Gilma Orellana
Costa Mesa,CA
Summary
Detailed Oriented & Excellent Communication, Team Player Proactive & Fast Learner/Problem Solver / Strongly Organized, 10 + Years C- Suite experience, Attention to Detail/ Self Starter Committed, Dedicated /Discretion, Good Judgement, Confidentiality
Overview
11
11
years of professional experience
Work History
Executive Assistant to CFO/CHPO
Thomas James Homes LLC
02.2023 - Current
- Manage calendars for busy C-Suite; CFO/ CPO- execute all inquiries, correspondence, and requests directed to the ELT
- Increase 45% in productivity/time management for execution of pending projects & overview with Chief of staff
- Save 15 % in traveling cost while organizing all logistics for travel arrangement and itineraries for lodging, transportation
- Process over 200 + Preliminary notices on a weekly basis and distribute to appropriate departments for follow up
- Schedule external and internal meetings, calls and video conferencing, handle all meeting logistics and coordination
- Finalize/ Edit PowerPoint presentations from TJH Branded guidelines and other materials for meetings with internal and external stakeholders (Board Members)
- Leverage monthly team management meetings, quarterly and offsite meetings to keep apprised of projects and priorities and take notes on follow up actions, notes, budgets, Update Organizational Charts
- Maintained 50+ vendor IT contracts agreements management support, while tracking all renewals and expirations
- Coordinate 38+ team members for monthly All hands calls for Accounting/ IT Department on an ongoing basis
- Maintain project plans and drive project kickoff's initiatives for 400+ employees, including stakeholder identification
- Distribute 100+ Bonus letters with high confidentiality to appropriate teams, strong multitasker working on projects
- Facilitate training, onboarding for new staff, recruitment activities, set up 10 + interviews weekly with high Confidentiality.
- Handled confidential and sensitive information with discretion and tact.
- Managed executive calendars, scheduling meetings and appointments and coordinating travel arrangements to optimize time.
- Maintained confidentiality with sensitive documents, ensuring proper storage and distribution as needed.
- Streamlined executive communication by managing emails, phone calls, and scheduling appointments.
- Served as a liaison between departments to facilitate effective communication throughout the company.
- Organized and coordinated conferences and monthly meetings.
- Managed office inventory, tracking supplies and placing orders to ensure smooth daily operations.
- Coordinated events for staff members, promoting team-building activities and boosting morale within the workplace.
- Provided professional administrative support during board meetings, including agenda preparation and minute-taking duties.
- Supported executives in decision-making processes by conducting research and presenting findings in clear formats.
- Prepared and edited presentations on behalf of executives for both internal meetings and external conferences.
- Enhanced productivity by organizing travel arrangements and coordinating accommodations for executives.
- Ensured smooth daily operations through consistent maintenance of office equipment, troubleshooting issues when necessary.
- Improved office efficiency by implementing new filing systems and document management processes.
- Aided in the recruitment process by screening resumes, scheduling interviews, and assisting with candidate selection.
- Collaborated on special projects to improve overall business operations within the organization efficiently.
- Delivered exceptional organizational support enabling executive focus on high-level strategic initiatives fostering company growth.
- Proactively identified areas requiring attention or improvement aligning priorities effectively in line with executive preferences.
- Screened calls and emails and initiated actions to respond or direct messages for managers.
- Facilitated training and onboarding for incoming office staff.
- Contributed to budget management by monitoring expenses and providing detailed expenditure reports regularly.
- Assisted in the development of company policies and procedures, contributing to a more organized work environment.
- Processed travel expenses and reimbursements for executive team and senior management group.
- Implemented time-saving solutions that significantly reduced meeting preparation times through efficient resource allocation.
- Worked with senior management to initiate new projects and assist in various processes.
- Handled logistics, catering, agendas and travel arrangements for meeting and event planning for board of directors, president and executive vice president.
- Led staff and vendors in providing high level of service for owner and guests.
Executive Assistant
Householder Group Estate & Retirement Specialists
05.2019 - 01.2023
- Direct support to busy CEO/ VP of Financial Planning with heavy calendar management, meeting agendas, making independent decisions on planning, and organizing workload, complete documentation & reports in timely manner
- Managed over 500+ portfolios/ contract agreements of Finance Investments in CRM system with utmost confidentiality
- Processed over $1.5 Million transactions in distributions / maintain a digital record of financial documents and transactions
- Executed daily financial tasks and kept track of budget, cost for yearly 350 guests (Client Appreciation, company outings)
- Leveraged and exceed revenue by 3.4 million with great Customer Service and meet target goals on a yearly basis
- Exceeded client retention by 50% and increase operational process by 30% by automating data in CRM systems
- Built & maintained professional relationships with clients with a focus in problem solving & delivering excellent service
- Created meeting agendas, materials, letters, memorandums, interoffice communications, confidential presentations.
- Coordinated events for staff members, promoting team-building activities and boosting morale within the workplace.
- Prepared and edited presentations on behalf of executives for both internal meetings and external conferences.
- Assisted in the development of company policies and procedures, contributing to a more organized work environment.
- Contributed to budget management by monitoring expenses and providing detailed expenditure reports regularly.
- Proactively identified areas requiring attention or improvement aligning priorities effectively in line with executive preferences.
Executive Administrative Assistant
BDO USA LLP (Contract- Maternity)
07.2018 - 01.2019
- Managed extensive travel arrangements for 7 partners in Audit department i.e., flights, lodging, car rental and other reservations needed
- Responsible for over 100 Projects in the calendar management site and updated on weekly basis
- Enhanced productivity by coordinating meetings, organizing, and scheduling large complex activities such as cross-functional events, conferences, and collaborate with various departments for over 60 +team members.
- 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.
- Scheduled appointments and handled calenders for senior leadership.
- Organized and updated schedules for executives.
Executive Assistant
REGUS MANAGEMENT LLC
08.2013 - 06.2018
- Reported to Regional Vice President of Sales / Marketing/ help support Managers on corporate accounts appointment calendars, schedules, upcoming events and meetings throughout the week, and reserve meetings spaces & order catering
- Surpassed client retention by 70% and Exceeded sales goals by upselling products / services, & saved company 30% in costs
- Updated spreadsheets and databases to track, analyze, and report on performance and sales data.
- Ensured smooth daily operations through consistent maintenance of office equipment, troubleshooting issues when necessary.
- Delivered exceptional organizational support enabling executive focus on high-level strategic initiatives fostering company growth.
- Contributed to budget management by monitoring expenses and providing detailed expenditure reports regularly.
- Developed strong relationships with vendors leading to improved contract terms resulting in cost savings for the company.
- Volunteered to help with special projects of varying degrees of complexity.
- Coordinated events and worked on ad hoc projects.
Education
Bachelor of Science - Health Sciene
Cal State University Long Beach
Long Beach, CA01.2016
Skills
- Proficient in Microsoft Office Suite (Word, Outlook, Excel, PowerPoint,) LPL Client Works PeopleSoft HR Oracle Concur ZoomMorningstarPowerbiMondaycomDropboxSlackG-suiteSharePointVisioDiligentDocuSignAdobeAcrobatSalesforce Expensify Expensya
- Strong Problem Solver
- Schedule & calendar planning
- Meticulous attention to detail
- Information confidentiality
Languages
Spanish
Professional Working
Timeline
Executive Assistant to CFO/CHPO
Thomas James Homes LLC
02.2023 - Current
Executive Assistant
Householder Group Estate & Retirement Specialists
05.2019 - 01.2023
Executive Administrative Assistant
BDO USA LLP (Contract- Maternity)
07.2018 - 01.2019
Executive Assistant
REGUS MANAGEMENT LLC
08.2013 - 06.2018
Bachelor of Science - Health Sciene
Cal State University Long Beach
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