MARTHA CHAVIRA
Moreno Valley,CA
Summary
Experienced Office Management and Administration Professional experienced optimizing productivity, efficiency and service quality across various environments. Highly dependable, ethical and reliable support specialist and leader that blends advanced organizational, technical and business acumen. Works effectively with cross-functional teams in ensuring operational and service excellence.
Overview
10
10
years of professional experience
Work History
Executive Assistant to the Chief Executive Officer
Legacy Bank
Murrieta, CA
08.2023 - 09.2023
- Managed complex scheduling for CEO, ensuring optimal time allocation and prioritization of key meetings.
- Coordinated executive communication across departments, enhancing information flow and operational efficiency.
- Streamlined office procedures, improving administrative workflows and reducing turnaround times for requests.
- Developed comprehensive briefing materials for board meetings, ensuring clarity and strategic alignment on agenda items.
- Oversaw travel arrangements for CEO, optimizing logistics to balance cost-effectiveness with convenience.
- Implemented digital tools to track project milestones, significantly improving visibility into team progress and accountability.
- Conducted research on industry trends to inform executive decision-making, contributing to strategic planning initiatives.
Office Manager
Collaborative Psychology Group
Riverside, CA
05.2019 - 08.2023
- Established workflow processes, monitored daily productivity and implemented modifications to improve overall performance of personnel.
- Managed budgets, appointment scheduling, employee and event itineraries and accounts to improve productivity initiatives.
- Communicated corporate objectives across divisions through regular correspondence and scheduled status updates.
- Initiated timely project management within budget constraints for multi-faceted problems concerning executive leaders.
- Managed office operations while scheduling appointments for department managers.
- Compared vendor prices and negotiated for optimal savings.
- Maintained CRM database with customer updates and report generation.
- Optimized organizational systems for payment collections, AP/AR, deposits and recordkeeping.
- Maintained computer and physical filing systems.
- Developed standard operating procedures for all administrative employees.
- Prepared meeting materials and took clear notes to distribute to stakeholders.
- Aggregated and analyzed data related to administrative costs to prepare budgets for corporate-level management.
- Oversaw office inventory activities by ordering and requisitions and stocking and shipment receiving.
- Coached new hires on company processes while managing employees to achieve maximum production.
- Established and developed strong administrative team by delivering ongoing coaching and motivation and fostering career advancement.
- Monitored and evaluated personnel performance to complete annual reviews, recommend advancement or address productivity concerns.
Scheduler
JC Refrigeration
Castaic Lake, CA
03.2016 - 03.2019
- Realigned production schedules to factor in changing conditions such as materials shortages and evolving designs.
- Conferred with managers, sales teams and engineering personnel to revise plans and achieve demanding targets.
- Optimized organizational processes by effectively managing crew schedules while adhering to contractual restrictions.
- Assisted internal staff with clerical and administrative needs to maximize efficiency and team productivity.
- Acted as first point of contact and set appointments for prospective clients.
Receptionist
Receptionist Kampf, Schiavone And Associates
San Bernardino, CA
10.2013 - 03.2015
- Managed multiple tasks and met time-sensitive deadlines.
- Confirmed appointments, communicated with clients and updated client records.
- Answered central telephone system and directed calls accordingly.
- Aggregated and prepared documentation and reports for office meetings, distribution and filing.
- Corresponded with clients through email, telephone or postal mail.
- Restocked supplies and placed purchase orders to maintain adequate stock levels.
- Monitored premises, screened visitors, updated logs and issued passes to maintain security.
- Answered phone promptly and directed incoming calls to correct offices.
Education
Medical Assistant -
Riverside Community College
Moreno Valley, CaliforniaSkills
- Policy and procedure modification
- Documentation and control
- Presentation design
- Budgeting
- Staff Management
- Clerical support
- Technical Support
- Excellent multi-tasking ability
- Business administration
Languages
Spanish
Timeline
Executive Assistant to the Chief Executive Officer
Legacy Bank
08.2023 - 09.2023
Office Manager
Collaborative Psychology Group
05.2019 - 08.2023
Scheduler
JC Refrigeration
03.2016 - 03.2019
Receptionist
Receptionist Kampf, Schiavone And Associates
10.2013 - 03.2015
Medical Assistant -
Riverside Community College