
10
10
years of professional experience
Work History
Executive Assistant / AP&AR
Gomez Plastering
12.2024 - Current
- Administrative & Executive Support
- Manage and prioritize calendars, appointments, and scheduling for CEO
- Coordinate meetings, conference calls, and travel arrangements
- Prepare and edit correspondence, reports, presentations, and internal documents
- Maintain organized filing systems (electronic and physical)
- Serve as a point of contact between executives and internal/external stakeholders
- Handle confidential information with discretion
- Assist with project coordination and follow-up on action items
- Office & Operations Management
- Oversee office supplies, equipment, and vendor communications
- Support onboarding of new employees and coordinating HR documents
- Organize company events, meetings, and team activities
- Manage internal communications and distribute company announcements
- Financial & Accounting Support (AP/AR)
- Process Accounts Payable (invoice, approvals, payments, and vendor management)
- Process Accounts Receivable (invoice generation, billing, payment tracking, and follow-ups)
- Reconcile expense reports, credit card statements, and receipts
- Assist with budget tracking and financial reporting
- Coordinate with accounting or finance teams to ensure accurate record-keeping
- Communication & Relationship Management
- Draft emails, memos, and professional correspondence for executives
- Act as a liaison between executives and staff, clients, and partners
- Support customer or client inquiries and direct them appropriately
- Strategic & Executive-Level Tasks
- Conduct research and prepare briefing materials for meetings
- Assist executives in planning and executing strategic initiatives
- Monitor deadlines and ensure executives are prepared for upcoming commitments
Senior Administrative Assistant
Nelson Connects
Santa Rosa
06.2024 - 12.2024
- Maintained accurate and up-to-date records, including company records, operational data, residential and public records.
- Developed and maintain spreadsheets, databases, and other administrative tools
- Provided customer service support, responding to inquiries and resolving issues in a timely and professional manner
- Maintained residential and public city records confidentiality and handle sensitive information with discretion
- Counted and reconciled WasteHauler receipts/tags daily
- Created and printed handwritten receipts/tags as needed
- Entered Manifest numbers in Hauler Discharge/Discharge Management in iPACS
- Processed Equipment Maintenance Certificates received in the mail/email/by Fax
- Managed Wastewater Discharge Applications, Permits and Folders
- Entered Surcharge Billing Meter Reads and lab results into IPACS
- Processed and record SMR Ground Water Report results
- Processed and mail Notice of Compliance (NOCs)/Notice of Violation (NOVs)/Administrative Orders(AO) Hearing Letters
- Prepared and mail out EMC-Equipment Maintenance Certification reports
- Submitted Surcharge and Waste Hauler Billing to Finance Department
- Scanned and save Manifests as PDFs for record-keeping
- Printed and mail SMR Ground Water Reports
- Generated and email Subregional Partner Reports
- Community Outreach and Education - Informed individuals about rebates and water efficiency use programs.
- Created service requests for residential homes and/or concerned citizens regarding leaks /meter leaks.
- Created service requests for scheduled and emergency water shutdowns.
- Submitted Asphalt requests
- Performed other administrative duties as assigned.
Executive Assistant
Nelson Connects
12.2023 - 04.2024
- Answered incoming phone calls politely and professionally, communicating messages and information to the executives.
- Worked directly with the General Manager and Director of HR to support all aspects of their daily work routine.
- Maintained the executive calendar, including scheduling meetings, appointments, speaking engagements, and travel arrangements. Exercise discretion in commitment time and evaluating needs.
- Served as a liaison between the General Manager, staff, and the public. This includes receiving and screening the General Managers phone calls and visitors, answering a variety of questions politely and professionally, taking messages, and directing calls appropriately for resolution.
- Coordinated work with other staff as needed; play a key role in the coordination of staff efforts both within and outside the department such as translation for the Housekeeping, Landscaping, Maintenance, and Food & Beverage department. Handling monthly employee calendars, employee newsletters, reviewing and responding to guest surveys with the marketing department.
- Determined priority of matters of attention for the General Manager; redirect matters to staff to handle, or handle matters personally, as appropriate.
- Provided coordination, monitoring, and communication of projects and programs
- Assisted the executive team in the development of presentations for internal and external audiences.
- Kept the General Manager and Director of HR advised of time-sensitive and priority issues, ensuring appropriate follow-up.
- Handled printing, faxing, mail/overnight packages, copying, filing, and email/messages.
- Sorted and triaged mail; maintain e-mail and other address directories.
- Composed and prepared letters relating to routine correspondence for the General Managers signature.
- Scheduled departmental meetings; assist in the preparation and distribution of meeting agendas and materials.
- Prepared, reconcile, and submit expense reports.
- Maintained paper and electronic filing systems.
- Attended meetings and take notes of discussion; prepare the initial draft of minutes and summaries.
- Other additional and/or alternative duties as assigned from time to time, including supporting other departments or Executives as needed.
Executive Assistant to the CEO
Nelson Connects
10.2022 - 04.2023
- Supported the CEO primarily and provide additional support to executive team members, as directed, to ensure that company goals and objectives are accomplished and that operations run efficiently
- Managed professional and personal scheduling for CEO, including agendas, mail, email, phone calls, client management, and other company logistics
- Coordinated complex scheduling and calendar management, as well as content and flow of information to senior executives
- Managed travel logistics and activities, including accommodations, transportation, and meals
- Organized meetings, including scheduling, sending reminders, and organizing catering when necessary
- Handled printing, faxing, mail/overnight packages, copying, filing, and email/messages.
- Attended meetings and took notes on discussions; prepared the initial draft of minutes and summaries.
- Maintained professionalism and strict confidentiality with all materials
Operations Coordinator
Higher Growth Search/Nelson Connects
05.2021 - 10.2022
- Arranged and assisted with the onboarding of new employees
- Performed administrative tasks, such as making travel arrangements, answering phones, scheduling meetings, etc.
- Managed office supplies and the maintenance of office equipment.
- Created and maintain records for all operational activities and ensure that all documents are filed properly.
- Ensured that all activities conform to local, federal, industry and company standards
- Observed, reviewing and analyzing processes to identify inefficiencies and areas where improvements could be made
- Delivered reports to department heads, management teams and boards of directors to provide insight into the overall efficiency of the organization
- Collaborated with management and executives to set departmental and organization-wide goals
- Facilitated cross-channel feedback from associates and clients to management and executive teams
Contact Tracer (Covid-19)
County of Sonoma Department of Public Health
06.2020 - 08.2020
- Managed timely investigation and follow-up of contacts to COVID-19 cases
- Performed initial interviews of assigned contacts: establish rapport and develop trust, explain COVID-19 exposure, refer for testing and explain the process, instruct in quarantine process, identify needs for client to maintain quarantine, explain COVID-19 symptoms and follow-up process, document next steps and action items.
- Referred clinical questions to contact tracing lead; discuss other complex issues with contact tracing lead before responding to clients
- Followed contacts for 14 days following last exposure
- Phone check-ins daily with assigned contacts to inquire about health status, development of any COVID symptoms, and reinforce need for quarantine (until appt. available)
- Instructed and informed individuals on use of phone appt. (when available) to track COVID-19 symptoms, including downloading app to phone, recording daily symptoms
- Checked data on a daily basis and identify new test results or missing symptom checks, follow up with contacts
- Documented activities and results in central database and report back to CI Lead on a daily basis
Operations Support Assistant / Branch Payroll Representative
Nelson Connects
09.2018 - 03.2019
- Maintained all payroll information by collecting, calculating, and entering data.
- Calculated bonuses and commissions when appropriate.
- Updated payroll records by entering changes in exemptions, insurance coverage, savings deductions, and job title and department/division transfers.
- Resolved payroll discrepancies by collecting and analyzing information.
- Provided payroll information by answering questions and requests.
- Maintained payroll operations by following policies and procedures; reporting needed changes.
- Maintained employee confidence and protected payroll operations by keeping information confidential.
- Performed sick pay request, data changes, termination checks, late timecard request.
Office Coordinator
Nelson Connects
09.2017 - 09.2018
- Answered incoming telephone calls and managed phone systems, including direct dial numbers, and directing calls to appropriate personnel.
- Prescreened and qualified incoming applicants calls and schedule interview appointments for potential applicants.
- Arranged and coordinated schedules and appointments for office personnel as well as greet scheduled visitors and escort to appropriate areas or persons.
- Confirmed scheduled applicants for interviews one day prior to their scheduled appointment; advises Staffing Supervisor and Regional Recruiter of cancellations so they can add to the schedule to maximize their daily interview production.
- Reviewed employment applications and interviewed applicants to evaluate work history, skills, competencies, education and training, compensation needs, and other qualifications as needed.
- Monitored and managed I-9 process and documentation; ensure temporary employees’ documentation is in order within specified guidelines.
- Performed reference and background checks on applicants, schedule appointments for drug screening as required; review and audit employment documentation, applications, I-9, and background check reports.
- Organized and maintained the file system; files correspondence and other records as well as order and maintain supplies for the entire office and arrange for equipment maintenance.
- Prepared client reports as needed.
- Assisted ALL employees at the branch when needed.
- Prepared a conference room for all meetings.
- Maintained Office branch layout and Phone Extension List.
- Performed other duties as assigned by manager or supervisor.
Economic Assistant
Nelson Connects
Sonoma
07.2017 - 09.2017
- Greeted clients, to evaluate each client's service needs to appropriately direct them to the correct service department.
- Assisted clients completing applications and forms for health care such as Medi-Cal, Covered California, CMSP, Cal-Fresh (money for food) and General Assistance (financial aid).
- Provided information and guidance regarding County and community services for economic assistance such as emergency food, shelter, clothing needs, and other supportive services.
- Established and maintained liaison between social workers and eligibility staff.
- Worked with all ethnically, culturally, and economically diverse individuals and groups in the community.
- Encouraged clients to seek help from the programs available both through the Human Services Department and community agencies; assists in establishing favorable relationships between clients and providers of service.
- Helped interpret conversations as needed to assist clients and co-workers communicate.
- Worked with a wide variety of members from the community, including those with mental health or chemical/alcohol dependency challenges, and to representatives of public and private organizations providing services.
Customer Representative
Check Center
01.2017 - 04.2017
- Informed clients of our new services or product promotions and ascertaining customers' needs.
- Completed special requests such as cashing checks, providing a variety of loans, making money orders and providing copies of documents.
- Recorded transactions by logging checks and money transfers into compliance, and other special services such as preparing currency transaction reports.
- Completed bill payments such as paying Credit Cards, Bridge Toll Violations, Phone Bills, PG&E and other utility payments.
- Reconciled cash drawer by providing accurate cash transactions, counting and packaging currency and coins, as well as other transactions.
- Turning in excess cash and mutilated currency to head teller, maintaining supply of cash and currency.
- Received deposits, loan payments, cashing checks, issuing checking withdrawals and providing excellent customer service.
- Answered all of our customer’s questions in person as well as on the telephone. Accordingly, direct customers to other branch representatives for other bank services.
- Maintained customer confidence and protects the company operations by keeping information confidential.
Program Support Staff
Southwest Community Health Center
08.2015 - 12.2016
- Familias Felices: Coordinated program for kids that have problems at home with their families.
- Provided a safe and loving environment for the children, home like environment, creating motivating and inspiring PowerPoint slides.
- Verbal communication with both the child and the parent individually, as well as together as a family, to see how the problem could be resolved.
- Campeones: Program for children that are pre-diabetic and want to make a change in their everyday eating habits, to be able to have a healthier lifestyle.
- Organized activities that develop children's physical, emotional, and social growth.
- Facilitated indoor and outdoor activities with all age groups, created daily lesson plans and rules for all activities during our 10-week sessions.
- Created different PowerPoint presentations and slides after each 10-week session to keep our community health statistics up to date.
- Reminder calls for patient appointments and rescheduling weekly appointments.
- For both groups we created folders and flyers that would give families options of small changes they could make in their everyday lives from their mental health to their psychical and emotional health.
Medical Receptionist
Roseland Pediatrics
05.2016 - 07.2016
- Ensured proper procedures to accommodate every patient's request in the most appropriate manner.
- Provide accurate and appropriate information for each patient, because everything has to stay confidential.
- Demonstrate interest and care for each patient that calls; although sometimes we might be within a timeframe, we always addressed every patient’s inquiries in a timely and accurate manner.
- Maintain all the records up to date at all times.
- Developed effective relationships with most call center departments through clear verbal communication.
- Ran reports and supplied data to fulfill patients report requirements.
- Data entry, scheduling appointments, sending emails, etc.
Education
Bachelor’s Degree - Business Administration
San Diego Mesa College
San Diego, CA05-2020
Skills
- Bilingual: Spanish
- Outlook
- Word
- Excel
- PowerPoint
- 10 key data entry
- Erecruit
- Fieldglass
- I-9 Advantage
- ECW
- Power Check
- CALWIN
- MEDS
- EPICC
- Q-Flow
- Salesforce (CalConnect)
- Dayforce
- CIS
- IPACS
- City Works
- City Links
- Lightspeed
- Sertifi
- Ci-TY
- Remote team collaboration
- Fast-paced environment
- Multi-line phones
- Front office
- Data entry
- Scheduling
- Cash handling
- Payroll
- Basic Photography
- Marketing
- CPR
- AED
- Accounts payable
- Travel coordination
- Calendar management
- Expense reporting
Languages
Spanish
Native/ Bilingual
References
References available upon request.
Letters of Recommendation
Available upon request
Timeline
Executive Assistant / AP&AR
Gomez Plastering
12.2024 - Current
Senior Administrative Assistant
Nelson Connects
06.2024 - 12.2024
Executive Assistant
Nelson Connects
12.2023 - 04.2024
Executive Assistant to the CEO
Nelson Connects
10.2022 - 04.2023
Operations Coordinator
Higher Growth Search/Nelson Connects
05.2021 - 10.2022
Contact Tracer (Covid-19)
County of Sonoma Department of Public Health
06.2020 - 08.2020
Operations Support Assistant / Branch Payroll Representative
Nelson Connects
09.2018 - 03.2019
Office Coordinator
Nelson Connects
09.2017 - 09.2018
Economic Assistant
Nelson Connects
07.2017 - 09.2017
Customer Representative
Check Center
01.2017 - 04.2017
Medical Receptionist
Roseland Pediatrics
05.2016 - 07.2016
Program Support Staff
Southwest Community Health Center
08.2015 - 12.2016
Bachelor’s Degree - Business Administration
San Diego Mesa College