60 WPM typing speed
Mary Darlene Magdaleno
The Exceptional Executive Assistant...Making Life Easier For Busy Executives
San Diego,CA
Summary
* High-powered, action-oriented, and highly organized professional Executive Assistant with over 10+ years of experience providing complex support to C-levels. Able to increase their productivity and bandwidth while streamlining and improving operations. Multitask with high-volume workloads in rapidly changing and fast-paced environments with a smile!
* Has a track record of supporting multiple executive requests with well-organized precision, expertise in travel management, expense tracking, and flawless scheduling and calendar coordination. Great written, verbal, and organizational skills with a unique talent for making order out of chaos!
* Astute, detail-oriented, strong follow-through skills, juggles and manages multiple competing tasks and demands simultaneously while meeting relevant deadlines. Self-directed. Able to troubleshoot and fix issues before escalation, anticipate the executives' needs before they even know they need it: PRICELESS!
Overview
19
19
years of professional experience
5
5
years of post-secondary education
3
3
Certificates
Work History
Remote, Part-time, Temporary Executive Assistant
Special Counsel
Remote
01.2022 - Current
- Assisting CEO with heaving calendaring, scheduling, setting appointments, client in-take, data research and due diligence
- Define and create new operational processes and strategies for better efficiencies
- Saved $9,365 in billable hours 1st month by streamlining CEO's calendar
- Updated executives on changing business needs by thoroughly documenting internal and client meetings
Remote Executive Assistant to CRO, CoX, CRO, & CoS
Kyriba, Inc
Remote
05.2021 - 12.2021
- Provided complex administrative support to C-levels in hyper-growth mode, prioritizing and organizing files, emails, returned phone calls and filtered requests for meetings according to executive's needs
- Managed complex calendars, scheduled meetings, and resolved conflicts across multiple time zones for global sales and client experience teams
- Took meeting notes and followed up on action items with responsible parties
- Ensured executives were briefed and prepared for all meetings and events, saving them 11 hours per week
Remote Executive Assistant to COO, CRO, & VP - HR
Cortex
10.2020 - 05.2021
- Handled all day-to-day responsibilities and provided top-level executive support
- Served as primary contact and brand ambassador for internal and external parties
- Managed emails, including meeting requests by screening subject matter and responding to inquiries on their behalf. Planned new projects, followed up with stakeholders and board to keep tasks on track
- Coordinated travel, scheduled team meetings, prepared BOD packages and client presentations.
- Won several new contracts by creating template presentations for sales team to use that saved them 6 hours per deck
Virtual Executive Assistant to C-levels
Self-employed
Remote
07.2019 - 10.2020
- Supported CEO's in day-to-day operations to ensure smooth running of offices. Scheduled cross-functional meetings, managed complex calendars, scheduled and coordinated recurring meetings
- Organized and prioritized emails while driving innovation in operating practices
- Gathered data formation from direct reports for reports, presentations, and pitch decks, helping to increase closed deals by 38% in one quarter.
- Prepared documents, reports and presentations for executives and board members
- Exceeded goals through effective task prioritization and great work ethic
Executive Assistant: Corporate & Personal for CEO
Bespoke Partners
San Diego, California
05.2017 - 07.2019
- Assisted and supported executives with their daily tasks and initiatives
- Utilize independent and sound judgment in determining and acting on CEO's behalf
- Developed operational practices that saved 12 hours per week in expense reporting
- Demonstrated complete professionalism in this high visibility position working directly with leading private equity firms
- Led projects and analyzed data to identify opportunities for improvement
Executive Assistant
BMIN
San Diego, California
05.2016 - 05.2017
- Responsible for providing high-level support to executives, including managing calendars, scheduling competing priorities, booking all travel, and processing expense reports in Concur
- Planned and scheduled conferences, meetings, and large events, increasing sales by 34% because of follow up on sales leads from conferences
- Produced accurate office files, updated spreadsheets and crafted presentations to support executives and boost team productivity
Executive Assistant / Investor Relations
Voxox - Tech Startup
San Diego, California
10.2013 - 05.2016
- Planned all travel across multiple time zones, investor events prepared NDA's and legal documents
- Organized and scheduled investor and shareholder quarterly meetings, took meeting minutes, transcribed minutes of meetings and distributed
- Updated executives on changing business needs by thoroughly documenting internal and client meetings, saving them 43% in faster turn around times
- Prepared documents, reports and presentations for executives and board members using advanced software proficiencies
Receptionist / Administrative Assistant / Marketing Coordinator
Art Rocks 247 Advertising & PR
San Diego, California
01.2003 - 10.2013
- Greeted visitors at front desk with a smile, answered phone calls and routed appropriately
- Managed calendar of Sales VPs to help balance priorities and efficiency
- Planned company off-site; increasing team engagement by 45%. Coordinated with marketing and PR on presentations
- Drafted memos, letters and marketing collateral to support business objectives and growth
Education
Bachelor's Degree - Business Administration
Brandman University
San Diego, CA 02.2018 - 03.2023
Skills
Advanced: MS Office Suite
High Proficiency: Goggle G-Suite & Workspace
Zoom / WebEx / Teams/ Google: Video Meeting Expert
Event & Off-site, & Conference Planning
Software: Slack, Teams, Jira Asana, Expensify & Concur
Business Correspondence: Draft, Edit & Finalize
Project Management: Start to Finish
Time Management: Gives Executive
Tech Savvy & Prowess
Expense Reporting & Budget Planning
Travel: International & Domestic - Across Multiple Time Zones
Presentations & Pitch Decks: Drafts, Edits & Finalizes
Complex Schedule & Calendar Planning
Certification
Notary Public
Certified Legal Assistant
CAP - Certified Administrative Professional
Timeline
Remote, Part-time, Temporary Executive Assistant
Special Counsel
01.2022 - Current
Remote Executive Assistant to CRO, CoX, CRO, & CoS
Kyriba, Inc
05.2021 - 12.2021
Remote Executive Assistant to COO, CRO, & VP - HR
Cortex
10.2020 - 05.2021
Virtual Executive Assistant to C-levels
Self-employed
07.2019 - 10.2020
Bachelor's Degree - Business Administration
Brandman University
02.2018 - 03.2023
Executive Assistant: Corporate & Personal for CEO
Bespoke Partners
05.2017 - 07.2019
Executive Assistant
BMIN
05.2016 - 05.2017
Executive Assistant / Investor Relations
Voxox - Tech Startup
10.2013 - 05.2016
Receptionist / Administrative Assistant / Marketing Coordinator
Art Rocks 247 Advertising & PR
01.2003 - 10.2013
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