Summary
Overview
Work History
Education
Skills
LANGUAGES
Timeline
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ANGIE PORTILLO

PITTSBURG,US

Summary

Experienced Office Manager with demonstrated expertise in office administration and team collaboration. Successfully managed operations at Foothill and Oak Grove Middle Schools. Proficient in QuickBooks, documentation, and event management. Focus on enhancing productivity, workplace morale, and streamlining operations for improved efficiency and accuracy. Skilled in managing daily operations, ensuring smooth workflows, and supporting team productivity. Knowledgeable in office software, scheduling, and resource allocation to drive operational success.

Overview

16
16
years of professional experience

Work History

Office Manager

Foothill middle school
08.2023 - 07.2024
  • Fostered a positive school environment by implementing effective communication strategies, enhancing staff collaboration and student engagement.
  • Streamlined office operations by organizing administrative processes, resulting in improved efficiency and reduced response times.
  • Analyzed scheduling conflicts and optimized resource allocation, leading to a noticeable increase in classroom utilization and satisfaction.
  • Maintained accurate records of student attendance and performance metrics, ensuring compliance with district guidelines and improving reporting accuracy.
  • Implemented a digital filing system to enhance document retrieval, significantly reducing time spent on administrative tasks and increasing productivity.
  • Provided exceptional customer service when addressing client inquiries or concerns via phone calls or email correspondence.
  • Handled sensitive information with discretion, maintaining confidentiality of company documents and personnel records.

Office Manager

Oak Grove middle school
01.2023 - 08.2023
  • Analyzed student attendance data to identify trends, enabling targeted interventions that improved overall attendance rates.
  • Maintained accurate financial records and executed monthly reconciliations, ensuring compliance with school budgeting standards.
  • Implemented efficient scheduling processes, enhancing daily operations and improving staff productivity across the office.
  • Coordinated team meetings and communication, fostering a supportive environment that encouraged shared problem-solving and innovation.
  • Maintained meticulous records of office supplies and expenditures, ensuring budget adherence and reducing unnecessary costs.
  • Demonstrated a proactive approach to office management, eagerly supporting team initiatives and enhancing workplace morale.
  • Maintained accurate financial records by reconciling accounts payable/receivable transactions regularly to ensure balanced budgets.
  • Oversaw office inventory activities by ordering and requisitions and stocking and shipment receiving.

Administrative Assistant

Planned Parenthood
02.2021 - 08.2021
  • Coordinated mail and maintained file systems, enhancing department efficiency.
  • Updated clinician schedules, ensuring accurate and timely data management.
  • Managed clinician documentation, maintaining a comprehensive skills database.
  • Scheduled meetings, organized agendas, and distributed minutes for seamless operations.
  • Supported front desk and handled inquiries, resolving issues promptly.
  • Managed scheduling, improving communication efficiency and office productivity.
  • Provided administrative support, enhancing team morale and service delivery.
  • Streamlined data entry, reducing errors and improving reporting accuracy.
  • Maintained filing systems, ensuring compliance and quick information access.
  • Analyzed workflows, implementing solutions for improved accuracy and efficiency.
  • Developed and maintained comprehensive filing systems, ensuring regulatory compliance and quick retrieval of essential documents.
  • Answered multi-line phone system, routing calls, delivering messages to staff and greeting visitors.
  • Maintained confidentiality of sensitive information by adhering to strict privacy policies and implementing secure filing systems.

Executive Administrative Assistant

City National Bank
04.2019 - 09.2020
  • Coordinated office logistics, enhancing team efficiency and communication.
  • Completed special projects, delivering timely and accurate results.
  • Drafted and proofread complex documents, ensuring confidentiality and precision.
  • Supported client teams, facilitating high-quality banking services.
  • Managed client transactions, maintaining seamless account operations.
  • Managed executive schedules and communications, enhancing operational efficiency and ensuring seamless daily operations.
  • Streamlined document management processes, facilitating quicker access to critical information and improving team productivity.
  • Coordinated cross-departmental meetings, fostering teamwork and driving project alignment across the organization.
  • Provided exceptional support to executives, maintaining a positive environment and demonstrating adaptability in fast-paced situations.
  • Orchestrated office logistics to enhance operational efficiency, resulting in noticeable improvements in team collaboration and productivity.
  • Provided exceptional support to executives, fostering a positive work environment while adapting to the fast-paced demands of the banking sector.
  • Handled administrative tasks such as expense report processing or invoice reconciliation efficiently; allowing executives to focus on high-priority responsibilities without distraction.
  • Maintained confidentiality when handling sensitive information, protecting company interests and employee privacy.

Executive Administrative Assistant

ClimateWorks Foundation
01.2018 - 11.2018
  • Managed complex scheduling for international meetings, enhancing coordination efficiency.
  • Composed sensitive communications, ensuring adherence to guidelines and confidentiality.
  • Maintained professional relationships with key funders, fostering trust and collaboration.
  • Coordinated events and special projects, leading to improved team prioritization.
  • Assisted in agenda development and follow-up, enhancing meeting productivity.
  • Streamlined office procedures, resulting in reduced turnaround times and improved overall workflow.
  • Maintained accurate records and managed schedules, ensuring seamless coordination of executive meetings and engagements.
  • Analyzed travel itineraries and budgets, optimizing costs while ensuring compliance with organizational policies.
  • Coordinated cross-departmental communications, strengthening relationships and enhancing project alignment across the organization.
  • Coordinated and booked airfare, hotel and ground transportation and prepared itinerary to facilitate successful trips.
  • Managed inventory levels for office supplies, reducing waste while guaranteeing availability when needed.

Administrative Assistant

ClimateWorks Foundation
01.2017 - 01.2018
  • Organized travel and logistics for Board members, enhancing meeting efficiency.
  • Compiled and edited Board meeting documents, ensuring accuracy and clarity.
  • Managed executive schedules, facilitating seamless coordination for CEO and VPs.
  • Maintained filing systems, improving document accessibility and organization.
  • Supported ad hoc projects, contributing to team success and operational goals.
  • Provided administrative support to senior management, ensuring seamless operations and fostering a collaborative work environment.
  • Organized and maintained filing systems, enhancing document retrieval efficiency and contributing to improved information management.
  • Coordinated scheduling and logistics for meetings, leading to reduced conflicts and maximized productivity for team members.
  • Executed data entry tasks with precision, ensuring accurate record-keeping and supporting compliance with organizational standards.
  • Assisted in the preparation of reports and presentations, effectively communicating key findings and recommendations to stakeholders.
  • Delivered excellent customer service through prompt responses to client inquiries, addressing concerns effectively, and building strong relationships.
  • Ensured accurate record-keeping with diligent data entry and database management for vital company information.
  • Maintained confidentiality of sensitive information by adhering to strict privacy policies and implementing secure filing systems.
  • Answered multi-line phone system, routing calls, delivering messages to staff and greeting visitors.

Office Manager

F.S. Landscape
04.2012 - 12.2016
  • Managed office operations, ensuring seamless workflow and efficient resource allocation.
  • Enhanced client satisfaction by streamlining communication and appointment scheduling.
  • Implemented effective filing systems, improving document retrieval speed and accuracy.
  • Trained and supervised clerical staff, fostering a collaborative and productive environment.
  • Coordinated events and meetings, achieving high attendance and positive feedback.
  • Streamlined office operations, enhancing workflow efficiency and achieving noticeable improvements in team productivity.
  • Maintained accurate financial records and executed monthly reconciliations, ensuring compliance and reducing discrepancies.
  • Coordinated communication between departments, fostering a collaborative environment that led to on-time project completions.
  • Analyzed office performance metrics, identifying areas for improvement and implementing strategies that yielded marked gains.
  • Provided mentorship to junior staff, cultivating a supportive atmosphere that encouraged professional growth and team cohesion.
  • Led office operations to enhance workflow and resource allocation, achieving substantial improvements in team productivity.

Notary Agent

Independent Contractor
03.2011 - 08.2016
  • Provided exceptional client service as a Notary Agent, ensuring clear communication and fostering trust with clients during document execution.
  • Executed over 500 notarizations, guaranteeing compliance with legal standards and enhancing client satisfaction through meticulous attention to detail.
  • Maintained accurate records of all notarizations, facilitating seamless audits and ensuring adherence to state regulations for document handling.
  • Reviewed legal documents for clarity and completeness, proactively identifying discrepancies to prevent delays and improve processing times.
  • Educated clients on the notarization process, empowering them to understand requirements and reducing confusion, leading to smoother transactions.
  • Reviewed legal documents for clarity, identifying discrepancies proactively, which led to smoother transactions and reduced delays.
  • Enhanced client satisfaction by efficiently managing loan signing appointments and providing clear explanations of documents.
  • Reduced errors in document processing by meticulously reviewing each document prior to obtaining signatures from parties involved.

Real Estate Agent

Coldwell Banker
06.2008 - 10.2016
  • Guided clients through property transactions, achieving a high rate of successful closings and strengthening client trust.
  • Developed targeted marketing strategies, enhancing property visibility and attracting potential buyers effectively.
  • Conducted market analysis to price listings competitively, resulting in quicker sales and increased market share.
  • Partnered with mortgage brokers and inspectors to streamline processes, ensuring timely transactions and client satisfaction.
  • Fostered strong client relationships through attentive service and effective communication, ensuring repeat business and referrals.
  • Negotiated contracts with clients, driving favorable terms and enhancing overall profitability of transactions.
  • Managed contracts, negotiations, and all aspects of sales to finalize purchases and exceed customer expectations.
  • Negotiated, facilitated, and managed real estate transactions.

Education

Real Estate -

Kaplan Professional Schools
06.2006

Notary Public - undefined

NNA
11.2008

Skills

  • Office administration expertise
  • Event coordination
  • Proficient in organization techniques
  • Efficient data input
  • File management expertise
  • Time management coordination
  • Employee onboarding and training
  • Expense management
  • Coordinating events
  • Operational facility management
  • Travel logistics management
  • Procedure enhancement
  • Project oversight

LANGUAGES

Spanish (Native).

Timeline

Office Manager

Foothill middle school
08.2023 - 07.2024

Office Manager

Oak Grove middle school
01.2023 - 08.2023

Administrative Assistant

Planned Parenthood
02.2021 - 08.2021

Executive Administrative Assistant

City National Bank
04.2019 - 09.2020

Executive Administrative Assistant

ClimateWorks Foundation
01.2018 - 11.2018

Administrative Assistant

ClimateWorks Foundation
01.2017 - 01.2018

Office Manager

F.S. Landscape
04.2012 - 12.2016

Notary Agent

Independent Contractor
03.2011 - 08.2016

Real Estate Agent

Coldwell Banker
06.2008 - 10.2016

Notary Public - undefined

NNA

Real Estate -

Kaplan Professional Schools

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ANGIE PORTILLO