Hi, I’m
Fabiola Castillo
Virtual Executive Assistant
Oakley,CA
"Success is not final, failure is not fatal: It is the courage to continue that counts."
Winston Churchill
Summary
Bilingual (English/Spanish) Executive Assistant and Virtual Executive Assistant with 15+ years of experience providing high-level administrative support to C-level executives, senior leadership, and small business owners across corporate, nonprofit, legal, and remote environments. Proven expertise in calendar and inbox management, meeting and event coordination, travel planning, document management, vendor coordination, and bookkeeping. Recognized for streamlining workflows, enhancing operational efficiency, maintaining strict confidentiality, and fostering productive relationships with diverse internal and external stakeholders. Adept at leveraging tools such as Google Workspace, Microsoft Office Suite, and project management platforms (ClickUp, Asana, Trello) to deliver exceptional executive-level support.
Overview
14
years of professional experience
Work History
C.o.p.e. Family Support Center
Executive Assistant to the Chief Executive Officer
07.2025 - Current
Job overview
- Provide high-level administrative and strategic support to the CEO and senior leadership, optimizing workflows, communications, and scheduling priorities.
- Manage complex calendars, coordinate meetings, prepare agendas/reports, and follow up on action items.
- Supervise and mentor two Reception/Data Entry Clerks, ensuring front-office efficiency and service quality.
- Coordinate leadership travel, event logistics, and cross-departmental initiatives.
- Oversee office operations, vendor relations, and process improvements.
- Maintain confidentiality and handle sensitive communications in compliance with protocols.
- Created expense reports, budgets, and filing systems for management team.
- Assisted in preparation and processing of payroll to facilitate prompt staff payments.
- Managed, developed and trained staff, established and monitored goals, conducted performance reviews and administered salaries for staff.
- Provided backup to the front desk to step in to assist with various tasks whenever the employee was absent or at lunch.
Cisco Systems, Inc.
Administrative Assistant
02.2022 - 11.2024
Job overview
- Supported senior leadership with complex calendar management, meeting coordination, and travel arrangements.
- Coordinated WebEx/Telepresence technology for seamless meeting execution.
- Processed domestic/international travel itineraries and expense reports in compliance with policies.
- Prepared briefing materials, meeting notes, and follow-up action lists.
- Conducted research and data analysis to support strategic projects.
- Maintained professionalism and discretion in handling sensitive matters.
- Volunteered to help with special projects of varying degrees of complexity.
- Assisted coworkers and staff members with special tasks on daily basis.
Chamberlain Group Inc
Office Administrator III
04.2021 - 04.2023
Job overview
- Managed calendars, travel, meetings, and reports for leadership and cross-functional teams.
- Oversaw daily office operations, call management, and visitor reception.
- Processed invoices, tracked expenses, and assisted with budget documentation.
- Supported onboarding for new hires and HR-related administrative tasks.
- Implemented process improvements and automation to streamline workflows.
- Coordinated communications, financial processing, registration, recordkeeping, and other administrative functions.
- Tracked office supplies and restocked low items to keep team members on-task and productive.
Decorative Plumbing Supply
Office and Sales Assistant
01.2019 - 02.2022
Job overview
- Delivered customer service and product recommendations.
- Processed cash, check, and credit transactions; maintained records in QuickBooks.
- Managed incoming calls, mail, and deliveries to ensure efficient communication.
- Organized front-office functions and maintained orderly workflows.
- Assisted customers with prompt and polite support in-person and via telephone.
- Remained calm and poised in high-stress, dynamic environment to promote service to customers and staff.
Innovium, Inc
Office Administrator, Executive Assistant
04.2015 - 12.2018
Job overview
- Provided executive support to the CEO and Senior Director of Finance & Administration.
- Managed complex executive calendars, meetings, and confidential communications.
- Coordinated domestic/international travel, including detailed itineraries.
- Organized management meetings and quarterly “All Hands” events.
- Assisted finance with purchase orders, invoicing, petty cash, and supplies.
- Reconciled account files and produced monthly reports.
- Maintained electronic and paper filing systems for easy retrieval of information.
Immigration and Family Law
Administrative Legal Assistant
07.2011 - 12.2015
Job overview
- Prepared legal documents for immigration and family law cases, ensuring compliance with deadlines.
- Managed attorney calendars, scheduled appointments, and tracked case progress.
- Served as interpreter/translator for Spanish-speaking clients.
- Drafted and served legal documents; coordinated with agencies and counsel.
- Maintained case files, performed transcription, and managed general office duties.
- Completed data entry of legal documents into electronic filing systems.
Education
West Valley CollegeSaratoga, CA
Associate of Science from Paralegal
05-2012
University Overview
- Awarded Certificate of Achievement
Milpitas High SchoolMilpitas, CA
High School Diploma
06-2005
Skills
Administrative & Executive Support
- Complex Calendar Management (multi-time zone)
- Email & Inbox Organization
- Meeting Coordination & Minutes
- Travel Planning & Expense Reporting
- Document Preparation & Editing
- Confidential Records Management
Customer Service & Communication
- Client & Stakeholder Relations
- Professional Correspondence
- Bilingual: English & Spanish
Bookkeeping & Office Operations
- Invoicing & Expense Tracking
- QuickBooks, FreshBooks, Wave, Xero (basic)
- Vendor Management & Purchasing
Tools & Technology
- Microsoft Office Suite Google Workspace iCal Keynote Numbers Pages Slack
- Project Management: ClickUp, Asana, Trello
- CRMs: HubSpot, Salesforce (basic)
- Web Conferencing: Zoom, WebEx, Microsoft Teams
- Canva & Adobe Acrobat
Soft Skills
- Highly Organized & Detail-Oriented
- Proactive & Resourceful
- Adaptable in Fast-Paced Environments
- Strong Written & Verbal Communication
Accomplishments
- Successfully managed CEO- and Director-level calendars across departments, time zones, and high-priority initiatives.
- Coordinated high-level meetings, leadership travel, and company-wide events (including “All Hands”) for in-person and hybrid formats.
- Delivered confidential, analytical, and logistical support to executives, improving decision-making efficiency.
- Streamlined administrative workflows, travel planning, and document management across multiple countries.
- Supervised and developed front-office/admin teams, improving communication protocols and service delivery.
- Managed sensitive legal, finance, and compliance documentation with strict confidentiality.
- Provided remote executive and small-business support, including virtual meeting coordination, branded document creation, and bookkeeping assistance.
Timeline
Executive Assistant to the Chief Executive Officer
C.o.p.e. Family Support Center
07.2025 - Current
Administrative Assistant
Cisco Systems, Inc.
02.2022 - 11.2024
Office Administrator III
Chamberlain Group Inc
04.2021 - 04.2023
Office and Sales Assistant
Decorative Plumbing Supply
01.2019 - 02.2022
Office Administrator, Executive Assistant
Innovium, Inc
04.2015 - 12.2018
Administrative Legal Assistant
Immigration and Family Law
07.2011 - 12.2015
West Valley College
Associate of Science from Paralegal
Milpitas High School
High School Diploma
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