ALICIA DE ROO
Executive Assistant
Corona,CA
Summary
Organized and efficient Executive Assistant with 10+ years of experience supporting top-tier executives in finance, sales and accounting. Demonstrates skills in managing complex functions that require stellar multi-tasking abilities. Resourceful and experienced worker offering expertise in customer service, travel coordination and file management. Detail-oriented team player with strong organizational skills. Handles multiple projects simultaneously with a high degree of accuracy.
Overview
15
15
years of professional experience
Work History
Executive Assistant / Accounting Clerk
United Industries Group
07.2024 - Current
- Handled accounts payable, accounts receivable, collections, invoicing, and corporate credit card reconciliations with accuracy and timeliness.
- Assisted with payroll processing, per diem calculations, and compliance requirements to ensure employees were paid correctly and on schedule.
- Entered and generated reports in QuickBooks, maintained spreadsheets, and provided detailed financial tracking for management and project needs.
- Coordinated supply ordering, phone system oversight, and mail/shipping management to support company-wide operations.
- Managed vendor relationships, resolved billing discrepancies, and ensured consistent follow-up on outstanding accounts.
- Coordinated travel arrangements, trade show participation, and company expo events, including logistics and scheduling.
- Conducted bid site searches to identify new project opportunities and supported proposal preparation.
- Provided commissioned Notary Public services for company and client documentation.
- Assisted visitors, managed front office reception, and maintained a professional and organized office environment.
- Oversaw filing systems, document preparation, and general administrative duties to ensure smooth day-to-day operations.
Executive Assistant /Accounting Specialist
United Industries Group
06.2024 - Current
- Handled accounts payable, accounts receivable, collections, invoicing, and corporate credit card reconciliations with accuracy and timeliness.
- Assisted with payroll processing, per diem calculations, and compliance requirements to ensure employees were paid correctly and on schedule.
- Entered and generated reports in QuickBooks, maintained spreadsheets, and provided detailed financial tracking for management and project needs.
Coordinated supply ordering, phone system oversight, and mail/shipping management to support company-wide operations. - Managed vendor relationships, resolved billing discrepancies, and ensured consistent follow-up on outstanding accounts.
- Coordinated travel arrangements, trade show participation, and company expo events, including logistics and scheduling.
- Conducted bid site searches to identify new project opportunities and supported proposal preparation.
Provided commissioned Notary Public services for company and client documentation. - Assisted visitors, managed front office reception, and maintained a professional and organized office environment.
- Oversaw filing systems, document preparation, and general administrative duties to ensure smooth day-to-day operations.
Executive Administrative Assistant
Image Options
06.2022 - 06.2024
- Handled confidential and sensitive information with discretion and tact.
- Responded to emails and other correspondence to facilitate communication and enhance business processes.
- Coordinated complex annual meeting involving multiple presenters, high number of global attendees and robust budget encompassing livestream production, remote location arrangements and senior executive accommodations.
- Wrote and enforced administrative procedure plans to reduce errors and prevent process delays.
- Implemented updated policies and practices for organization and monitored effect.
- Answered high volume of phone calls and email inquiries.
- Screened calls and emails and responded accordingly to support executive correspondence.
- Greeted arriving visitors, determined nature and purpose of visit and directed individuals to appropriate destinations.
- Took notes and dictation at meetings.
- Volunteered to help with special projects of varying degrees of complexity.
- Led staff and vendors in providing high level of service for owner and guests.
- Provided accounting and clerical assistance to accounting department.
- Assisted accounting team with day-to-day accounting operations.
- Maintained OSHA, MSHA and company or state rules and regulations.
- Oversaw and managed hiring process and assisted human resources.
- Filed paperwork, sorted, and delivered mail and maintained office organization.
Disclosures Specialist
Balanced Processing Solutions
08.2020 - 04.2022
- Followed all company policies and procedures to deliver quality work
- Knowledge of TRID rules and loan set up
- Knowledge of LE's and CD's
- Maintained long-term relationships with customers to provide best-in-class customer service
- Worked with customers in person and via telephone to answer questions, process transactions and resolve issues
- Reviewed loan files for completeness, identified missing documentation and generated condition lists for applicants
- Provided quick turnaround times to maintain fast-past schedule
- Checked packages for appropriate documentation
- Processed loans within various departments to achieve timely, accurate and fair proceedings
- Checked daily reports each morning to identify priorities or issues for escalation to supervisor
- Communicated with originator and applicant concerning progress of loan file.
Office Assistant
Transportation Corridor Agencies
03.2019 - 08.2020
- Opened and properly distributed incoming mail to promote quicker response to client inquiries
- Coordinated, scheduled and arranged meeting and travel calendars, including business and social events
- Worked with upper management to complete complex projects on tight budgets within specific timeline
- Interacted with customers professionally by phone, email or in-person to provide information and direct to desired staff members
- Greeted numerous visitors, including VIPs, vendors and interview candidates
- Planned and coordinated logistics and materials for board meetings, committee meetings and staff events for 20+ people
- Maintained clean reception area to promote positive, professional environment for all visitors
- Prepared packages for shipment, pickup and courier services for prompt delivery to customers
- Interacted with vendors, contractors and professional services personnel to receive orders, direct activities and communicate instructions
- Managed office inventory by restocking supplies and placing purchase orders to maintain adequate stock levels for all 300 employees.
Administrative Assistant
Vaco Orange County
11.2018 - 03.2019
- Provided administrative services, including phone and email correspondence, making copies and handling incoming and outgoing mail and faxes
- Created and maintained processes for administrative operations to improve accuracy and efficiency
- Assisted with event planning, including associated travel and logistical arrangements
- Maintained human resources records by recording new hires, transfers, terminations, changes in job classifications and merit increases
- Accomplished human resources department and organization mission by completing related results as needed
- Answered incoming phone calls, responded to phone calls and in-person requests, handled internal communications and greeted visitors in reception area
- Oversaw day-to-day processing of payroll for 30+ employees, including review of timesheets and computing pay in accordance with FLSA
- Monitored and tracked all employees' leave time.
Executive Assistant
YH Advisors
04.2018 - 11.2018
- Created expense reports, budgets and filing systems
- Managed CEO's complex and frequently changing travel arrangements and coordinated pre-planning of trips
- Distributed company-wide announcements, booked conference rooms and coordinated catering for annual staff development forum
- Managed external contacts for CEO and kept track of periodic communication needed for priority contacts
- Greeted visitors entering office, determined the nature and purpose of visit and directed them to appropriate destination
- Processed travel expenses and reimbursements
- Directed administrative functions for directors, principals, consultants and key managers
- Frequently used word processing, spreadsheet, database and presentation software
- Ordered all office supplies including ink cartridges, toner, and paper for 10+ people
- Developed and maintained alert system for upcoming deadlines on incoming requests and events.
Senior Executive Assistant
American Funding
02.2016 - 03.2018
- Performed general office duties, including answering multi-line phones, routing telephone calls or messages to appropriate staff, greeting public, typing, proofreading, filing, sorting and handling incoming and outgoing mail
- Managed electronic records database and handled all file requests
- Received and reviewed all files for compliance with BRE
- Created cloud-based filing system for company for electronic versions of loan files and maintained compliance requirements
- Oversaw daily office operations for staff of 20 employees
- Cataloged and managed department records and files for prompt and efficient retrieval
- Coordinated, scheduled and arranged meeting and travel calendars, including business and social events
- Input all documents into records management system
- Screened all visitors and directed them to correct employee or office
- Coordinated office inventory by restocking supplies and placing purchase orders
- Answered telephone inquiries from clients, vendors and public
- Checked accuracy and integrity of files and resolved errors
- Heavy use of Outlook, Microsoft Word, SharePoint, Excel.
Administrative Assistant
Absolute Maintenance & Consulting
08.2015 - 01.2016
- Performed general office duties, including answering multi-line phones, routing telephone calls or messages to appropriate staff, greeting public, typing, proofreading, filing, sorting and handling incoming and outgoing mail
- Managed electronic records database and handled all file requests
- Reduced overhead by taking on more responsibility with creative and administrative projects
- Cataloged and managed department records and files for prompt and efficient retrieval
- Coordinated, scheduled and arranged meeting and travel calendars, including business and social events
- Input all documents into records management system
- Coordinated office inventory by restocking supplies and placing purchase orders for 25 people
- Answered telephone inquiries from clients, vendors and public.
Personal Assistant
Private
03.2011 - 03.2015
- Oversaw personal and professional calendars and coordinated appointments for future events
- Maintained appropriate filing of personal and professional documentation
- Provided general administrative support including scheduling meetings, making travel arrangements and managing documentation
- Answered phone calls and addressed customer questions and concerns to promote satisfaction and continued business
- Displayed absolute discretion at handling confidential information
- Kept detailed track of household and maintenance inventory and schedules
- Served as point of contact between clients and managerial staff
- Coordinated international and domestic travel logistics including flight itineraries, hotel reservations and car services
- Experienced with productivity tools such as Slack, Zoom, Google Docs and Sheets, ClickUp and Asana
- Handled incoming mail, bills and invoices and completed appropriate actions
- Entrusted to handle confidential and sensitive situations in professional matter
- Maintained entire family's schedule and organized events
- Facilitated transportation to and from appointments
- Completed household tasks by assisting with laundry, light housekeeping and grocery shopping
Education
Bachelor of Arts: Criminal Justice -
Kaplan University
Online02.2013
Associate of Arts: Criminal Justice -
Long Beach City College
Long Beach, CA01.2009
High School Diploma -
Millikan High School
Long Beach, CA06.2007
Skills
- Commissioned Notary Public (California)
- Payroll Processing & Compliance (ACH/Wire, Per Diem, Multi-State)
- Accounts Payable / Accounts Receivable Management
- Reconciliation (AMEX, Expense Reports)
- QuickBooks: Data Entry, Reporting & Reconciliation
- Financial Reporting & Spreadsheet Tracking (Excel proficiency)
- Vendor & Client Relations / Collections
- Invoice Management & Documentation Control
- Travel & Event Coordination (Domestic & International)
- Executive & Administrative Support (confidential correspondence, scheduling)
- Office & Supply Management / Mail & Shipping Oversight
- Strategic Planning & Process Improvement
Additional Skills
- Photographer
- Adobe Photoshop & Lightroom proficiency
Work Availability
monday
tuesday
wednesday
thursday
friday
saturday
sunday
morning
afternoon
evening
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Quote
There is a powerful driving force inside every human being that, once unleashed, can make any vision, dream, or desire a reality.
Tony Robbins
Timeline
Executive Assistant / Accounting Clerk
United Industries Group
07.2024 - Current
Executive Assistant /Accounting Specialist
United Industries Group
06.2024 - Current
Executive Administrative Assistant
Image Options
06.2022 - 06.2024
Disclosures Specialist
Balanced Processing Solutions
08.2020 - 04.2022
Office Assistant
Transportation Corridor Agencies
03.2019 - 08.2020
Administrative Assistant
Vaco Orange County
11.2018 - 03.2019
Executive Assistant
YH Advisors
04.2018 - 11.2018
Senior Executive Assistant
American Funding
02.2016 - 03.2018
Administrative Assistant
Absolute Maintenance & Consulting
08.2015 - 01.2016
Personal Assistant
Private
03.2011 - 03.2015
Bachelor of Arts: Criminal Justice -
Kaplan University
Associate of Arts: Criminal Justice -
Long Beach City College
High School Diploma -
Millikan High School