Summary
Overview
Work History
Education
Timeline
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Michelle Alameda

Michelle Alameda

Phoenix,AZ

Summary

Results-driven Executive Assistant with proven expertise in confidential executive support, complex calendar management across multiple time zones, and global travel coordination. Adept at preparing executive communications, managing expense reporting, and facilitating remote team onboarding. Proficient in Google Workspace, Microsoft 365, Adobe Acrobat, Salesforce, Slack, and Zoom to optimize efficiency and support leadership success.

Overview

18
18
years of professional experience

Work History

Executive Assistant to Senior Leaders

Pivotal Group, Inc.
01.2015 - Current
  • Elevated executive travel management by creating detailed itineraries and comprehensive briefing documents, significantly enhancing trip effectiveness, minimizing disruptions, and improving executive preparedness.
  • Coordinated high-profile client events and executive retreats, managing logistics end-to-end to strengthen stakeholder relationships and foster cross-functional collaboration.
  • Designed and implemented streamlined systems for inbox triage, task tracking, and weekly preparation, increasing executive productivity and prioritization accuracy.
  • Fostered a culture of collaboration and continuous improvement by mentoring and training junior administrative staff, resulting in enhanced team performance and cohesion.
  • Developed a comprehensive event planning framework that optimized vendor management, reduced costs, and improved overall team engagement and morale.
  • Drove strategic initiatives by identifying operational inefficiencies and implementing process improvements, leading to measurable gains in workflow efficiency and executive output.
  • Managed confidential communications and sensitive information with discretion, ensuring trust and compliance at the highest organizational levels.
  • Led cross-departmental coordination for board meetings and executive presentations, overseeing agenda preparation, materials distribution, and follow-up action tracking.
  • Spearheaded adoption of digital tools including Google Workspace, Microsoft 365, and Slack to improve remote team coordination and communication across global offices.
  • Streamlined expense reporting and vendor liaison processes, reducing processing time and improving accuracy in financial reconciliation.
  • Facilitated seamless onboarding for new executives and remote team members, creating training materials and checklists that accelerated integration and productivity.

Legal Assistant

Continental Properties
01.2013 - 12.2014
  • Supported in-house counsel by drafting and reviewing contracts, enhancing compliance, and reducing legal risks across the organization.
  • Transformed legal filing systems by digitizing records, significantly improving document retrieval speed and operational efficiency.
  • Optimized calendar management for legal executives, minimizing scheduling conflicts and maximizing productivity.
  • Coordinated complex travel arrangements, managed client communications, and prepared meeting materials to ensure seamless operations and executive readiness.
  • Maintained organized, up-to-date document libraries to support compliance tracking and internal audits, facilitating timely access to critical information.
  • Led process improvement initiatives that streamlined document workflows, resulting in faster approvals and reduced administrative bottlenecks.
  • Collaborated closely with legal teams to prepare case materials, track deadlines, and support litigation readiness.
  • Implemented digital tools and best practices to enhance communication and coordination between legal, executive, and administrative teams.
  • Conducted research and compiled summaries on regulatory and compliance updates to assist legal counsel in decision-making.
  • Monitored and tracked contract renewals and deadlines, proactively alerting stakeholders to ensure timely action.
  • Facilitated the onboarding of new legal staff by developing comprehensive training guides and workflow documentation.
  • Coordinated confidential board and committee meetings, managing agendas, minutes, and follow-ups to ensure regulatory compliance.
  • Managed vendor relationships and service contracts, negotiating terms and ensuring alignment with organizational policies.
  • Supported corporate governance activities, including preparation of filings and maintaining statutory records.
  • Maintained strict confidentiality and discretion when handling sensitive legal and executive information.Supported in-house counsel by drafting and reviewing contracts, contributing to improved compliance and minimized legal risks for the organization.
  • Transformed legal filing systems through digitization of records, resulting in increased efficiency and faster access to critical documents.
  • Enhanced calendar management for legal executives, minimizing scheduling conflicts and boosting overall productivity.
  • Coordinated travel, managed client communications, and prepared meeting materials to ensure seamless operations and executive readiness.
  • Maintained organized and up-to-date document libraries to support compliance tracking and internal audits, ensuring timely access to critical information.
  • Led process improvement initiatives that streamlined document management, significantly reducing retrieval times and boosting operational efficiency.

Executive Assistant & HR Coordinator

DMB, Inc.
05.2007 - 01.2013
  • Held a dual role supporting executive leadership and the Human Resources department at a private real estate and investment firm, driving operational efficiency and talent acquisition success.
  • Balanced executive administration, recruitment coordination, and process improvement initiatives to optimize organizational workflows and support growth objectives.
  • Managed complex calendars, meeting preparation, and logistics for executive and board-level leadership, ensuring seamless scheduling and high-level support.
  • Coordinated comprehensive travel arrangements and planned company retreats and client events, delivering smooth execution and exceptional participant experiences.
  • Maintained and regularly updated HR records, including personnel files, onboarding documentation, and compliance checklists, ensuring accuracy and regulatory adherence.
  • Scheduled interviews, coordinated recruiting logistics, and served as primary liaison between candidates and hiring managers, facilitating a smooth and positive hiring process.
  • Collaborated with HR and administrative teams to develop and streamline internal documentation processes, improving efficiency and consistency in record-keeping.
  • Supported multiple executives while modernizing HR documentation and workflows, enhancing operational efficiency and reducing compliance risks.
  • Assisted in employee onboarding and offboarding processes, ensuring thorough documentation and compliance with company policies.
  • Monitored and tracked key HR deadlines and deliverables, proactively addressing potential issues to maintain regulatory compliance.
  • Facilitated communication between HR, leadership, and external vendors, fostering collaboration and timely resolution of issues.
  • Implemented digital solutions to improve record management and reporting accuracy for HR and executive functions.Held a dual role supporting executive leadership and the Human Resources department at a private real estate and investment firm.
  • Effectively balanced executive administration, recruitment coordination, and process improvement to support organizational efficiency and talent acquisition goals.
  • Managed complex calendars, meeting preparation, and logistics for executive and board-level leadership to ensure seamless scheduling and high-level support.
  • Coordinated comprehensive travel arrangements and event planning for company retreats and client meetings, ensuring smooth execution and a high-quality experience for all participants.
  • Maintained and regularly updated HR records, including personnel files, onboarding documentation, and compliance checklists, ensuring accuracy and regulatory alignment.
  • Scheduled interviews, coordinated recruiting logistics, and served as the primary liaison between candidates and hiring managers to facilitate a smooth hiring process.
  • Collaborated to develop and streamline internal documentation processes across HR and administrative teams, enhancing efficiency and consistency in record-keeping.
  • Supported multiple executives while modernizing HR documentation processes, enhancing operational efficiency and minimizing compliance gaps.

Education

Arizona State University
Tempe, AZ

Timeline

Executive Assistant to Senior Leaders

Pivotal Group, Inc.
01.2015 - Current

Legal Assistant

Continental Properties
01.2013 - 12.2014

Executive Assistant & HR Coordinator

DMB, Inc.
05.2007 - 01.2013

Arizona State University

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Michelle Alameda