Summary
Overview
Work History
Education
Skills
Certification
Awards
Timeline
Generic

Cindy Vargas

Summary

Professional administrative with strong background in executive support, adept at managing complex schedules, coordinating meetings, and handling confidential information. Highly skilled in communication, organization, and problem-solving, ensuring seamless office operations. Focused on team collaboration and achieving results, adapting flexibly to changing needs and priorities. Dependable and resourceful, consistently delivering high-quality outcomes.

Overview

11
11
years of professional experience
1
1
Certification

Work History

Executive Assistant

Ace Parking
06.2022 - Current
  • Manage executive calendars, schedule meetings, and coordinate travel (domestic and international).
  • Coordinate domestic travels for executive team at corporate office and out of state.
  • Handled payroll processing tasks accurately while maintaining strict adherence to deadlines for timely payments.
  • Contributed to development of internal policies and procedures, enhancing organizational effectiveness and compliance.
  • Fostered positive work environment, organizing team-building activities and events.
  • Prioritize and screen emails, calls, and correspondence on behalf of the Executive Chairman/Owner.
  • Draft, edit, and proofread confidential memos, reports, and presentations.
  • Support strategic initiatives and coordinate across departments at the executive level.
  • Conduct research and compile briefings or executive summaries for decision-making.
  • Assist with confidential projects.
  • Handle sensitive HR, legal, or financial documents with discretion and accuracy.
  • Coordinate personal appointments, events, and family logistics as requested.
  • Manage personal travel, gifting, reservations, and vendor relationships.
  • Help manage special projects and high-level priorities across departments and executives committees.
  • Coordinate with legal, finance, and PR teams on time-sensitive initiatives.
  • Handled confidential and sensitive information with discretion and tact.
  • Ensure smooth communication and alignment between the Chairman/Owner and key staff.
  • Anticipate needs and act with initiative, diplomacy, and confidentiality.
  • Maintained confidentiality with sensitive documents, ensuring proper storage and distribution as needed.
  • Collaborated on special projects to improve overall business operations within the organization efficiently.
  • Aided in the recruitment process by screening resumes, scheduling interviews, and assisting with candidate selection.
  • Contributed to budget management by monitoring expenses and providing detailed expenditure reports regularly.
  • Updated spreadsheets and databases to track, analyze, and report on company events.
  • Developed strong relationships with vendors leading to improved contract terms resulting in cost savings for the company.
  • Managed mail and both incoming and outgoing correspondence, mail, email and faxes.
  • Wrote reports, executive summaries and newsletters.
  • Volunteered to help with special projects of varying degrees of complexity.
  • Took notes and dictation at meetings.
  • Handled logistics, catering, agendas and travel arrangements for meeting and event planning for board of directors, president and executive vice president.
  • Filed paperwork and organized computer-based information.
  • Enabled timely project completion by coordinating resources and timelines across multiple departments.
  • Maintained strict confidentiality of sensitive information, upholding company's privacy policies and ethical standards.

Administrative Assistant to the Operations Manager

ObjectSecurity LLC
02.2022 - 06.2022
  • Served as primary point of contact for facilitating operational and administrative inquiries.
  • Monitored and coordinated venue reservations and travel arrangements, facilitating meetings and events.
  • Coordinated travel arrangements and reconciliation of expense reports.
  • Screened incoming telephone calls, routing to appropriate personnel.
  • Maintained files and filing, keeping sensitive information confidential.
  • Resolved issues, escalating major conflicts and concerns to appropriate personnel.
  • Maintained calendars and schedules to set appointments for management team.
  • Prepared offer letters, reports, and team emails.
  • Registered company with Department of Labor and Unemployment Tax Insurance for all new employees outside of California using FEIN and NAICS Code.
  • Scheduled and facilitated interviews.
  • Delivered presentations to new hires.
  • Edit and delivered offers letters, employment contracts and confidentiality agreements.
  • Onboard/Offboard Employees to GUSTO HRIS and UNANET (Timesheets).
  • Managed 10 Interns. Delegated their tasks and deadlines.
  • Supported Software Engineers with ideas and organized their meetings with Interns.
  • Provided and supported structure to Company's Internship Program.
  • Used Microsoft Office Suite to create and revise documents and presentations.

Firearm Assistant and Data Entry Clerk

Glockstore
02.2017 - 02.2022
  • Compared data with source documents and re-entered in verification format to detect errors.
  • Located and corrected data entry errors with thorough verification methods.
  • Trained new team members in company policies and established work processes.
  • Prioritized competing tasks to meet high-volume targets.
  • Reviewed source documents to locate and enter data in specific data fields.
  • Responded quickly to meet customer needs and resolve problems.
  • Reviewed and filed customer's DROS and 4473's in confidential manner.
  • Acquired all firearms serial numbers to the company's boundbook and collected all proper documentations.
  • Conducted transfers to licensed dealers and store locations.
  • Disposed firearms back to customer by following ATF regulations.
  • Responded to ATF live traces.
  • Conducted monthly audits with excel spreadsheets.
  • Responsible for scanning and faxing paperwork into computer files.
  • Processed and billed Invoices.
  • Contacted vendors regarding purchase orders.
  • Facilitated and team meetings. Reviewed monthly team goals.
  • Demonstrated ability to manage multiple tasks while remaining adaptable and flexible.
  • Employee of the Month August 2021 at Glockstore

Hostess

Tilted Kilt
05.2016 - 01.2017
  • Remedied guest complaints and escalated serious issues to restaurant manager for prompt resolution.
  • Observed food handling and sanitation requirements to reduce risks.
  • Delivered and refilled beverages and addressed requests for extra condiments and place settings.
  • Conversed with members and guests in outgoing and friendly manner.
  • Observed guest needs throughout dining experience, driving high-quality service.
  • Distributed, collected and organized printed menus.
  • Supported servers and bussers through high-volume shifts with food running and table clearing.
  • Presented positive first impression of establishment's high standards by delivering exceptional service.
  • Answered phone calls to take reservations and address guest questions and concerns.

Merchandiser Clerk and Sales Associate

Fry's Electronics
05.2015 - 08.2016
  • Drove customer service through integrity of merchandising and accuracy of store pricing and signage.
  • Maintained product rotation by checking expiry dates or damage.
  • Reviewed customer feedback for predicting sales trends and seasonal stock demand.
  • Used hand trucks and pallet jacks for maneuvering products throughout store.
  • Requisitioned and stored shipping materials and supplies to maintain inventory.
  • Prepared work orders, bills of lading and shipping orders to route materials.
  • Packed, sealed, labeled and affixed postage to prepare materials for shipping.

Team Member

Toys R Us
07.2014 - 05.2016
  • Corrected order and product mistakes by assisting customers with returns and refunds.
  • Notified supervisors of item shortages and organized materials in appropriate locations.
  • Collaborated with other employees to meet sales targets and deadlines.
  • Assisted new employees during training sessions.
  • Stocked shelves according to planograms and faced merchandise for visibility.
  • Greeted customers and answered questions regarding products and promotions.
  • Canceled orders based on customer requests, inventory or delivery problems.

Education

High School Diploma -

The Charter School of San Diego
04.2014

Skills

  • Multitasking and Time Management
  • Administrative Management
  • Strong Organizational Skills
  • Confidentiality and Data Protection
  • Supply Inventory Control
  • Bilingual in Spanish and English
  • Order Placement
  • Timeline Planning and Management
  • Administrative and Clerical Support
  • Data Entry Documentation
  • Back Office Operations
  • HR Policies
  • Personnel Documentation Verification
  • Termination Procedures
  • Disciplining Employees
  • Resume Screening
  • Microsoft Office: Excel, Word, PowerPoint and Teams
  • NetSuite
  • Google Workspace
  • Zoom and Calendly
  • Executive support
  • Administrative support
  • Office management
  • Strong problem solver

Certification

State of California Department of Justice Bureau of Firearms (COE) licensed #47056

Awards

Employee of the Month August 2021 at Glockstore

Timeline

Executive Assistant

Ace Parking
06.2022 - Current

Administrative Assistant to the Operations Manager

ObjectSecurity LLC
02.2022 - 06.2022

Firearm Assistant and Data Entry Clerk

Glockstore
02.2017 - 02.2022

Hostess

Tilted Kilt
05.2016 - 01.2017

Merchandiser Clerk and Sales Associate

Fry's Electronics
05.2015 - 08.2016

Team Member

Toys R Us
07.2014 - 05.2016

High School Diploma -

The Charter School of San Diego

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Cindy Vargas