Overview
Work History
Timeline
Summary
Education
Skills
Certification
Accomplishments
Work Availability
Work Preference
Quote
Software
Websites
Languages
Intern
Fabiola Castillo

Fabiola Castillo

Administrative
Oakley,CA

Overview

13
13
years of professional experience
3
3
years of post-secondary education

Work History

Administrative Assistant/Business Partner

Cisco System, Inc
San Jose
02.2022 - Current
  • Facilitated scheduling of senior-level meetings, demonstrating exceptional communication skills and proactive calendar adjustments
  • Maximized utilization of funds through effective financial allocation and control using SAP Concur
  • Orchestrated team events with meticulous attention to detail and adherence to budget restrictions
  • Implemented initiatives to enhance team engagement and foster a positive work environment, including wellness events logistics
  • Facilitated leadership and employee development sessions, conducting periodic learning needs assessments, and reporting on results
  • Developed and maintained effective relationships with team members, leaders, and external partners
  • Proficient in calendar management, expense reporting, vendor communication, and coordinating large-scale events
  • Completing expense reports, and other correspondence for the team, senior director, and VP (Interim)
  • Follow attainable project/training timelines and keep the team on task to complete milestones according to schedule
  • Plan and coordinate team fun events for my Senior Director and direct reports
  • Strong organizational skills that replicate my ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
  • Detail-oriented with the ability to work independently and prioritize workload.

Office and Sales Assistant

Decorative Plumbing Supply, Inc.
San Carlos
01.2019 - 01.2022
  • Assessed customer needs and recommended appropriate services, enhancing client satisfaction
  • Handled cash, check, and credit card transactions accurately and efficiently
  • Matched purchase orders with invoices and recorded necessary information to maintain accurate records
  • Managed incoming correspondence and deliveries, ensuring swift responses to business and customer needs
  • Enhanced communication and office operations by efficiently distributing business correspondence and packages
  • Reduced office disruptions by screening incoming calls and visitors
  • Provided comprehensive administrative support to the department
  • Recorded and maintained accounting records in QuickBooks, ensuring financial accuracy
  • Processed invoices and expenses using QuickBooks and Excel, supporting financial operations
  • Warmly welcomed office visitors and alerted staff to the arrivals of scheduled appointments.

Office Administrator/Executive Assistant

Innovium, Inc.
San Jose
04.2015 - 12.2018
  • Provided strategic and tactical support to the CEO and Senior Director of Finance & Administration
  • Managed complex calendars, coordinating with high-profile executives, customers, partners, and Board members discreetly and confidentially
  • Screened and handled incoming mail and telephone calls independently, as appropriate
  • Coordinated complex domestic and international travel, managing detailed meeting agendas, flight itineraries, hotel accommodations, and ground transportation
  • Organized and participated in management meetings and events, including weekly staff meetings, strategy sessions, team-building outings, and quarterly 'All Hands' meetings
  • Collaborated across teams to secure conference rooms, catering, audio/visual equipment, and prepared presentation materials
  • Drafted, formatted, and printed relevant documents efficiently
  • Maintained stock lists and ordered office supplies as needed
  • Assisted with purchase orders and invoicing to support financial operations
  • Supported the daily financial activities of the organization, including preparing purchase invoices, managing petty cash, and preparing cash and checks for lodgments and bank deposits
  • Assisted office staff in maintaining files and databases
  • Handled special projects and provided backup support to other executives as needed.

Administrative Assistant

Law Office of Gripchen Petterson
San Jose
07.2014 - 12.2015
  • Prepared legal correspondence, petitions, briefs, motions, depositions, and various legal notices and forms
  • Performed complex clerical and legal secretarial work independently
  • Coordinated and scheduled legal services efficiently
  • Screened mail, visitors, and telephone calls, taking appropriate action and composing correspondence
  • Interacted with administrative agencies, opposing counsels, and witnesses as directed by the attorney, ensuring deadlines were met
  • Aided using good judgment and discretion
  • Maintained cases and administrative files and records meticulously.

Global Headquarters; Office, Facilities, & Security Coordinator

Informatica Corporation
Redwood City
05.2011 - 07.2014
  • Managed daily operations of the headquarters site effectively
  • Operated a multi-line phone system via Cisco IP switchboard, courteously screening and responding to customer inquiries and referring them to appropriate departments
  • Greeted visitors, ascertained the nature of their business, and referred them to the appropriate department or person, maintaining a daily visitor and vendor log
  • Organized routine Facilities team meetings and assisted with quarterly corporate 'All Hands' meetings and events
  • Distributed incoming faxes and managed corporate snacks, refreshments, milk, and silverware inventory
  • Monitored staff movements in and out of the organization
  • Provided general administrative and clerical support, including preparing letters and documents for President's Club events
  • Assisted and supported additional departments when feasible
  • Managed and maintained the storage facility
  • Oversaw HQ conference facilities and training rooms, managed conference room schedules, and enforced company policies and procedures
  • Coordinated with the Facilities team to ensure setup and meeting requirements were fulfilled before events
  • Issued staff access cards and name badges to employees, contractors, and visitors in line with company guidelines.

Timeline

Administrative Assistant/Business Partner

Cisco System, Inc
02.2022 - Current

Office and Sales Assistant

Decorative Plumbing Supply, Inc.
01.2019 - 01.2022

Office Administrator/Executive Assistant

Innovium, Inc.
04.2015 - 12.2018

Administrative Assistant

Law Office of Gripchen Petterson
07.2014 - 12.2015

Global Headquarters; Office, Facilities, & Security Coordinator

Informatica Corporation
05.2011 - 07.2014

Associate of Science - Social Sciences - Paralegal

West Valley College
2009.08 - 2012.05

Summary

Dedicated administrative professional with successful experience in fast-paced office settings. Hardworking team player with expertise in completing various clerical tasks and offering staff support. Responsible, punctual and productive professional when working with little to no supervision.

Education

Associate of Science - Social Sciences - Paralegal

West Valley College
Saratoga, CA
2009.08 - 2012.05

Skills

  • Data Entry Documentation
  • Travel Administration
  • Customer Service
  • Advanced MS Office Suite Knowledge
  • PC Proficiency
  • Excel Spreadsheets
  • Office Management
  • Travel Planning
  • Phone Call Answering
  • Team Bonding
  • Schedule Management
  • Administrative Support
  • Time Management
  • Calendar Management
  • Account Reconciliation
  • Microsoft Office
  • Filing
  • Bookkeeping

Certification

  • Certified of Achievement, Paralegal

Accomplishments

  • Training - Responsible for training all new employees to ensure continued quality of customer service.
  • Event Planning - Successfully planned and executed corporate meetings, lunches and special events for groups of 100+ employees.

Work Availability

monday
tuesday
wednesday
thursday
friday
saturday
sunday
morning
afternoon
evening
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Work Preference

Work Type

Full TimePart TimeContract Work

Work Location

RemoteHybrid

Important To Me

Work-life balanceCareer advancementCompany CultureFlexible work hoursPersonal development programsHealthcare benefitsWork from home optionPaid time offTeam Building / Company RetreatsPaid sick leave401k matchStock Options / Equity / Profit Sharing4-day work week

Quote

It is never too late to be what you might have been.
George Eliot

Software

Quickbooks

MS Outlook

G-Suite

Asana

Webex

Zoom

Canva

Languages

Spanish
Bilingual or Proficient (C2)

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Fabiola CastilloAdministrative