Grace Sheila Oliva
Executive Assistant
Union City,CA
Summary
Driven and resourceful Administrative professional with 10+ years of experience supporting work of high-achieving Directors and Headmasters. Track record supporting professional needs with well-organized precision. Sophisticated and graceful in managing high-volume workloads in rapidly changing environments.
Overview
18
18
years of professional experience
Work History
Executive Assistant
Challenger School Foundation
Newark, CA
12.2009 - Current
- Manages complex and frequently changing schedules/calendar for school’s Director/Headmaster; scheduling parent conferences, new student placement tests, new teacher intern applicants, enrichment programs, regional meetings, and teacher meetings.
- Organizes and coordinates school events including class assessments, programs, and special holiday events for 150+ students, parent workshops and open house with an average of 50+ attendees, 20+ teacher in-service workshops, staff meetings, and staff events.
- Manages school expenses; purchases school items, expenses events/parties while maintaining school budget.
- Maintains teacher schedules (20+ teachers) within two different applications and systems; ability to match the schedules 100% in order to close payroll successfully.
- Maintains teacher’s sick, PTO, and LOA calendar; ensuring proper coverage in the classroom.
- Processes all student enrollment applications from Preschool to Kindergarten in CSS (Challenger School Systems) database; at least 5 per week.
- Maintains students’ (150+ students) permanent record files in compliance with California Department of Social Services Licensing requirements.
- Manages account ledgers; processes refunds, maintains past-due accounts and answers all account inquiries.
- Promoted from Extended Class Teacher to Substitute Executive Assistant after 5 months.
- Responded to emails and other correspondence to facilitate communication and enhance business processes.
- Greeted arriving visitors, determined nature and purpose of visit and directed individuals to appropriate destinations.
- Kept physical files and digitized records organized for easy updating and retrieval by authorized team members.
Executive Assistant
Blue Ribbon Stairs Inc
Hayward, CA
05.2003 - 12.2009
- Assistant to Northern California Regional Manager; scheduled builder/contractor meetings and travel.
- Attended sales meetings and presented sales bids to various homebuilders such as Toll Brothers, KB Homes, and DR Horton.
- Generated all sales bids to homebuilders by understanding and looking at floor plans/blueprints and bidding per their exact specifications.
- 95% rate acceptance/award of bids.
- Promoted from Customer Service Representative to Executive Assistant after 6 months.
Education
BA Degree - Human Development
California State University
01.2021 - Current
Skills
Budgetundefined
Timeline
BA Degree - Human Development
California State University
01.2021 - Current
Executive Assistant
Challenger School Foundation
12.2009 - Current
Executive Assistant
Blue Ribbon Stairs Inc
05.2003 - 12.2009
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