Colby Bakke
Los Angeles,CA
Summary
Dynamic executive administrative professional with extensive experience at the City of Santa Monica, excelling in calendar management and project coordination. Proven track record in enhancing customer service and streamlining operations, while effectively managing confidential records and communications. Adept at fostering relationships and driving successful outcomes in fast-paced environments.
Overview
21
21
years of professional experience
Work History
EXECUTIVE ADMINISTRATIVE ASSIST. TO THE DIRECTOR OF RECREATION & ARTS
CITY OF SANTA MONICA
01.2023 - Current
- Scheduling and arranging appointments, meetings and travel plans for Department Head and other staff members.
- Executed routine and complex clerical and technical tasks, providing confidential support to Department Head and executive management.
- Represents the Department Head at meetings, as required. Authorized to sign the Department Head's name on documents, as assigned. Makes recommendations to Department Head regarding office administration.
- Collecting and compiling data; preparing and processing forms, records and reports; developing presentation materials; and preparing various written materials for publishing and storage in electronic formats.
- Approved purchases, purchase orders, and department invoices for payment and assignment of account numbers.
- Facilitated group meetings to enhance customer service and user experience by gathering feedback and implementing actionable recommendations.
- Assists with City room reservations for all park and Community Room locations.
ADMINISTRATIVE STAFF ASSISTANT TO THE CITY MANAGER'S OFFICE
CITY OF SANTA MONICA
01.2018 - 01.2023
- Scheduling and arranging appointments, meetings, and travel plans for City Manager Office staff (office of 6 executives and supporting staff).
- Performing routine and complex clerical and technical work and confidential support duties for the City Manager's Office.
- Processed invoices for payment and monthly bills for the City Manager and Council Offices.
- Facilitated and managed filming permit requests for City Hall, ensuring compliance with city regulations.
- Served as liaison to departments and community organizations regarding parking permits, mobility/transportation requests, council office requests, and other assigned duties.
- Collected and compiled data; prepared and processed forms, records, and reports; developed presentation materials; and organized various written materials for publishing and electronic storage.
- Assisting the Communications team with events, social media needs and other duties assigned.
- Organized staff events and meetings for the office and City Hall, enhancing team collaboration and communication.
- Acting member of the EOC during 2020-2021.
EXECUTIVE ADMINISTRATIVE ASST. TO THE DIRECTOR OF HUMAN RESOURCES
CITY OF SANTA MONICA
12.2016 - 12.2017
- Scheduling and arranging appointments, meetings and travel plans for Department Head and other staff members. Assisting Department Head with various time management issues.
- Executed routine and complex clerical and technical tasks, providing confidential support for Department Head and executive management.
- Collected and compiled data, prepared forms, records, and reports, and developed presentation materials for effective communication and documentation.
- Approved purchases, purchase orders, and department invoices for payment and assignment of account numbers.
- Represented the Department Head at meetings and signed documents on their behalf.
PROPERTY & HOUSE MANAGER/PERSONAL ASSISTANT
B. FAMILY & RENTAL PROPERTIES
09.2014 - 08.2016
- Acted as the primary contact for employers with vendors, cleaning staff, gardeners, childcare, and accountant, facilitating effective communication and service delivery.
- Managed schedules and coordinated domestic and international travel arrangements, collaborating daily with employers' office staff to ensure seamless operations.
- Maintained high occupancy rates for vacation rentals by implementing effective marketing strategies.
- Managed social media accounts, Airbnb marketing, and leasing for rentals.
- Planned and coordinated events supporting non-profits and charities, enhancing community engagement for the owners.
OFFICE MANAGER/EXECUTIVE ASSISTANT TO OWNER
THE ACTORS COMPANY
03.2012 - 04.2014
- Spearheaded increasing rentals of 3 on-site theaters by 42%.
- Developed monthly schedules, oversaw sales/invoicing, and ensured smooth daily operations of office and rentals.
- Trained and supervised office staff and interns to support operational efficiency.
- Oversaw Voiceover Program operations and established connections with industry professionals.
- Coordinated social media and marketing efforts, collaborating with web master to enhance website updates for better SEO.
- Oversaw referral program implementation and tracked participant engagement.
- Created seasonal panel series with entertainment industry professionals, both at The Actors Company and abroad (UK and Norway).
- Coordinated international travel arrangements.
ACADEMIC ADVISOR/INTERNATIONAL STUDENT ADVISOR
THE ART INSTITUTE
06.2006 - 02.2012
- Advised and managed over 500 students throughout admissions and graduation, ensuring timely progression and support.
- Maintained detailed records for all international students and served as the primary contact for students, staff, and third parties regarding the international program.
- Managed student records in SEVIS database, issued I-20s, and facilitated VISA processes, aiding students and staff through admissions and post-graduation employment.
- Developed and implemented marketing and admissions materials, Open House presentations, and social media campaigns, enhancing visibility of the International Program.
- Created and presented quarterly orientation presentations to incoming students and parents about Student Success.
- Created and presented information for staff concerning policies and regulations affecting International Students, and the school's ability to sponsor international students.
- Coordinated the campus involvement and presented information about the Company's exchange program.
- Assisted 3 Department Chairs, the Dean, and the Director of Advising.
- Coordinated school's graduation and reception for 800 graduates, faculty, staff, and guests attending.
CASE MANAGER
GROWING GENERATIONS
01.2005 - 12.2005
- Managed 50+ confidential case records, ensuring compliance with privacy regulations.
- Supported President and Director of Case Management by maintaining detailed records and facilitating communication among surrogates, donors, intended parents, legal staff, and medical professionals.
- Coordinated biannual retreats and events for surrogates and intended parents to foster community and support.
Education
Bachelor of Arts - MEDIA RELATIONS
UNIVERSITY OF WASHINGTON
Seattle, WA12-2001
Skills
- Project management
- Schedule management
- Travel management
- Data management
- Record management
- Financial Reporting
- Client service
- Call management
- Presentation Preparation
- Content Creation
- Market research
- Social media management
- Sector experience
Timeline
EXECUTIVE ADMINISTRATIVE ASSIST. TO THE DIRECTOR OF RECREATION & ARTS
CITY OF SANTA MONICA
01.2023 - Current
ADMINISTRATIVE STAFF ASSISTANT TO THE CITY MANAGER'S OFFICE
CITY OF SANTA MONICA
01.2018 - 01.2023
EXECUTIVE ADMINISTRATIVE ASST. TO THE DIRECTOR OF HUMAN RESOURCES
CITY OF SANTA MONICA
12.2016 - 12.2017
PROPERTY & HOUSE MANAGER/PERSONAL ASSISTANT
B. FAMILY & RENTAL PROPERTIES
09.2014 - 08.2016
OFFICE MANAGER/EXECUTIVE ASSISTANT TO OWNER
THE ACTORS COMPANY
03.2012 - 04.2014
ACADEMIC ADVISOR/INTERNATIONAL STUDENT ADVISOR
THE ART INSTITUTE
06.2006 - 02.2012
CASE MANAGER
GROWING GENERATIONS
01.2005 - 12.2005
Bachelor of Arts - MEDIA RELATIONS
UNIVERSITY OF WASHINGTON