Dana Palos
Chino,CA
Summary
Experienced executive administrative assistant with over 13 years of dedicated service to the SVP of Operations, VP of Operations, Controller, and various team members within the CRST organization. Possess extensive organizational, analytical, and communicative skills, thriving in fast-paced environments with new challenges. Proven track record of excellence in time management, multitasking, and maintaining high accuracy and thoroughness under deadlines. Proficient typist at 135 WPM with advanced skills in Microsoft Teams, Office suites, Zoom, and other remote tools.
Overview
13
13
years of professional experience
Work History
EXECUTIVE ADMINSTRATIVE ASSISTANT
Gardner Trucking Inc. (acquired by CRST The Transportation Solution, Inc., 2016)
08.2012 - Current
- 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.
- Responded to emails and other correspondence to facilitate communication and enhance business processes.
- Handled scheduling for executive's calendar and prepared meeting agenda and materials.
- Reviewed incoming communications for urgency or importance; prioritized correspondence accordingly for executive review or action.
- Managed budgets and expenses, maintaining financial records for accurate reporting and analysis.
- Gathered documents, and data, and formulated analytics to prepare issues for discussion and reports for review.
- Organized and updated schedules for executives.
- Organized travel arrangements, ensuring smooth transitions for executives during business trips.
- Supported human resources initiatives by coordinating interviews and assisting with new hire orientations.
- Updated spreadsheets and created presentations to support executives and boost team productivity.
- Used software to coordinate meetings, appointments, and tasks for senior executives.
- Increased productivity with the implementation of digital tools for document management and collaboration.
- Conducted research on industry trends, providing valuable insights to support strategic decision-making.
- Managed executive calendars, scheduling meetings and appointments and coordinating travel arrangements to optimize time.
- Organized and coordinated conferences and monthly meetings.
- Screened calls and emails and responded accordingly to support executive correspondence.
- Used advanced software to prepare documents, reports, and presentations.
- Supported business and hospitality needs of corporate partners and staff during meetings and company events.
- Conducted research and analyzed data to provide detailed reports on various business topics.
- Developed and maintained automated alert systems for important deadlines.
- Filed paperwork and organized computer-based information.
- Managed mail and both incoming and outgoing correspondence, mail, email, and faxes.
- Promoted team productivity by keeping supplies organized and well-stocked.
- Created and managed office systems to efficiently deal with documentation.
- Organized logistics and materials for each meeting and took detailed notes for later dissemination to key stakeholders.
- Used TruckMate and Crystal Reports to produce monthly invoices, reports, and other deliverables.
PRICING ANALYST
Gardner Trucking Inc. (acquired by CRST The Transportation Solution, Inc., 2016)
08.2011 - Current
- Assisted pricing manager in a supervisory capacity.
- Approved Pricing Coordinator time in UKG and delegated tasks.
- Updated Pricing Project Tracker daily.
- Compiled data for BID analysis and submitted reports.
- Distributed monthly Harmon Fuel Report internally and externally.
- Assisted with rating questions and trained new hires on TruckMate and LME.
- Uploaded rates and fuel in LME and maintained weekly FSC Exception List.
ACCOUNTS RECEIVABLE SPECIALIST
Gardner Trucking Inc.
07.2008 - 2011
- Invoice and Payment Management
- Follow up on overdue invoices to facilitate prompt payment from customers or clients.
- Record payments received and accurately update financial records.
- Reconcile payments with outstanding invoices to ensure accuracy in financial reporting.
- Build relationships with clients via email and phone.
- Verify bill rates, addresses, PO numbers, and details on all invoices.
- Mail/email invoices to clients.
- Research invoice discrepancies and inform the Payroll/ Billing team.
- Review Aging detail reports daily.
- Send past-due invoices and Aging reports.
- Assist in collection efforts when necessary to maintain accounts current.
- Keep the supervisor informed of troublesome accounts.
- Financial Reporting and Collaboration
- Generate reports on payment status, aging receivables, and other relevant metrics for management review.
- Collaborate with internal teams to resolve any payment discrepancies or issues effectively.
Education
High School Diploma -
South Hills High School
West Covina, CA01.1992
Skills
- TruckMate
- Expense Report
- Project Management
- Communication
- Data Management
- Event Planning & Scheduling
- Collections
- Organization
- Multitasking
- Pricing Analyst
- Concur, UKG, and LME
- Calendar Management
- Travel Arrangements
- Problem-Solving
- Microsoft Office Suite
References
References available upon request
Timeline
EXECUTIVE ADMINSTRATIVE ASSISTANT
Gardner Trucking Inc. (acquired by CRST The Transportation Solution, Inc., 2016)
08.2012 - Current
PRICING ANALYST
Gardner Trucking Inc. (acquired by CRST The Transportation Solution, Inc., 2016)
08.2011 - Current
ACCOUNTS RECEIVABLE SPECIALIST
Gardner Trucking Inc.
07.2008 - 2011
High School Diploma -
South Hills High School
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