Erika Rivas
Chief of Staff and Executive Assistant
Folsom,CA
Summary
Dynamic Administrative Professional with a decade of executive support expertise, specializing in cross-collaboration, employee engagement, and program management. Demonstrates excellence in event planning and team leadership with a proven track record of enhancing project efficiency. Proficient in Microsoft Office and Google Workspace, excels at fostering teamwork and managing complex schedules. Committed to driving departmental improvement and maintaining a positive work culture, both in-person and virtually, by consistently delivering high-quality performance.
Overview
16
16
years of professional experience
1
1
Certification
Work History
Chief of Staff
Axiom Advisors
Sacramento, CA
12.2024 - Current
- Provided comprehensive support to the CEO, enabling them to focus on critical decision-making and leadership tasks.
- Lead client contract lifecycle management and compliance oversight.
- Manage California SOS lobbying registration and reporting processes.
- Develop SOPs for lobbying registrations and quarterly reporting workflows.
- Administer Legal Tracker system governance.
- Liaise between executives, clients, and compliance vendors.
- Support development of government affairs strategies.
- Draft client communications and engagement agreements.
- Improve internal workflow tools to increase efficiency.
Executive Administrative Assistant, Legal
Matthews International Capital Management
San Francisco, California
07.2024 - Current
- Executive Administrative Support to the General Counsel and Global Head of Risk and Compliance.
- Served as a liaison between executives and other departments to ensure effective communication flow throughout the organization.
- Heavy calendaring, Travel and Expense preparation and reconciliation.
- Budget and Invoice Management and processing.
- Contract management; NDAs, SOWs, RFPs, Vendor contracts.
- Developed and prepared meeting agendas, PowerPoint presentations and reports.
- Handled sensitive information confidentially in accordance with regulations.
- Monitored and maintained executive files and records.
- Coordinated Board meetings with internal and external stakeholders and Directors, prepared agendas, distributed minutes and followed up on action items/deliverables.
- Proofread and edited executive documents and communications.
Program Manager, Mental Health Initiative Team
Genentech Inc.
Remote, US
03.2022 - 06.2023
- This was a rotational position in addition to my fulltime role as a Senior Admin Partner in Litigation. I dedicated 25-45% to this role on a weekly basis.
- I was promoted to Program Manager of Administrative Operations from Principal Administrative Business Partner within four months.
- Recruited, onboarded, and trained seven Mental Health Administrative Operations Team members.
- Collaborated with HR to effectively coordinate and launch company-wide campaigns.
- Utilized Jamboard and Smartsheet to track progress and improve communication within the team, resulting in a 40% increase in project efficiency.
- Implemented a new training program for team members, resulting in a 70% increase in staff knowledge and skills related to mental health support.
- Monitored progress against goals, adjusting plans as necessary in order to meet changing requirements.
Senior Administrative Business Partner, Litigation Department
Genentech Inc.
South San Francisco, US
05.2013 - 06.2023
- Executive Administrative Support to the VP, Director, and Sr. Manager in addition to three Senior Level Attorneys and six paralegals.
- Managed complex calendars for multiple executives and team members, scheduling meetings in various time zones.
- Organized the onboarding process for new hires, collaborating with HR and IT departments to guarantee a seamless transition, including orientation, welcome events, and provision of necessary equipment and office space.
- Coordinated all communications for day-to-day team operations, ensuring a seamless flow of information and updates within the Department.
- Processed multiple vendor invoices and purchase orders monthly, accurate payment tracking and vendor maintenance within the billing system.
- Planned and coordinated offsite events, celebrations, and learning programs for the Department, ranging from small informal huddles to significant department-wide events and socials.
- Ensured that Subpoenas received were processed promptly and handled formal document needs, such as collecting signatures live and electronically (DocuSign), getting documents notarized, and obtaining apostilles.
- Drafted presentations (PPT) and other materials and documents (Adobe/Word/Excel) for internal and external stakeholders.
Employment Law Administrative Business Partner (rotation)
Genentech Inc.
South San Francisco, US
02.2022 - 05.2022
- Provided seamless coverage for the primary Administrative Business Partner, supporting the Sr. Executive Director and five Senior Employment Attorneys during their absence.
- Managed the timely processing of all incoming subpoenas from the CSC Global System using the Onit software system.
- Managed and conducted Legal Exit Interviews for departing employees at the SVP, VP, and Sr. Management levels, ensuring compliance with employment laws and company policies.
- Maintained the highest level of confidentiality and integrity when handling sensitive employment law cases.
- Organized and maintained confidential records, filing systems, and databases for the organization.
Account Manager/ Executive Assistant
Hackworth Insurance Company
Burlingame, US
01.2010 - 05.2013
- Served as the Executive Assistant to the CEO and CFO, providing meticulous administrative support.
- Offered multiple carriers insurance products for auto, homeowners, renters, umbrella, yacht, and commercial lines.
- Managed over 200 accounts with exceptional knowledge of various insurance products, policies, and procedures, resulting in efficient and accurate policy issuances, change requests, and renewals.
- Maintained accurate customer records and processed account changes, payments, and updates using CRM software.
- Increased annual revenue by 25% by offering additional coverage options to existing clients.
- Retained 95% of clients through customized insurance solutions by collaborating with insurers and underwriters to negotiate favorable terms and rates while always providing excellent customer service.
Education
Associate in Arts (A.A.) - Business Administration - Coursework
Las Positas College
Livermore, CA01.2001
Skills
- Complex Calendar Management
- Expense management (Concur & Expensify)
- Google Workspace (Docs, Sheets, Slides, Drive)
- Project Management- Trello, Jira, Smartsheet
- Time management
- Analytical thinking
- Teamwork and Collaboration
- Presentation Skills and Public Speaking
- Vendor, Contracts and Invoice management
- Logistics
- Customer service
- Domestic and International Travel
- Flexible and Resourceful
- Microsoft Office Suite (Outlook, PPT, Word, Excel)
- Event Planning, Offsite, Meeting Management
- Technology Tools- Zoom, Teams, Slack
- High level of Confidentiality
- Human resources- Workday & BambooHR
- Effective Communication
- Organizational Skills
- Negotiation
- Change Management
- Collaborative mindset
- Meeting facilitation
- Influencing skills
- Planning and prioritization
- Process improvement
- Event coordination
- Relationship building
- Scheduling and calendar management
Certification
- Personal Lines CA Insurance License, 2002-2006
- Notary Public, State of California, 2019
- STAR Achievement Series- Elite Administrative Professional Certificate, 2016, Present
Languages
Spanish
Fluent
Timeline
Chief of Staff
Axiom Advisors
12.2024 - Current
Executive Administrative Assistant, Legal
Matthews International Capital Management
07.2024 - Current
Program Manager, Mental Health Initiative Team
Genentech Inc.
03.2022 - 06.2023
Employment Law Administrative Business Partner (rotation)
Genentech Inc.
02.2022 - 05.2022
Senior Administrative Business Partner, Litigation Department
Genentech Inc.
05.2013 - 06.2023
Account Manager/ Executive Assistant
Hackworth Insurance Company
01.2010 - 05.2013
Associate in Arts (A.A.) - Business Administration - Coursework
Las Positas College
Website
www.linkedin.com/in/erikarivas17