Heather McMahan
Ukiah,CA
Summary
Highly organized and resourceful administrative professional with 10+ years of experience supporting senior executives and managing day-to-day operations. Known for anticipating needs, coordinating complex calendars, arranging travel, and preparing executive-level communications and presentations. Skilled in managing competing priorities with discretion, urgency, and attention to detail. Dependable, solutions-focused, and equally effective working independently or collaboratively across teams.
Overview
15
15
years of professional experience
Work History
Business Operations & Executive Support Manager
GMB Realty Partners, LLC
09.2019 - Current
- Led and prioritized multiple projects to ensure timely completion, aligning tasks with office objectives and available resources.
- Developed and implemented strategic plans for workflow optimization, ensuring all project phases were scheduled effectively to meet organizational goals.
- Managed cross-functional team operations, coordinating schedules, resources, and personnel to meet demanding timelines while ensuring compliance with industry standards and regulations.
- Maintained comprehensive operational records, managed work orders, and prepared detailed performance and compliance reports to track and optimize office efficiency.
- Thrived in fast-paced, deadline-driven environments, consistently achieving objectives without compromising quality.
- Administered payroll and reconciliations for administrative staff using ADP, ensuring accuracy and timely processing.
- Maintained confidentiality and adhered to strict information management protocols, including compliance with Non-Disclosure Agreements (NDAs).
- Managed executive calendars, scheduling meetings and appointments and coordinating travel arrangements to optimize time.
- Processed travel expenses and reimbursements for executive team.
- Streamlined executive communication by managing emails, phone calls, and scheduling appointments.
- Organized and coordinated conferences and monthly meetings.
- Screened calls and emails and responded accordingly to support executive correspondence.
Quality Assurance Analyst
Redwood Community Services, Inc.
02.2018 - 09.2019
- Maintained policy, procedures, work instructions and projects for quality and continuous improvement agendas.
- Investigated performance to maintain employee adherence to quality and safety policies.
- Promoted company in maintaining work environment focused on quality, communication, collaboration, integration and teamwork.
- Created, edited and updated project manuals and technical documentation used by entire QA team.
- Implemented internal auditing practices to create standards and statutory obligation compliance reports.
- Constructed tools for auditing teams to complete compliance assessments.
- Reported on internal and external outcomes of quality activities project stakeholders.
- Maintained quality assurance procedure documentation.
- Produced thorough reports detailing findings and proposed recommendations.
- Created and revised SOPs and training materials.
Records Management Coordinator
Redwood Community Services, Inc.
05.2010 - 02.2018
- Maintained files and retrieved information from computer and manual filing systems.
- Entered data and prepared documents, spreadsheets, reports and other materials.
- Researched, gathered and provided records information in response to requests submitted by phone and fax.
- Completed documents and work requests according to company standards.
- Filed accurate weekly, monthly, quarterly regulatory paperwork and maintained organization to support smooth audit processes.
- Kept electronic content legal, secure and accessible for relevant internal and external parties.
- Monitored activities to assess compliance with records policies and document management regulations.
Education
High School Diploma -
Elise Allen High School
Santa Rosa06.2003
Skills
- Advanced Calendar & Scheduling Management
- Travel & Logistics Coordination
- Strong Communication & Interpersonal Abilities
- Expense & Budget Oversight
- Data Analysis
- Strong Multitasking Ability
- Proactive Thinking & Resourcefulness
- Confidentiality & Sound Judgement
- Adaptability & Flexibility
- Equally Effective In Independent & Team Settings
- 10 years in High-Level Administrative Support
- Proficient in Microsoft Outlook, Excel, and Word, and ADP
- Meticulous Attention To Detail
- Conflict Management
Professional Development
Committed to continuous learning; open to pursuing certifications or training as needed.
Timeline
Business Operations & Executive Support Manager
GMB Realty Partners, LLC
09.2019 - Current
Quality Assurance Analyst
Redwood Community Services, Inc.
02.2018 - 09.2019
Records Management Coordinator
Redwood Community Services, Inc.
05.2010 - 02.2018
High School Diploma -
Elise Allen High School
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