Gina Vega
San Diego,CA
Summary
Organized and dedicated Administrative Assistant with proven track record of providing exceptional customer service in fast-paced environments. Offering keen attention to detail and strong decision-making skills to manage multiple, concurrent tasks. Self-motivated work ethic to perform effectively in independent or team environments. Document Management Specialist, providing general administrative back-up and other duties. More than seven years of records management support. Familiar and experienced with electronic filing systems, various document management technologies and scanning experience. Knowledge of filing systems and standards. Proficiency working with Document Management Systems. Multi-tasks well and efficiently manages changing priorities. Excellent organizational and analytical skills, with attention to detail.
Overview
13
13
years of professional experience
Work History
Facilities Assistant
Suna Solutions For Pfizer Inc.
01.2022 - 12.2022
- Assisted with meetings and conference room reservations, most particularly with FDA site inspections and audits.
- Provided support and services related to mail and deliveries.
- Maintained inventory and submitted written requests for supplies to keep stock levels even.
- Implemented preventive maintenance on office machines and equipment to optimize safety and operational quality.
- Directed vendors, facilities staff and service providers as required to create efficient and non-disruptive work environment.
- Served as point of contact for internal and external customers seeking support and information.
Document Control Specialist Contractor
Driven Staffing For Arena Pharmacetuicals
07.2019 - 12.2021
- Carefully reviewed all documents and reports for completeness and accuracy.
- Scanned, filed and transmitted various documents and adhered to digital filing procedures.
- Checked accuracy and completeness of documents to identify deficiencies and recommend corrective actions.
- Worked with internal staff to process documents and sent for closing.
- Prepared digital files, physical documents and work requests in compliance with company guidelines.
- Managed file archival and information retrievals.
- Remained informed on current regulations, especially concerning research industry and document creation.
- Manifested all documents and prepared them in areas to prepare for storage.
Executive Secretary
Citizens Law Enforcement Review Board
05.2019 - 07.2019
- Responded to emails and other correspondence to facilitate communication and enhance business processes.
- Transcribed phone messages and relayed to appropriate personnel.
- Handled scheduling for executive's calendar and prepared meeting agenda and materials.
- Investigated topics and produced concise summaries use.
- Took notes and dictation at meetings.
- Screened personal and business calls and directed to appropriate party.
- High level of documentation, report editing and archiving with compliance policies in conjunction with California law enforcement; state and county procedures. Wrote and published County Board Members results/report and uploaded to the general website for the county for general review. See reference below.
- Wrote reports, executive summaries and newsletters.
- Very high level of confidence and personal documentation, mostly dealing with criminal records, and reports.
Receptionist/Administrative Assistant
DB Wealth Management Group, LLC
04.2018 - 02.2019
- Answered multi-line phone system, routing calls, delivering messages to staff and greeting visitors.
- Executed record filing system to improve document organization and management.
- Scheduled office meetings and client appointments for staff teams.
- Sorted and distributed office mail and recorded incoming shipments for corporate records.
- Handled client correspondence and tracked records to foster office efficiency.
Document Control Specialist
Driven Staffing For Arena Pharmacetuicals.
06.2017 - 12.2017
- Contributed to design and implementation of overall corporate documentation standards, numbering conventions and templates.
- Modified and maintained tools to support operations and business process creation using Adobe Acrobat, SharePoint, Excel and Access capabilities.
- Provided assistance with inbound and outbound document processes, document sorting, logging and work order creation.
- Worked with internal staff to process documents and sent for closing.
Administrative/Operations Associate
Rice Hall James
05.2009 - 02.2017
- Answered multi-line phone system, routing calls, delivering messages to staff and greeting visitors.
- Executed record filing system to improve document organization and management.
- Scheduled office meetings and client appointments for staff teams.
- Sorted and distributed office mail and recorded incoming shipments for corporate records.
- Interacted with vendors, contractors and professional services personnel to receive orders, direct activities and communicate instructions.
- Handled client correspondence and tracked records to foster office efficiency.
- Supported room reservations, agenda preparation and calendar maintenance for programs, meetings and events.
- Arranged rapid office equipment repair and maintenance with vendors.
Education
Bachelor of Science - Anthropology
University of Arizona
Tucson, AZ06.1995
Associate of Arts - General Science
Pima Community College
Tucson, AZ01.1993
Skills
- Vendor Coordination
- Property Walks
- Facility Upkeep
- Meeting Support
- Office Operations
- Maintaining Facilities
- Room Preparation
- Departmental Support
- Employee Paperwork
- Office Supplies and Inventory
- Work Orders
- Investigating Problems
- Office Meetings
- Document Archival
- Document Control
Work Availability
monday
tuesday
wednesday
thursday
friday
saturday
sunday
morning
afternoon
evening
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Timeline
Facilities Assistant
Suna Solutions For Pfizer Inc.
01.2022 - 12.2022
Document Control Specialist Contractor
Driven Staffing For Arena Pharmacetuicals
07.2019 - 12.2021
Executive Secretary
Citizens Law Enforcement Review Board
05.2019 - 07.2019
Receptionist/Administrative Assistant
DB Wealth Management Group, LLC
04.2018 - 02.2019
Document Control Specialist
Driven Staffing For Arena Pharmacetuicals.
06.2017 - 12.2017
Administrative/Operations Associate
Rice Hall James
05.2009 - 02.2017
Bachelor of Science - Anthropology
University of Arizona
Associate of Arts - General Science
Pima Community College
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