Michalina Rains
Bloomington,MN
Summary
Proven track record of maintaining efficient office operations. Expertise in scheduling and coordinating meetings, managing travel and expense reports, and transcribing minutes.
Overview
17
17
years of professional experience
1
1
Certification
Work History
High level Executive Assistant
African Community & Conservation Foundation
10.2021 - Current
- Providing administrative and personal support to CEO & VP, as well as Board of directors’ requests
- Scheduling and notetaking for various remote meetings
- Call management: Screening, note taking and escalation
- Performing general in office duties such as ordering supplies, maintaining management database systems and finance
- Deadline management and time tracking
- Making private travel accommodations and arrangements for board members, family, and celebrities.
- Handled project logistics, management, reporting and fulfillment.
- Learned and adapted quickly to new technology and software applications.
- Demonstrated respect, friendliness and willingness to help wherever needed.
- Volunteered at local community organizations, providing assistance with day-to-day operations.
- Managed administrative logistics of events planning, event booking, and event promotions.
- Performed event coordination for larger parties and gatherings.
- Communicated with catering, lighting and sound companies to obtain price quotes.
- Reviewed event bills to confirm accuracy and approve payment.
- Developed post-event reports to determine effectiveness of each event.
- Hired, trained and supervised volunteers and support staff required for events.
- Acquired contracts and agreements to finalize negotiations and obtain approval signatures.
- Exercised appropriate cost control to meet budget restrictions and maximize profitability.
- Worked closely with organizational leadership and board of directors to guide operational strategy.
- Established and maintained strong relationships with customers, vendors and strategic partners.
- Advocated for organization and company mission to raise awareness and support.
- Monitored compliance with laws and regulations to protect organization from legal liabilities and penalties.
- Processed travel expenses and reimbursements for executive team and senior management group.
- Screened calls and emails and initiated actions to respond or direct messages for managers.
- Upheld strict timetables by maintaining accurate, balanced calendars.
- Handled confidential and sensitive information with discretion and tact.
- Updated spreadsheets and created presentations to support executives and boost team productivity.
- Created and managed office systems to efficiently deal with documentation.
- Organized and coordinated conferences and PowerPoint demonstrations.
High level Executive Assistant / Personal Assistant
ZINPRO CORP
05.2019 - 10.2021
- Oversaw personal and professional calendars and coordinated appointments for future events.
- Provided multifaceted services to career professionals by running errands, managing mail, scheduling appointments, and arranging transportation.
- Displayed absolute discretion at handling confidential information.
- Responded to emails and other correspondence to facilitate communication and enhance business processes.
- Maintained appropriate filing of personal and professional documentation.
- Kept detailed track of household and maintenance inventory and schedules.
- Developed and implemented activities to improve clients' quality of life.
- Provided emotional support and companionship to clients.
- Maintained entire family's schedule and organized events.
- Provided assistance with medication management.
- Provided general administrative support including scheduling meetings, making travel arrangements and managing documentation.
- Coordinated appointments with medical professionals.
- Handled incoming mail, bills and invoices and completed appropriate actions.
- Entrusted to handle confidential and sensitive situations in professional matter.
- Identified needs and coordinated plans for travel and out-of-town functions.
Organizing Business Owner
THE LADYBUGSPOT LLC
06.2006 - 01.2018
- Worked well in a team setting, providing support and guidance.
- Proven ability to learn quickly and adapt to new situations.
- Gained strong leadership skills by managing projects from start to finish.
- Self-motivated, with a strong sense of personal responsibility.
- Developed strong organizational and communication skills through coursework and volunteer activities.
- Proved successful working within tight deadlines and a fast-paced environment.
- Paid attention to detail while completing assignments.
- Resolved problems, improved operations and provided exceptional service.
High Profile Celebrity Personal Assistant
CPHOLDINGS
07.2015 - 03.2017
- Demonstrated strong organizational and time management skills while managing multiple projects.
- Resolved problems, improved operations and provided exceptional service.
- Organized and detail-oriented with a strong work ethic.
- Paid attention to detail while completing assignments.
- Worked well in a team setting, providing support and guidance.
- Acted as a team leader in group projects, delegating tasks and providing feedback.
- Completed paperwork, recognizing discrepancies and promptly addressing for resolution.
- Oversaw personal and professional calendars and coordinated appointments for future events.
- Responded to emails and other correspondence to facilitate communication and enhance business processes.
- Kept detailed track of household and maintenance inventory and schedules.
- Maintained appropriate filing of personal and professional documentation.
- Provided multifaceted services to career professionals by running errands, managing mail, scheduling appointments, and arranging transportation.
- Coordinated appointments with medical professionals.
- Entrusted to handle confidential and sensitive situations in professional matter.
- Handled incoming mail, bills and invoices and completed appropriate actions.
Education
BACHELOR OF SCIENCE - BUSINESS ADMINISTRATION
DeVry University of Business
2018
CERTIFICATE OF STUDY: AMERICAN SIGN LANGUAGE - Language Interpretation And Translation
Normandale College
2000
Skills
- Advanced MS Office Suite Proficiency
- Business Correspondence
- Project Planning
- Proper Phone Etiquette
- Meeting Agendas and Minutes
- Information Confidentiality
- Travel Accommodations
- Executive Support
- Strong Problem Solver
- Schedule Planning
- Administrative Support Specialist
- Bookkeeping and Basic Accounting
- Board of Directors Support
- Travel Arrangement Management
- Household Management
- Special Event Projects
- Excel Spreadsheets
- PowerPoint Presentations
- Meeting Support
- Punch Lists
- Special Events
- CRM Tracking
- Website Structure
- Social Media Platforms
- Administration and Reporting
Certification
Certified Scrum Master
Quote
"My mission in life is not merely to survive, but to thrive; and to do so with some passion, some compassion, some humor, and some style."
Maya Angelou
Timeline
High level Executive Assistant
African Community & Conservation Foundation
10.2021 - Current
High level Executive Assistant / Personal Assistant
ZINPRO CORP
05.2019 - 10.2021
High Profile Celebrity Personal Assistant
CPHOLDINGS
07.2015 - 03.2017
Organizing Business Owner
THE LADYBUGSPOT LLC
06.2006 - 01.2018
BACHELOR OF SCIENCE - BUSINESS ADMINISTRATION
DeVry University of Business
CERTIFICATE OF STUDY: AMERICAN SIGN LANGUAGE - Language Interpretation And Translation
Normandale College