Carla Perez
Dumfries,VA
Summary
Executive Assistant skilled at offering high-level administrative support to senior-level staff. Expert in travel management, expense tracking and schedule coordination. Expertly assists executive team using exceptional communication and organizational skills.
Overview
13
13
years of professional experience
Work History
Executive Assistant to the Chief Executive Officer
IGF Management Inc
03.2013 - 09.2023
- Developed and maintained automated alert systems for important deadline for 21 business locations.
- Booked airfare, hotel, and ground transportation to coordinate office travel.
- Contributed to smooth business operations by planning and organizing meetings, conferences and training sessions.
- Updated spreadsheets and databases to track, analyze, and report on performance and sales data.
- Conducted research and analyzed data to provide detailed reports on various business topics.
- Implemented efficient document control systems that ensured timely updating and archiving of important records.
- Maintained confidentiality by handling sensitive information with discretion and professionalism.
- Updated and maintained confidential databases and records for 1200+ employees.
- Screened calls and emails and initiated actions to respond or direct messages for managers.
- Screened personal and business calls and directed to appropriate party.
- Assisted in budget management by monitoring expenditures, processing expense reports, and reconciling accounts for executive office.
- Boosted morale with event planning and coordination of company-wide functions, celebrations, or gatherings.
- Created and managed office systems to efficiently deal with documentation for 8 separate departments.
- Promoted team productivity by keeping supplies organized and well-stocked.
- Increased meeting effectiveness with detailed preparation of agendas, materials, and minutes.
- Supported decision-making processes by compiling research data and presenting findings to CEO.
- Reduced expenses through effective negotiation of vendor contracts for office supplies and services.
- Facilitated training and onboarding for incoming office staff.
- Optimized scheduling efficiency by coordinating meetings, appointments, and travel arrangements for CEO.
- Took notes and dictation at meetings.
- Filed paperwork and organized computer-based information.
- Answered high volume of phone calls and email inquiries.
- Worked with senior management to initiate new projects and assist in various processes.
- Created expense reports, budgets, and filing systems for management team.
- Identified issues, analyzed information and provided solutions to problems.
Office Manager
IGF Management, Inc
06.2010 - 02.2013
- Defined clear targets and objectives and communicated to other team members.
- Improved staffing during busy periods by creating employee schedules and monitoring call-outs.
- Maintained accurate financial records by reconciling accounts payable/receivable transactions regularly to ensure balanced budgets.
- Coached new hires on company processes while managing employees to achieve maximum production.
- Reported to senior management on organizational performance and progress toward goals.
- Used industry expertise, customer service skills and analytical nature to resolve customer concerns and promote loyalty.
- Conducted regular inventory assessments of office supplies, ordering necessary items proactively to prevent stock shortages.
- Maintained computer and physical filing systems.
- Evaluated employee records and productivity and submitted evaluation reports.
- Developed comprehensive policy manuals outlining procedures and guidelines, contributing to a well-organized workplace culture.
- Evaluated employee performance and conveyed constructive feedback to improve skills.
- Reduced waste and pursued revenue development strategies to keep department aligned with sales and profit targets.
- Managed vendor relationships, negotiating contracts for cost savings while maintaining high-quality services.
- Delivered performance reviews, recommending additional training or advancements.
- Leveraged data and analytics to make informed decisions and drive business improvements.
- Developed and maintained successful relationships with vendors, suppliers and contractors.
- Established workflow processes, monitored daily productivity, and implemented modifications to improve overall performance of personnel.
- Oversaw facility maintenance requests, coordinating with building management to address repairs or improvements efficiently.
- Recruited, interviewed and hired employees and implemented mentoring program to promote positive feedback and engagement.
- Controlled finances to lower costs and keep business operating within budget.
- Updated reports, managed accounts, and generated reports for company database.
- Managed compliance to keep organization operating within legal and regulatory guidelines.
- Facilitated smooth communication between departments, addressing concerns promptly to maintain harmonious work relationships.
- Contributed to workplace safety by ensuring compliance with established emergency protocols and conducting regular equipment inspections.
- Served as a liaison between upper management and staff members, facilitating open channels of communication to address concerns or issues promptly.
- Self-motivated, with a strong sense of personal responsibility.
Education
Associate of Science - Accounting
Colorado Technical University
Colorado Springs, CO12.2023
GED -
University of The State of New York
Albany, NY08.2005
Skills
- Calendar and Scheduling Software
- Team Leadership
- Documentation and Recordkeeping
- Document Preparation
- Budget Preparation
- Office Administration
- Legal administrative support
- Policy Enforcement
- Advanced MS Office Suite
- Travel Arrangements
- Supply Ordering
- Executive Schedule Management
- Compensation and benefits
- Human Resources Management (HRM)
Timeline
Executive Assistant to the Chief Executive Officer
IGF Management Inc
03.2013 - 09.2023
Office Manager
IGF Management, Inc
06.2010 - 02.2013
Associate of Science - Accounting
Colorado Technical University
GED -
University of The State of New York
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