Julio Santa Anna
Hawthorne,CA
Summary
Resourceful and reliable Executive Assistant with 10 years of experience supporting C- Suite Executives. Energetic and reputable individual possessing strong work ethic, professional demeanor and superb initiative. Exceptional customer service and decision-making skills. Forward-thinking and gifted at managing busy schedules, organizing projects, and providing stellar administrative support to executive team. Analyzing, prioritizing, and completing tasks with professionalism and sound judgment. Adaptable with strong history of tackling challenges, adjusting to change, and exceeding quality expectations.
Overview
11
11
years of professional experience
Work History
Senior Executive Assistant to President and CEO and COS
Charles R. Drew University School of Medicine and Science
04.2022 - Current
- Providing administrative/executive support to the President and CEO, Chief of Staff, and five other executives at the University.
- Proactively managing two extremely active calendars, coordinating meetings, scheduling, and rescheduling commitments.
- Assisting with preparation for internal and external meetings, events, and speaking engagements.
- Preparing and editing presentations, reports, agendas, run of shows, talking points, and interview questions two weeks prior to meetings.
- Organized travel plans for conferences, meetings, seminars, and symposiums.
- Booking travel, online registrations, authorizations, hotel, entertainment, restaurants, car rentals, airport general parking, entertainment, international and domestic flights.
- Maintaining the highest level of confidentiality handling all sensitive information for the President related to the University and its operation.
- Tracking all executives travel expenses, credit card reconciliation, tracked budgets, invoices, and reimbursements.
- Liaison between the President and key stakeholders, donors, deans, doctors, investors, city officials, celebrities, diplomats, contractors, trustees, board members, and students.
- Assisting in planning and execution of special projects and initiatives resulting in a 20% increase in attendance and positive feedback.
- Negotiated favorable terms and pricing agreements with vendors, caterers, and other contractors, saving an additional 10,000 for the year.
Executive Personal Assistant/Account Manager to Founder and CEO
Express Marketing Solutions
06.2020 - 04.2022
- Managed CEO's executive and personal calendar, resulting in a 100% on-time arrival rate for all meetings, commitments and events.
- Developed and implemented property maintenance plans resulting in an increase of the CEO's property value.
- Prepared expense reports, invoices, credit card reconciliations, tracked budget for company expenses, and recorded receipts for reimbursements.
- Managed a team of 15 salespeople and implemented systems for the department.
- Top 2% of all salespeople with the best closing ratio in the company.
- Generated thousands of dollars closing 8 lead contracts daily.
- Maintained a database for all legal documents including retainer agreements, contracts, and HIPPA forms.
- Answered high volume of phone calls and email inquiries.
Executive Assistant to VP of Branding and Communications, Director of Communications, & Director of Community Affairs
AltaMed Health Services Corporation
01.2019 - 12.2019
- Managed three Executives' schedules; confirmed appointments, booked conference rooms, multi-person conference calls.
- Coordinated biweekly Synergy meetings for Vice Presidents, Managers, Directors, and supporting staff in different departments.
- Formatted a variety of documents, reports, memos, charts, slide presentations, and graphics consistent with the organization's style guide.
- Processed invoices, expense reports, reimbursements, credit card reports, and tracked budget for the month.
- Managed the Board Book for Board of Directors monthly meetings and managed list of topics for discussion.
- Prepared agenda, developed, compile, and distributed presentation materials to all attendees.
- Arranged travel logistics including conference registration, authorizations, international and domestic flights, restaurants, hotels, and ground transport.
- Worked alongside HR preparing, receiving, and reviewing all new vendor contracts.
- Ordered office supplies, mailed, and distributed office correspondence.
- Hired and managed 3 new employees to drive business growth.
Executive Assistant
Law Offices of Charles A. Larson
08.2013 - 12.2018
- Supported three Estate Planning attorneys by e-filing documents, scheduling appointments, and office management.
- Recorded legal documents, Quitclaim Deeds, Petitions for Probate, Inventory and Appraisals with courts in and outside of Los Angeles County.
- Communicated daily with HNWI clients via email, phone, and virtually.
- Scanned estate planning documents and filed them electronically into client accounts.
- Prepared and mailed out Tax Forms to Franchise Tax Board, IRS, and to clients.
- Assisted with notarizing documents, daily witnessing for execution of Trust and Wills.
- Lodge Client Wills, Codicils, and called messengers to pick up and deliver to Los Angeles Court House.
- Ordered office supplies, prepared coffee, kept kitchen and lobby clutter free, and validated parking.
- Maintained high level of confidentiality with client files and documents in office.
Education
B.A., Sociology -
University of California, Santa Barbara
Santa Barbara06.2013
Skills
- Bilingual in English and Spanish; speaking, writing, and translating
- Meticulous attention to detail
- Can-Do attitude
- Outstanding organization and time management skills
- Advanced Google Suite
- Advanced MS Office Suite
- Social media knowledge
- Schedule & calendar planning
- Travel Coordination
- Industry software: Amicus Online Practice Management & Legal Software
- Shipping platforms: FedEx, UPS, USPS, World Ship, OnTrack
- Proficient in Zoho CRM, Convoso Software, Buildium, DocuSign, Panda Doc, Adobe, U-Attend, Skype, Teams, Zoom, Webex, E-requester, and Concur
Languages
Spanish
Native or Bilingual
Timeline
Senior Executive Assistant to President and CEO and COS
Charles R. Drew University School of Medicine and Science
04.2022 - Current
Executive Personal Assistant/Account Manager to Founder and CEO
Express Marketing Solutions
06.2020 - 04.2022
Executive Assistant to VP of Branding and Communications, Director of Communications, & Director of Community Affairs
AltaMed Health Services Corporation
01.2019 - 12.2019
Executive Assistant
Law Offices of Charles A. Larson
08.2013 - 12.2018
B.A., Sociology -
University of California, Santa Barbara
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