Josiane Mariscal
Los Gatos,CA
Summary
Senior executive administrative assistant with extensive experience supporting senior leaders across healthcare, life sciences, corporate, and public-sector environments. Manage complex executive calendars, confidential communications, travel arrangements, and meeting coordination. Maintain accurate records and Excel-based tracking to support on-time operations.
Overview
12
12
years of professional experience
Work History
Administrative Assistant
City of East Palo Alto, Public Works Division
Palo Alto, California
08.2026 - Current
- - Supported senior city leadership with high-level administrative, technical, and confidential duties requiring independent judgment and strong knowledge of city policies, programs, and procedures.
- - Served as main point of contact for city employees, council members, boards, commissions, committees, and public, responding to complex policy, procedural, informational, and technical questions.
- - Helped manage schedules, budgets, and project follow-up for department heads and senior officials.
- - Coordinated administrative, technical, and analytical tasks for senior management.
- - Prepared, proofread, and released meeting materials and minutes; attended labor negotiations; assisted with grievance research and meet-and-confer matters.
- - Drafted correspondence and reports using careful judgment in data selection and interpretation of laws, rules, and policies.
- - Maintained city internet and intranet content.
- - Provided guidance to staff and handled assigned administrative matters for senior leaders.
- - Applied strong knowledge of city and departmental programs, functions, and organizational structure.
- - Used discretion, sound judgment, and careful handling of confidential information.
- - Demonstrated strong organization, communication, analytical, and software skills.
- - Recognized as support role with expanded responsibility through reporting relationship and management participation beyond standard administrative positions for Palo Alto Administrative Assistant.
- - Applied strong organizational, communication, and analytical skills.
- - Supported administrative, technical, and analytical tasks with proficiency in relevant software systems.
- Displayed greater responsibility than typical administrative support roles by engaging in a reporting relationship and participating in management activities.
- - Served as strategic support for Palo Alto Administrative Assistant, blending executive assistance, management oversight, and confidential decision-making essential for smooth operations in senior leadership office.
- - Prepared reports, memos, and agendas following city office procedures.
- - Organized and maintained filing systems for physical and electronic documents with accuracy and confidentiality.
- - Scheduled appointments between clients, customers, and internal staff members.
- - Raised funds by organizing multiple events and managing details to meet deadlines.
- - Coordinated Public Works calendars, meetings, and daily administrative support.
- - Answered resident inquiries and routed service requests to proper Public Works staff.
- - Answered phone calls and emails to provide information and support business correspondence.
- - Entered data into spreadsheets using Microsoft Excel and similar programs.
- - Handled confidential documents in organized manner according to established protocol.
- - Greeted visitors professionally, responded to inquiries, and directed visitors to appropriate personnel.
- - Answered customer questions regarding products and services offered by company.
- - Directed customer inquiries to appropriate department personnel.
- - Facilitated communication between different departments within organization.
Front Office
Slade & Company Inc.
02.2025 - 04.2026
- Assisting with calendar reminders and responding to client questions.
- Managing sensitive and confidential client matters with care.
- Entering new contacts and preparing tax paperwork for tax preparers.
- Supporting C-level operations by organizing confidential case records and client communication.
- Collecting payments, processing e-signatures, and preparing client cases for closure.
- Sending daily correspondence and outgoing mail.
- Scheduling Webex meetings for collaboration among executive stakeholders and global teams.
- Maintaining office supplies and breakroom items.
Office Manager
Smack Tok
01.2023 - 02.2025
- Help coordinate meetings, prepare agendas, and track follow-up tasks.
- Manage daily and long-range calendars, adjusting schedules as priorities change.
- Arrange travel plans, including flights, lodging, and ground transportation.
- Support C-level scheduling and appointment setting with proactive calendar updates and reminders.
- Plan events, handle logistics, and communicate with vendors.
- Manage calendar invites and meeting links for Zoom and Skype meetings.
- Provide administrative support, maintain records, and communicate with stakeholders.
- Support startup operations with broad administrative experience.
Executive Associate-Support Executive Manager
Microsoft Launch Consulting
01.2022 - 12.2022
- Supported software across Google Workspace tools, including Teams, OneNote, Outlook, Edge, Widgets, DaVinci, Headtrax, and Word.
- Assisted executive manager, 6 manager leads, and 264 employees within Azure network support in hybrid environment.
- Managed calendars, email, and space coordination for executive manager and leadership team.
- Scheduled C-level meetings and appointments through proactive calendar coordination and reminder follow-up.
- Performed basic security administration tasks across supported platforms.
- Used Zoom for weekly status updates with cross-functional teams and vendors.
- Used Webex to coordinate alignment calls between project managers and department leads.
- Supported procurement efforts by assisting with supplier selection.
- Checked technical specifications, lead times, and delivery dates for procurement review.
Senior Executive Administrative Assistant
Roche Sequencing Solutions
12.2018 - 01.2022
- Provided senior site administrative support for San Jose site and backup support for Clia Manager and NIPIT Manager leads.
- Helped schedule interviews for recruiter and set up weekly meetings for onsite employees as needed.
- Supported town halls with catering, meeting room setup, and coordination for outside trainings and events.
- Submitted IT tickets and Redmine tickets for San Jose site.
- Assisted Revenue Operations and Finance with daily mail processing, payment review, and collection start-up tasks.
- Supported C-level leadership by organizing site-wide events, managing catering, and coordinating executive meetings.
- Sorted accounts receivable and accounts payable mail as needed.
- Planned monthly onsite activities for Roche and coordinated new site activities, along with daily lunch and dinner catering.
Executive Assistant to the CEO
IDEC Corporation
06.2018 - 07.2018
- Supported CEO, CFO, and VP of Marketing and Sales for family-owned international corporation.
- Applied understanding of Japanese culture in daily business communication and coordination.
- Managed international travel, expense reports, weekly overseas shipments, and administrative support with team members as needed.
Senior Executive Admin Assistant III
Kaiser Permanente: Artech Systems
10.2017 - 04.2018
- Supported internal medicine residents and general education programs by coordinating daily interview workflows across internal medicine and related specialties.
- Assisted Kaiser Permanente operational planning with Artech systems support teams.
- Reviewed compliance requirements for Kaiser Permanente healthcare operations and documentation.
- Helped improve executive efficiency through practical strategies and process support.
- Answered calls and routed requests to appropriate Kaiser Permanente staff members.
- Handled phone calls and emails, shared information, and supported effective business correspondence.
- Welcomed visitors professionally, answered inquiries, and directed traffic to proper personnel.
- Provided administrative support to executive team through meeting scheduling and calendar management.
Office Admin Assistant
Splunk
08.2017 - 09.2017
- Supported front desk service for incoming visitors, employees, and training partners.
- Coordinated with Head of Security and security team on badge clearance guidance for corporate operations.
- Answered and screened incoming calls.
- Distributed and sorted mail and packages received through front lobby.
- Supported weekly catering and worked with vendors daily.
- Assisted Lead Facility Manager with vendor-related projects.
- Ordered office supplies and tracked vendor requests for Splunk headquarters.
- Supported event logistics, room setup, and visitor reception.
- Completed administrative tasks such as photocopying, faxing documents, and mailing packages.
- Answered phones to direct callers, schedule appointments, and provide general office information.
- Sorted mail daily for organization-wide distribution.
- Directed clients and guests to correct departments, rooms, and staff members.
- Greeted visitors and responded to inquiries in professional manner.
- Answered phone calls and emails to provide information and support business correspondence.
Executive Administrative Assistant to CME
Kaiser Permanente
02.2017 - 04.2017
- Provided administrative and operational support to Continuing Medical Education (CME) department.
- Helped maintain department information and database records.
- Generated reports and routine data analysis.
- Kept program documentation and records current.
- Managed calendars and scheduled doctor lectures across hospital based on needs.
- Set up presentation materials and meeting rooms for routine meetings.
- Built daily spreadsheets for upcoming event scheduling.
- Prepared confidential correspondence, reports, and presentation materials for Kaiser Permanente executives.
- Organized meeting agendas, minutes, and follow-up items across Kaiser Permanente departments.
- Tracked sensitive documents and maintained secure records for Kaiser Permanente operations.
- Communicated with internal teams, vendors, and patients on behalf of Kaiser Permanente leaders.
- Answered incoming calls from internal and external customers quickly and professionally; routed calls appropriately; responded to inquiries in timely manner.
- Welcomed visitors upon arrival; directed visitors to correct destination or contact; shared general organization information as needed.
- Opened, reviewed, and responded to emails, letters, and correspondence on behalf of executives.
Executive Administrative Assistant
Manpower Assignments
Santa Clara, CA
03.2016 - 09.2016
- Supported scheduling needs by setting appointments, making copies, handling daily correspondence, and using database management systems.
- Coordinated meetings, reserved conference rooms, and arranged travel and hotel plans for office personnel.
- Took part in multiple weekly meetings and recorded minute notes for follow-up.
- Managed executive calendars, meetings, and travel for manpower assignments and leadership teams.
- Prepared reports, memos, and presentation materials for manpower assignments and executives.
- Screened phone calls and routed inquiries through manpower assignments administrative channels.
- Answered incoming calls from internal and external customers in prompt, professional manner; transferred calls correctly; responded to inquiries quickly.
- Organized meeting and work schedules for staff teams and executives.
- Built online databases for tracking customer contacts and sales leads.
- Produced newsletters to share company updates and events.
- Maintained regular communication with administrative team members, Human Resources, and Finance on special projects and events.
Executive Assistant
Comcast
10.2015 - 01.2016
- Provided customer service and arranged meetings through Outlook.
- Coordinated meetings and events with convention center staff.
- Supported large inside sales team in plastics manufacturing with administrative tasks.
- Assisted Comcast executives with calendar updates and priority scheduling.
- Coordinated meeting agendas and follow-up actions for Comcast leadership.
- Handled confidential correspondence for Comcast senior leadership across internal teams.
- Served as point of contact between Comcast leaders and cross-functional departments.
- Maintained records, files, and communication workflows in Microsoft Office.
- Reviewed incoming email and replied in timely manner.
- Set up meeting and event logistics for senior management and kept calendars current.
- Worked with internal departments regularly to support day-to-day operations.
Office Manager
Luxz Salon
08.2014 - 03.2015
- Supported new owners with learning and implementing VAGAR software from start to finish.
- Managed inventory and resale product stock.
- Created time cards and online booking applications for appointments.
- Screened new applicants for stylist roles, scheduled model interviews and demos, and reviewed contracts with new stylists.
- Handled supply orders for company operations.
- Worked with direct distributor plus Redken, Pureology, and Surface educators for new employee classes.
- Processed weekly payroll and managed billing and payments to keep salon operating smoothly.
- Trained new employees on VAGAR software for appointments and payment processing.
- Trained by CEO/owner to read engineering blueprints for product bids, and assisted VP of Sales with pricing, inside sales, customer service, and data entry.
- Managed office operations for 2 project managers and departments, including purchasing, timesheets, accounts receivable/payable, and vendor relations.
- Recognized as top executive administrator for C-level and executive staff, with strong ability to anticipate needs and deliver timely results.
- Monitored invoices, expense reports, and basic bookkeeping records.
- Oversaw vendor relations, supply orders, and office maintenance requests.
- Maintained filing system for records, correspondence, and other documents.
- Answered phone calls, responded to emails, routed mail, and coordinated courier services.
- Ordered supplies and equipment to keep inventory levels adequate.
- Implemented company protocols to support smooth daily operations.
- Resolved customer complaints and answered customer questions.
- Guided employees through difficult or complex problems.
Education
Associates of Arts - Business Administration
Sawyer College
San Jose, CA01-1994
General Studies
De Anza College
Sunnyvale, CA01-1990
Skills
- PeopleSoft expertise
- Verbal and written communication
- Concur and Webex proficiency
- Global calendar management
- Judgment and decision-making
- Expense reporting and document control
- Domestic and international travel arrangements
- Time management strategies
- Microsoft Excel skills
- Meeting coordination
- Records management
- Confidential correspondence handling
- Executive support services
- Office administration tasks
- Event logistics planning
- Prioritization techniques
- Professional communication skills
- Problem-solving abilities
- Microsoft Office Suite proficiency
- Skype usage for communication
- Calendaring systems management
- QuickBooks knowledge
- Travel coordination expertise
- Recruiting processes support
- Administrative support functions
- Multitasking and prioritization skills
- Employee timesheet processing capabilities
- Videoconference preparation techniques
- Multitasking and prioritization
- Employee timesheet processing
- Videoconference preparation
- Schedule management
- Confidential document control
- Clerical support
Personal Information
Title: Senior Executive Assistant
Timeline
Administrative Assistant
City of East Palo Alto, Public Works Division
08.2026 - Current
Front Office
Slade & Company Inc.
02.2025 - 04.2026
Office Manager
Smack Tok
01.2023 - 02.2025
Executive Associate-Support Executive Manager
Microsoft Launch Consulting
01.2022 - 12.2022
Senior Executive Administrative Assistant
Roche Sequencing Solutions
12.2018 - 01.2022
Executive Assistant to the CEO
IDEC Corporation
06.2018 - 07.2018
Senior Executive Admin Assistant III
Kaiser Permanente: Artech Systems
10.2017 - 04.2018
Office Admin Assistant
Splunk
08.2017 - 09.2017
Executive Administrative Assistant to CME
Kaiser Permanente
02.2017 - 04.2017
Executive Administrative Assistant
Manpower Assignments
03.2016 - 09.2016
Executive Assistant
Comcast
10.2015 - 01.2016
Office Manager
Luxz Salon
08.2014 - 03.2015
Associates of Arts - Business Administration
Sawyer College
General Studies
De Anza College