Erica Vuillemin
Newport Beach,CA
Summary
Proactive and self-motivated Assistant with extensive experience providing high-level support. Known for exceptional organizational skills, strategic planning, and the ability to manage complex schedules, coordinate travel, and oversee administrative tasks. Proven track record of enhancing workflow efficiency in fast-paced environments. Strong verbal and written communication skills, dedicated to relieving busy professionals by managing essential tasks.
Overview
25
25
years of professional experience
Work History
Athlete Coordinator
IMG Academy
08.2024 - Current
- Delivered high-level administrative support by anticipating team needs and proactively resolving issues.
- Executed research tasks, compiled findings into reports, and ensured accuracy of data.
- Responded to and tracked customer inquiries using Salesforce CRM to ensure timely follow-up and resolution.
- Prepared and submitted detailed expense reports using SAP Concur in compliance with company policies.
- Contributed to the success of the team by consistently meeting or exceeding personal goals and expectations.
Assistant to the President & Head of HR
Pole Position Raceway
01.2020 - 01.2023
- Oversaw end-to-end hiring, onboarding, and termination processes, ensuring compliance with company policies and accurate documentation. Proficient in Salesforce, Microsoft Office, and Paycor.
- Streamlined communication by managing correspondence between the President''s office and various departments.
- Implemented a digital filing system, improving document accessibility and efficiency.
- Led risk management efforts by handling accident reports and addressing potential legal issues; collaborated with insurance and legal teams to reduce company liability.
- Organized annual charity events, enhancing company community engagement.
Executive Assistant
Springs Charter School
01.2016 - 04.2019
- Conducted internal audits, validated contracts, and maintained accurate data records for reporting and compliance purposes.
- Oversaw email communications, processed purchase orders, and ensured timely information flow across departments.
- Improved office efficiency by implementing new filing systems and document management processes.
- Handled end-to-end invoice processing and payroll reporting, ensuring timely payments and correct account coding. Administered board member stipends and accurately coded expenses to corresponding school budget lines.
- Handled confidential and sensitive information with discretion and tact.
- Processed travel expenses and reimbursements for executive team and senior management group.
Executive Assistant to President of Global Touring
Nitro Circus Live Tour
01.2012 - 01.2016
- Oversaw all aspects of launching the North American Headquarters, including planning, execution, and cross-functional collaboration.
- Analyzed weather patterns, market trends, ticket sales, and demographic data to optimize tour routing, boost ticket revenue, and increase audience engagement.
- Managed event details and VIP coordination, delivering high-profile events with seamless execution and high guest satisfaction.
- Created and maintained Excel spreadsheets and PowerPoint presentations to support weekly meetings and decision-making.
- Handled office operations, including scheduling, filing, and communication, improving efficiency in administrative processes.
- Managed the full lifecycle of visa applications and immigration procedures, supporting international employees and ensuring compliance.
- Managed executive calendars, scheduling meetings and appointments and coordinating travel arrangements to optimize time.
Executive Personal Assistant
HNW Professional Athletes
01.2000 - 01.2012
- Coordinated travel arrangements. Assisted with visa renewals and immigration attorneys.
- Supported financial management processes by assisting with budget planning and expense tracking.
- Arranged domestic and international travel plans and itineraries.
- Directed the creation and sales of website merchandise, boosting brand presence and increasing revenue. Managed end-to-end order processing and shipping logistics.
- Cultivated strategic partnerships with sponsors, enhancing athlete marketability and elevating their professional presence in the competitive sports industry.
- Organized and managed engaging fan contests and charity events, significantly improving public relations and audience engagement.
Education
Business Administration
Robert Morris University
Skills
- Sales Force
- Concur
- Microsoft Office
- Calendar Management
- Self-discipline
- Strong work ethic
Timeline
Athlete Coordinator
IMG Academy
08.2024 - Current
Assistant to the President & Head of HR
Pole Position Raceway
01.2020 - 01.2023
Executive Assistant
Springs Charter School
01.2016 - 04.2019
Executive Assistant to President of Global Touring
Nitro Circus Live Tour
01.2012 - 01.2016
Executive Personal Assistant
HNW Professional Athletes
01.2000 - 01.2012
Business Administration
Robert Morris University
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