Art and Design
Jojie Carlos
Santa Clara,CA
Summary
Adept at transforming challenges into solutions, I leveraged my expertise in database management and critical thinking at Pacific Clinics to enhance office efficiency and foster professional relationships. My proactive approach to project and records management, coupled with a knack for fostering client relations, significantly improved operational workflows and client satisfaction.
Overview
23
23
years of professional experience
Work History
Administrative Assistant
Pacific Clinics
08.2014 - Current
- Oversee confidential master spreadsheets, calculate data, analyze and provide statistics across 3 crisis programs with over 10,000 clients
- Prepare over 8 data presentations and reports for internal partners and external agencies, from local to state level
- Execute administrative duties: auditing, storing documentation, managing supply inventory, updating policies and procedures, and streamlining workflow operations resulting in 25% increase in office space and 30% decrease in paper usage
- Serve as trusted partner for 100+ staff of nurses, psychiatrists, clinicians, and behavioral specialists, providing dependable resources, and quick responses in fast-paced environments
- Lead monthly event planning, process expense reports for 3 managers, support 8 doctors, and orient and train newly-hired employees to office operations
Project Administrator
Cornerstone Research
09.2013 - 06.2014
- Manage documentation database and data destruction for multi-million dollar projects
- Enter specific data and generate reporting analyses for clients like Google, Apple, MLB, NHL, UC Berkeley and multiple state counties
- Process expense reports for 3 directors and monitor departmental staff spending
Administrative Assistant I
EMQ FamiliesFirst
11.2010 - 09.2013
- Manage 50-client database and provide data analysis and statistical reporting for Santa Clara County and outside agencies
- Monitor expenditures, and maintain vendor relations across 3 different clinical programs
- Secure meeting logistics and manage support for trainings and cross-functional meetings between County, Agency, parents and external partners
- Support entire department including Clinical Directors, Associate Directors, 4 Clinical Program Managers, 2 Program Supervisors, and 63 staff members
Client Service/Sales Support & Graphic Designer
Sanctuary Salon And Day Spa
10.2008 - 04.2013
- Supervise 5 evening staff, train new hires, reconcile balance sheet, close point of sale terminal, and secure cash nightly
- Update 300+ client database, including appointment scheduling, inventory tracking, and marketing communications
- Design and manage monthly to seasonal advertising and promotional projects from conception to completion
- Greet and orient new clients to facility, seek new partnerships, maintain vendor relations
- Assist Operations Manager and Salon Owner, including copying/faxing, writing correspondence, and recommending improvements
Customer Service Specialist
Payment Processing, Inc (via OfficeTeam)
05.2010 - 09.2010
- Manage average of 25 merchant requests daily including account maintenance, bank account changes, account closures
- Process payment authorizations, refunds, termination fees, charge backs, bank rejects, and online reporting requests, each within 10 minutes
- Collaborate with IT, Finance, Risk Management, Underwriting, Sales, and Strategic Accounts departments in maintaining client information and relationships
- Generate analyses, review bank documentation, finalize new merchant accounts daily
- Promote industry compliance with merchants and police non-compliant clients
Senior Administrative Assistant
EMC Corporation
07.2006 - 03.2010
- Coordinate travel schedules for 2 Senior Directors and 3 technologists
- Manage department budget, provide visual analysis, quantitative reports, projections and forecasts
- Lead, build and implement offshore development initiatives in China, India, and US locations, support technical, HR, and administrative needs for teams of 10 plus members
- Conduct investigative research for multiple multi-million dollar projects, including startup initiatives, industry analysis, and competitive business endeavors
Receptionist / Travel Coordinator
Knowledge Networks
Menlo Park, CA
2001.11 - 2006.07
- Manage company-wide travel program, negotiating rates, and services for a 6-member executive team, 12 engineers, and 8 directors
- Directly support the Board of Directors, the Executive team, Finance, Human Resources, Operations, IS, Marketing, and Facilities departments
- Secure confidential data, coordinate Board meetings, audit expense reports, post bank transactions in journal, trouble-shoot facilitative issues, oversee shipping and receiving system
- Streamline front desk operations for increased efficiency by effectively managing phone calls,
emails, and walk-in clients.
Skills
- Account Reconciliation
- Bookkeeping
- Business Administration
- Calendar Management
- Complex Problem-Solving
- Computer Proficiency
- Confidential Document Control
- Correspondence Writing
- Critical Thinking
- Customer and client relations
- Customer Service
- Data Archiving
- Data Entry
- Data Management
- Database Management
- Deadline-oriented
- Dedicated Team Player
- Document Management
- Event Coordination
- Expense Reporting
- Filing
- Internal Communications
- Inventory Systems
- Mail Management
- Meeting Arrangements
- Microsoft Excel
- Microsoft Office Suite
- Microsoft Outlook
- Microsoft PowerPoint
- Microsoft Word
- Office Equipment Maintenance
- Office Management
- Prioritization
- Professional and mature
- Program files maintenance
- Project Management
- Purchase orders
- Quality Assurance
- Recordkeeping
- Records Management
- Reporting
- Research
- Resourceful
- Scheduling
- Social media knowledge
- Spreadsheet Management
- Strong Problem Solver
- Tech-Savvy
- Training and coaching
- Verbal Communication
- Workflow Optimization
Certification
- Microsoft Office Specialist
- Notary Public
Work Availability
monday
tuesday
wednesday
thursday
friday
saturday
sunday
morning
afternoon
evening
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Affiliations
- National Notary Association
- American Society of Administrative Professionals
- Virtual Assistant Networking Association
- American Institute of Graphic Arts
Work Preference
Work Type
Full TimeLocation Preference
HybridRemoteImportant To Me
Work-life balanceStock Options / Equity / Profit Sharing401k matchPaid sick leavePaid time offWork from home optionHealthcare benefitsPersonal development programsTeam Building / Company Retreats4-day work weekCareer advancementCompany CultureFlexible work hoursQuote
It's fine to celebrate success but it is more important to heed the lessons of failure.
Bill Gates
Websites
Interests
Culinary Arts
Artistic Baking
Home Design
Community Enhancement
Technology
Science
Family
Culture
History
Software
Microsoft Office 365
Google Workspace
Welligent
Salesforce
Visio
Publisher
Photoshop
Illustrator
Mac OS
Canva
PowerPoint
Excel
Word
Outlook
Avatar
Adobe Acrobat
Concur
Education
Associate of Arts - Graphic Design
Brooks College
Sunnyvale, CATimeline
Administrative Assistant
Pacific Clinics
08.2014 - Current
Project Administrator
Cornerstone Research
09.2013 - 06.2014
Administrative Assistant I
EMQ FamiliesFirst
11.2010 - 09.2013
Customer Service Specialist
Payment Processing, Inc (via OfficeTeam)
05.2010 - 09.2010
Client Service/Sales Support & Graphic Designer
Sanctuary Salon And Day Spa
10.2008 - 04.2013
Senior Administrative Assistant
EMC Corporation
07.2006 - 03.2010
Receptionist / Travel Coordinator
Knowledge Networks
2001.11 - 2006.07
Associate of Arts - Graphic Design
Brooks College