Alberto Guardado
Orange,CA
Summary
Dynamic and detail-oriented Executive Assistant with a proven track record at ActivCare Living, excelling in organization and time management. Enhanced operational efficiency through streamlined processes and effective communication, while supporting executive decision-making with comprehensive research. Proficient in Microsoft Office and skilled in fostering positive client relations, contributing to improved team productivity.
Business professional with keen eye for administrative excellence and customer service. Proven track record in managing reception duties with high accuracy, ensuring smooth daily operations and client satisfaction. Thrives in team settings and adapts to dynamic demands, showcasing proficiency in multitasking and problem-solving.
Professional with comprehensive experience in front office operations, adept at managing high-volume environments with efficiency and poise. Known for strong communication skills, organizational abilities, and keen attention to detail. Collaborative team player focused on achieving results and adapting to changing needs seamlessly. Proficient in scheduling, customer service, and administrative support, ensuring smooth daily operations.
Overview
4
4
years of professional experience
Work History
Receptionist
ActivCare of Orange
05.2021 - Current
- Greeted visitors and directed them to appropriate personnel or services
- Managed incoming calls, routing inquiries to relevant departments
- Scheduled appointments and maintained organized calendar for office staff
- Assisted in maintaining a clean and welcoming reception area
- Handled mail and package deliveries, ensuring timely distribution
- Utilized office software for data entry and record-keeping tasks
- Supported HR activities by assisting with recruitment process, including scheduling interviews and organizing candidate information.
- Helped maintain office security by monitoring visitor access and issuing badges.
- Assisted with planning office events and meetings for smooth execution.
- Facilitated positive customer experiences by resolving complaints and inquiries promptly and professionally.
- Enhanced accuracy of record-keeping with diligent maintenance of logs and records.
- Facilitated smooth communication channels by promptly forwarding messages to appropriate departments.
- Welcomed customers with friendly greeting, answered general questions, gathered nature of visit and directed to specific offices.
- Maintained clean and welcoming reception area, contributing to positive first impression for visitors.
- Assisted in event planning and execution, ensuring seamless operation of company functions.
- Streamlined invoice processing to ensure timely payments and financial operations.
- Organized, maintained and updated information in computer databases.
- Operated multi-line telephone system to answer and direct high volume of calls.
- Coordinated communication between departments, enhancing information flow and collaboration.
- Managed front desk operations, ensuring efficient visitor check-in and appointment scheduling.
- Maintained accurate records of incoming and outgoing correspondence, improving documentation processes.
- Implemented office supply inventory system, reducing shortages and optimizing resource allocation.
- Expedited daily office tasks such as mail distribution, document scanning, photocopying, and data entry to ensure smooth workflow.
- Handled complaints and questions, and re-directed calls to other team members.
- Acted as first point of contact and set appointments for prospective clients.
- Maintained a clean, organized, and welcoming reception area with updated reading materials for visitors while monitoring security by verifying visitor credentials and issuing visitor badges.
- Oversaw office equipment maintenance to support continuous and uninterrupted operations.
- Took delivery of packages and documents, applying appropriate internal policies relating to chain of possession.
- Streamlined office operations for increased productivity by organizing and maintaining physical and digital filing systems.
- Collaborated with team members on various projects to achieve department goals and improve overall efficiency.
- Built highly-efficient administrative team through ongoing coaching and professional development opportunities.
- Hired, managed, developed and trained staff, established and monitored goals, conducted performance reviews and administered salaries for staff.
- Implemented project management techniques to overcome obstacles and increase team productivity.
- Trained team members on new hotel services and products to support promotional efforts.
- Coordinated individual duties after careful evaluation of each employee's skill level and knowledge.
- Conducted ongoing reviews of program financial systems to assess cost control measures.
- Kept high average of performance evaluations.
- Completed bi-weekly payroll for [Number] employees.
- Interceded between employees during arguments and diffused tense situations.
- Developed internal requirements and standards to minimize regulatory risks and liability across programs.
- Optimized organizational systems for payment collections, AP/AR, deposits, and recordkeeping.
- Improved office operations by automating client correspondence, record tracking and data communications.
- Provided backup to front desk to step in to assist with various tasks whenever employee was absent or at lunch.
- Improved customer satisfaction scores through application of superior conflict resolution and problem-solving skills.
- Organized meetings for executives and coordinated availability of conference rooms for participants.
- Managed supervisor itinerary and appointments and streamlined scheduling procedures.
- Resolved issues through active listening and open-ended questioning, escalating major problems to manager.
- Organized spaces, materials and catering support for internal and client-focused meetings.
- Oversaw appointment scheduling and itinerary coordination for both clients and personnel.
- Monitored front areas so that questions could be promptly addressed.
- Supported executive team with travel arrangements, optimizing schedules and logistics.
- Conducted market research for administrative tools, leading to better resource allocation.
- Improved data management practices, safeguarding confidential information more effectively.
- Ensured welcoming environment for visitors, contributing to positive first impressions.
- Improved client satisfaction with timely and accurate information provision.
- Developed and maintained organized filing systems, reducing retrieval time for important documents.
- Streamlined invoice processing, contributing to improved vendor relationships and financial management.
- Enhanced efficiency of mail distribution, ensuring timely delivery and response.
- Maintained inventory of office supplies, preventing shortages and supporting daily operations.
- Facilitated communication between departments, improving overall organizational efficiency.
- Assisted in organizing company events, contributing to team morale and cohesion.
- Processed expense reports, ensuring timely reimbursement for employees.
Maintenance Assistant
Activcare Living
05.2021 - Current
- Performed routine maintenance tasks to ensure optimal functionality of equipment and facilities.
- Assisted in troubleshooting mechanical issues, enabling timely repairs and minimizing downtime.
- Maintained accurate records of maintenance activities, enhancing accountability and compliance.
- Collaborated with team members to improve workflow efficiency and address facility-related concerns.
- Implemented preventive maintenance schedules, reducing unexpected equipment failures and repair costs.
- Conducted inspections to identify potential hazards, ensuring a safe working environment for all employees.
- Recommended process improvements based on observations, contributing to enhanced operational effectiveness.
- Maintained safety conditions and standards in facility.
- Used and operated various types of tools such as power saws, sanders, grinders, forklifts, and basic hand tools.
- Cleaned and lubricated mechanical systems to keep machinery operating at peak performance.
- Enhanced workplace safety with regular inspections of tools and facilities, ensuring compliance with industry standards.
- Organized storage areas and tool rooms to keep areas safe and fully stocked.
- Replaced worn or damaged parts to restore equipment functionality.
- Upheld high cleanliness standards in common areas through regular custodial duties including sweeping, mopping, and trash removal.
- Performed regular maintenance and repairs on mechanical systems to support continuous operation.
- Conducted basic repairs to plumbing systems such as leaky faucets and clogged drains.
- Responded immediately to emergency repairs and other maintenance requests to minimize downtime.
- Circulated throughout facility weekly to identify light bulbs in need of replacement.
- Maintained a well-organized inventory of spare parts, streamlining the repair process for quicker turnaround times.
- Delivered comprehensive support to maintenance supervisor performing skilled repairs and kept continuous focus on safety and efficiency.
- Inspected systems and equipment to identify unscheduled maintenance and repair needs.
- Utilized variety of power and hand tools to perform maintenance and repairs in accordance with safety requirements.
- Fostered a positive work environment through collaboration with colleagues across departments on facility improvement initiatives.
- Demonstrated adaptability by cross-training in various maintenance roles, optimizing team efficiency during peak workloads.
- Reduced downtime by performing preventative maintenance tasks, extending the life of machinery and equipment.
- Assisted in troubleshooting complex mechanical issues, leading to faster resolution and minimized production delays.
- Contributed to a reduction in accidents through diligent adherence to safety protocols during maintenance activities.
- Improved workplace safety and compliance, leading regular training sessions on safety protocols and equipment handling.
- Ensured seamless daily operations by maintaining clean and organized work environments.
- Reduced energy consumption by implementing eco-friendly maintenance practices and upgrading to energy-efficient systems.
- Bolstered operational reliability, performing preventive maintenance on critical equipment.
- Enhanced team productivity with thorough training on new maintenance protocols and tools.
- Elevated maintenance team morale and efficiency through effective leadership and clear communication.
- Strengthened building security by overseeing installation and maintenance of security systems.
- Improved facility safety by conducting regular maintenance checks and addressing hazards promptly.
- Enhanced equipment performance, conducting routine calibration and adjustments.
- Streamlined inventory management, ensuring availability of essential maintenance supplies without overstock.
- Conducted detailed inspections of machinery to ensure operational efficiency, preventing downtime.
- Enhanced guest satisfaction in facility areas by ensuring high standards of maintenance and cleanliness were met.
- Improved operational efficiency, systematically replacing or repairing worn parts before failure.
- Optimized resource utilization by implementing digital tracking system for maintenance requests and outcomes.
- Increased equipment uptime, diligently troubleshooting and repairing faults.
- Promoted sustainability and cost savings by recommending and applying green maintenance solutions.
- Fostered culture of continuous improvement by suggesting modifications that increased machinery lifespan.
- Strengthened compliance with health and safety regulations by meticulously documenting maintenance activities and outcomes.
- Achieved significant reduction in repair response time by optimizing maintenance schedules and resource allocation.
- Enabled smoother facility operations by promptly responding to emergency repair needs, minimizing disruptions.
- Executed tasks within time and budget constraints.
- Positively engaged with customers and maintained professional appearance as company representative.
- Reported issues to property manager so effective resolutions could be put into place.
- Performed preventive maintenance and repairs on various types of equipment.
- Repaired and replaced pumps, valves and motors.
- Utilized variety of tools and test equipment to troubleshoot and diagnose equipment malfunctions.
- Conducted regular inspections of equipment to promptly identify issues that could cause machinery malfunctions.
- Continuously adhered to strict regulations as well as detailed instructions, guidelines and specifications.
- Diagnosed and repaired complex mechanical and electrical systems.
- Optimized work readiness with effective gathering of parts and supplies in alignment with specifications.
- Completed preventive maintenance on machines to enhance production and maintain quality.
- Rewired and replaced faulty electrical components in equipment.
- Installed and maintained plumbing and HVAC systems.
- Detected and repaired machinery faults using electrical and manual testing methods.
- Supervised maintenance functions, working collaboratively with sanitation crews on shop floor upkeep and repairs.
- Inspected, tested and adjusted mechanical and electrical systems to facilitate proper functioning.
Executive Assistant
Activcare Living
05.2021 - Current
- Managed complex calendars, scheduling appointments, and coordinating travel for executive leadership.
- Streamlined office procedures, enhancing operational efficiency and improving overall workflow.
- Developed and maintained filing systems, ensuring easy access to critical documents and reports.
- Prepared comprehensive meeting agendas and minutes, facilitating effective communication among stakeholders.
- Supported project management initiatives by tracking deliverables and deadlines across multiple teams.
- Implemented technology solutions to automate routine tasks, reducing administrative workload significantly.
- Mentored junior administrative staff in best practices for organization and time management skills.
- Conducted research and compiled data for presentations, aiding decision-making processes for executive meetings.
- Streamlined executive communication by managing emails, phone calls, and scheduling appointments.
- Served as a liaison between departments to facilitate effective communication throughout the company.
- Organized and coordinated conferences and monthly meetings.
- Managed office inventory, tracking supplies and placing orders to ensure smooth daily operations.
- Answered high volume of phone calls and email inquiries.
- Coordinated events for staff members, promoting team-building activities and boosting morale within the workplace.
- Provided professional administrative support during board meetings, including agenda preparation and minute-taking duties.
- Screened calls and emails and responded accordingly to support executive correspondence.
- Supported executives in decision-making processes by conducting research and presenting findings in clear formats.
- Prepared and edited presentations on behalf of executives for both internal meetings and external conferences.
- Enhanced productivity by organizing travel arrangements and coordinating accommodations for executives.
- Ensured smooth daily operations through consistent maintenance of office equipment, troubleshooting issues when necessary.
- Assisted in the development of company policies and procedures, contributing to a more organized work environment.
- Improved office efficiency by implementing new filing systems and document management processes.
- Aided in the recruitment process by screening resumes, scheduling interviews, and assisting with candidate selection.
- Collaborated on special projects to improve overall business operations within the organization efficiently.
- Delivered exceptional organizational support enabling executive focus on high-level strategic initiatives fostering company growth.
- Contributed to budget management by monitoring expenses and providing detailed expenditure reports regularly.
- Proactively identified areas requiring attention or improvement aligning priorities effectively in line with executive preferences.
- Used QuickBooks to produce monthly invoices, reports, and other deliverables.
- Led staff and vendors in providing high level of service for owner and guests.
- Promoted team productivity by keeping supplies organized and well-stocked.
- Organized logistics and materials for each meeting and took detailed notes for later dissemination to key stakeholders.
- Wrote reports, executive summaries and newsletters.
- Screened personal and business calls and directed to appropriate party.
- Streamlined operations and prioritized tasks, allowing senior staff to increase productivity.
- Created and managed office systems to efficiently deal with documentation.
- Upheld strict timetables by maintaining accurate, balanced calendars.
- Coordinated events and worked on ad hoc projects.
- Volunteered to help with special projects of varying degrees of complexity.
- Took notes and dictation at meetings.
- Greeted arriving visitors, determined nature and purpose of visit and directed individuals to appropriate destinations.
- Handled logistics, catering, agendas and travel arrangements for meeting and event planning for board of directors, president and executive vice president.
- Updated and maintained confidential databases and records.
- Worked with senior management to initiate new projects and assist in various processes.
- Managed mail and both incoming and outgoing correspondence, mail, email and faxes.
- Filed paperwork and organized computer-based information.
- Enhanced executive decision-making with comprehensive research and detailed reporting.
- Streamlined office operations, leading to more organized environment by implementing digital filing systems.
- Fostered positive work environment, organizing team-building activities and events.
- Maintained strict confidentiality of sensitive information, upholding company's privacy policies and ethical standards.
- Streamlined communication between departments, resulting in more effective project coordination and execution.
- Managed complex calendars for senior executives to facilitate efficient scheduling and meeting planning.
- Enhanced efficiency of meeting outcomes by preparing detailed minutes and action items.
- Enhanced executive productivity by managing email correspondence and prioritizing critical issues.
- Contributed to development of internal policies and procedures, enhancing organizational effectiveness and compliance.
- Coordinated international travel arrangements, ensuring seamless logistics for executives attending global conferences.
- Negotiated with vendors for cost savings, securing high-quality services at reduced rates.
- Supported strategic planning sessions, providing logistical support and compiling necessary background materials.
- Enabled timely project completion by coordinating resources and timelines across multiple departments.
- Increased office efficiency by developing and implementing inventory management system for office supplies.
- Contributed to budget management by tracking expenditures and identifying cost-saving opportunities.
- Assisted in preparation of high-stakes presentations, contributing to successful project pitches and client meetings.
- Improved team communication and collaboration through coordination of weekly meetings and distribution of agendas.
- Improved document management and accessibility with creation of centralized digital repository.
- Supported HR activities, facilitating hiring process by scheduling interviews and liaising with candidates.
- Facilitated onboarding of new employees, ensuring smooth transition into company culture and workflow.
- Handled payroll processing tasks accurately while maintaining strict adherence to deadlines for timely payments.
- Developed strong relationships with vendors leading to improved contract terms resulting in cost savings for the company.
- Supported business and hospitality needs of corporate partners and staff during meetings and company events.
- Updated spreadsheets and databases to track, analyze, and report on performance and sales data.
- Used advanced software to prepare documents, reports, and presentations.
- Screened calls and emails and initiated actions to respond or direct messages for managers.
- Facilitated training and onboarding for incoming office staff.
Education
High School Diploma -
El Modena
Orange, CA06-2020
Skills
- Organization skills
- Time management
- Telephone skills
- Data entry
- Verbal and written communication
- Customer/Client relations
- Customer and client relations
- Appointment scheduling
- Scheduling
- Scheduling appointments
- Greeting and seating clients
- Data inputting
- Office administration
- File management
- Administrative support
- Schedule management
- Mail handling
- Multi-line telephone operation
- Document management
- Clerical support
- Professional demeanor
- Calendar management
- Documentation and reporting
- Office supply management
- Records management
- Inventory management
- Supply ordering
- Word processing
- Multi-line phone systems
- Call management
- Basic math
- Records maintenance
- Documentation
- Customer complaint resolution
- Conflict resolution
- Visitor and customer relations
- Billing and invoicing
- Relationship building
- Computer proficiency
- Courteous and professional
- Team collaboration
- Microsoft office
- Payment processing
- Call answering and routing
- Punctual and reliable
- Problem-solving
- Attention to detail
- Customer service
- Positive and professional
- Reception desk management
- PC proficient
- Microsoft office specialist certified
- Multi-line phone system operation
- Multi-line telephone skills
- Office supply inventory control
- Certified Microsoft office specialist
- Relay hearing-impaired calls
- Multitasking and prioritization
- Meticulous and organized
- Call redirection
- Calm demeanor
- Professional and polished presentation
- Recordkeeping and bookkeeping
- Security
- Business operations
- Phone etiquette
- Front desk operations
- Travel arrangements
- Travel planning
- Correspondence distribution
- Transcription and dictation
- Correspondence management
- Expense reporting
- Travel coordination
- Project coordination
- Project management
- Meeting coordination
- Business correspondence
- Database administration
- Business administration
- Spreadsheet tracking
- Supply management
- Record preparation
- Staff management
- Meeting preparation
- Office equipment operations
- Technical support
- Security awareness
- Strategic planning
- Mail distribution
- Document control
- Information protection
- Basic accounting
- Bookkeeping
- Performance improvement
- Tech-Savvy
- Multi-line telephone systems
- Office management
- Service-oriented mindset
- Typing speed
Accomplishments
- Earned " employee " in 2022- 2024.
- Assisted management with the training of 500 new staff members.
- Managed Front Desk area.
- Used Microsoft Excel to develop inventory tracking spreadsheets.
- Designed a more efficient Excel template to track and manage office personnel calendars and daily meetings.
- Resolved product issue through consumer testing.
Languages
English
Native or Bilingual
Spanish
Native or Bilingual
Interests
- Cooking
- Learning new cooking techniques and expanding my culinary skills
- Engaging in food photography and sharing culinary creations on social media
- Participating in cooking contests and challenges to showcase culinary skills and creativity
- I enjoy cooking for friends and family gatherings
- Gym Workouts
- Martial Arts
- High-Intensity Interval Training
- I participate in low-impact exercises to strengthen core muscles
- Team Sports
- Mindfulness Practices
- Passionate about balancing physical health with mental and emotional wellness
- Regularly practice mindfulness and meditation for overall wellness
- Sharing travel tips, recommendations, and insights with fellow enthusiasts
- Volunteer Travel
- Enjoy creating and following travel blogs
- Adventure Travel
- Road Trips
- Tech enthusiast, passionate about exploring the latest advancements and innovations
- Electronics and Circuit Building
- Video Game Design
- Design and Build Websites
Work Availability
monday
tuesday
wednesday
thursday
friday
saturday
sunday
morning
afternoon
evening
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Timeline
Receptionist
ActivCare of Orange
05.2021 - Current
Maintenance Assistant
Activcare Living
05.2021 - Current
Executive Assistant
Activcare Living
05.2021 - Current
High School Diploma -
El Modena