Monica Vivanco
Burlington,WA
Summary
Dynamic and results-oriented professional with extensive experience in administrative support and event coordination, notably at Sedro Woolley School District 101. Excelled in document management and effective communication, enhancing office efficiency and fostering positive stakeholder relationships. Demonstrated adaptability and problem-solving skills, contributing to strategic goals with a keen eye for detail and confidentiality.
Overview
19
19
years of professional experience
Work History
Administrative Secretary
Sedro Woolley School District 101
07.2013 - Current
- Performed research to collect and record industry data.
- Sorted, opened, and routed incoming correspondence and deliveries to help senior leaders respond quickly to business and customer requirements.
- Kept reception area clean and neat to give visitors positive first impression.
- Conducted research on behalf of executive staff members as required to support informed decision-making processes within the organization.
- Supported executive decision-making by preparing agendas, taking minutes during meetings, and distributing relevant information.
- Contributed to a positive work environment by demonstrating professional etiquette in all interactions with colleagues and clients alike.
- Facilitated timely review of proposals, correspondence and documentation to achieve key strategic initiatives.
- Optimized time management with meticulous calendar maintenance, ensuring timely completion of tasks and projects.
- Managed budgetary responsibilities with accuracy, tracking expenditures and submitting expense reports for approval.
- Mastered multi-tasking abilities by effectively prioritizing and managing concurrent projects to ensure timely completion of all assigned tasks.
- Streamlined communication channels for optimal productivity, coordinating between departments and liaising with external stakeholders.
- Contributed to the development of long-term organizational goals by providing administrative support during strategic planning sessions.
- Maintained accurate records of employee attendance, vacation days, sick leave, and overtime to facilitate payroll processing.
- Enhanced office efficiency by organizing and maintaining filing systems, managing correspondence, and scheduling appointments.
- Assisted in the development of policies and procedures to streamline administrative processes for improved efficiency.
- Safeguarded sensitive information by implementing strict confidentiality protocols in the handling of documents and communications.
- Expedited travel arrangements for executives by coordinating flights, accommodations, transportation services, and itineraries as needed.
- Managed paper and electronic filing systems by routing various documents, taking messages and managing incoming and outgoing mail.
- Managed filing system, entered data and completed other clerical tasks.
- Recorded new hires, transfers, terminations, changes in job classifications and merit increases to main human resources files.
- Assisted coworkers and staff members with special tasks on daily basis.
- Interacted with vendors, contractors and professional services personnel to receive orders, direct activities, and communicate instructions.
- Managed phone and email correspondence and handled incoming and outgoing mail and faxes.
- Built and maintained excellent customer relationships through timely response to inquiries and going above and beyond to accommodate unusual requests.
- Completed forms, reports, logs, and records to quickly handle all documentation for human resources.
- Facilitated timely delivery of special projects to meet organizational and departmental objectives.
- Contributed to policy updates by providing insightful feedback based on administrative challenges.
- Maintained confidentiality of sensitive information, ensuring trust and integrity in office dealings.
- Self-motivated, with a strong sense of personal responsibility.
- Worked effectively in fast-paced environments.
- Skilled at working independently and collaboratively in a team environment.
- Excellent communication skills, both verbal and written.
- Proven ability to learn quickly and adapt to new situations.
- Worked well in a team setting, providing support and guidance.
- Demonstrated respect, friendliness and willingness to help wherever needed.
- Assisted with day-to-day operations, working efficiently and productively with all team members.
- Passionate about learning and committed to continual improvement.
- Managed time efficiently in order to complete all tasks within deadlines.
- Worked flexible hours across night, weekend, and holiday shifts.
- Organized and detail-oriented with a strong work ethic.
- Used critical thinking to break down problems, evaluate solutions and make decisions.
- Adaptable and proficient in learning new concepts quickly and efficiently.
- Learned and adapted quickly to new technology and software applications.
- Proved successful working within tight deadlines and a fast-paced environment.
- Developed and maintained courteous and effective working relationships.
- Demonstrated strong organizational and time management skills while managing multiple projects.
Activity Coordinator
Mountain Glen Retirement Center
07.2005 - 01.2013
- Conducted clinical observations in classroom and during activities, noting emotional, and behavioral health.
- Maintained and ordered supplies for activities.
- Encouraged, supported and assisted residents with activities and documented activity attendance and degree of involvement.
- Partnered across departments to run smooth, professional events and activities.
- Coordinated special events like holiday parties or themed days that fostered a sense of community among participants.
- Managed budgets and resources efficiently, enabling high-quality events without exceeding allocated funds.
- Developed customized activity plans for diverse groups, ensuring inclusivity and accessibility for all participants.
- Enhanced participant engagement by incorporating interactive games and team-building exercises in activity programs.
- Implemented creative problem-solving strategies when faced with unexpected challenges or changes in circumstances during planned activities.
- Increased volunteer retention by providing thorough training, consistent support, and recognition of efforts.
- Assigned work to staff, set schedules, and motivated strong performance in key areas.
- Created and maintained detailed reports of daily, weekly and monthly operations.
- Trained and supervised staff to consistently meet performance goals and customer service standards.
- Fostered a sense of belonging among participants through regular recognition of achievements during group gatherings and celebrations.
- Promoted physical wellness through the implementation of group exercise classes tailored to various ability levels.
- Coordinated volunteer efforts, maximizing available resources while providing meaningful experiences for community members.
Education
High School Diploma -
Mount Vernon High School
Mount Vernon, WA06.2006
Skills
- Document Preparation
- Verbal Communication
- File Management
- Scheduling and calendar management
- Meeting Coordination
- Report Generation
- Travel Planning
- Database entry
- Billing and Invoicing
- Expense Reporting
- Travel Arrangements
- File Organization
- Schedule Management
- Administrative Support
- Spreadsheet Creation
- Calendar Management
- Spreadsheet development
- Presentation Development
- Clear Communication
- Event Coordination
- Customer relations and communications
- Multi-Line Phone Systems
- Records Management
- Document retrieval
- Appointment Coordination
- Scheduling
- Recordkeeping
- Workflow Planning
- Expense validation
- Event Planning
- Spreadsheet tracking
- Multitasking and Time Management
- Teamwork and Collaboration
- Fast Learner
- Problem-Solving
- Time Management
- Attention to Detail
- Reliability
- Critical Thinking
- Excellent Communication
- Organizational Skills
- Team Collaboration
- Active Listening
- Adaptability and Flexibility
- Document and File Management
- Decision-Making
- Office Administration
- Microsoft Office
- Multitasking Abilities
- Confidentiality and Data Protection
Additional Information
Expert in time management. Problem solving is second nature
Languages
Spanish
Native or Bilingual
Timeline
Administrative Secretary
Sedro Woolley School District 101
07.2013 - Current
Activity Coordinator
Mountain Glen Retirement Center
07.2005 - 01.2013
High School Diploma -
Mount Vernon High School
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