Nicole Macias
Summary
- An enthusiastic and committed administrative associate seeking a position to bring professionalism and poise to a dynamic working group
- Proven efficiency in providing high level administrative support and dealing capably with customers and queries.
- Detail-orientated and highly organized with a desire to meet and exceed expectations.
- High level of business acumen and ability to prioritize projects to meet deadlines
- Understand philanthropy and can maintain high level of professionalism and confidentiality
- Can navigate complex environments
Overview
18
18
years of professional experience
Work History
Administrative Assistant I
Keck School of Medicine of USC
Los Angeles, CA
10.2022 - Current
- Perform administrative duties associated with scheduling and coordinating meetings and planning events
- Prepare agendas, gather and organize supporting information, and oversee production and distribution of related materials
- Records minutes and summarizes for distribution
- Manage expenses for 15-person faculty
- List management and data clean-up for the USC Berne Society for resident alumni
- Support and staff Division Chief.
Administrative Assistant
Vasquez & Company LLC
Glendale, CA
12.2019 - 03.2022
- Front Desk Reception, greet visitors, screen and route calls to designated departments
- Assist Human Resources with hiring packets
- Order supplies for stock room as well as order FedEx package pickups
- Assist in upkeep of letterheads and templates for Tax department
- Coordinate various departments members travel arrangements
- Support room reservations, agenda preparation and calendar maintenance for programs, meetings and events
- Assisted Managing partner and Audit partners, Tax Audit partner with travel and personal reimbursements
- Oversee office equipment and machinery, coordinate technical service and repairs as necessary
- Maintain and order office supplies
- Fax, Scan documents and FedEx packages and mail letters.
Administrative Assistant II
Southern California Gas Company
Pico Rivera, CA
12.2018 - 12.2019
- Processed electronic files for department's interface program (M5) including parts invoices generated from garage orders and vehicle inspection checklists
- Managed vehicle inspection checklists, commercial driver's license training and certification tracking
- Preformed administrative and clerical functions such as creating memoranda and forms, order supplies, schedule conferences as well as coordinate travel arrangement for management employees.
Administrative Assistant I
Mariners Park Village Association
Torrance, CA
06.2013 - 11.2018
- Attending to residents’ inquiries, respond to emails, correspondences
- Process monthly check payments from renter's and sending notices to residents’ monetary balances
- Reported to office administrator for corporate meetings
- Organized paperwork filed documents, provided copies, addendum and agendas in corporate meetings
- Scheduled appointments with contracting vendors for renewals of complex and maintenance request for tenants
- Provide customer service to all internal and external clients
- Processed resident account information for recently closed escrow, including closing fees
- Created and maintained spreadsheets and developed administrative and logistical reports
- Processed financial documents including contracts, expense reports and invoices
- Phone screened 50-100 calls in a day.
Senior Program Site Coordinator
Beyond the Bell
Carson, CA
09.2005 - 08.2012
- Supervised and managed 10-15 program staff and 150-200 youth
- Recruited, interviewed, and trained program staff
- Processed computer data, incident reports, program reports, and developed recruiting material
- Organized and coordinated academic, recreational, and enrichment activities
- Coordinated collaborations as a liaison between BGC sites, school administration, and local community.
Education
Carson High School
01.2005
Los Angeles Harbor College
Skills
- Computer Proficient
- Accounts Payable/Receivable
- Office administration
- Adobe Pro and Adobe DC
- MS Office, MS PowerPoint
- Customer Service
- Letter preparation
- Document conversion
- Purchase orders
- Spanish fluency
- Sales
- People skills
- Team management
- Team building
- Decision-making
- Friendly, positive attitude
- Communication
- Organizational skills
- Troubleshooting
- Good work ethic
- Multitasking
- Conflict resolution
- Microsoft Office
- Customer service
- Analytical
- Planning & organizing
- First Aid/CPR
- Critical thinking
- Flexible schedule
Timeline
Administrative Assistant I
Keck School of Medicine of USC
10.2022 - Current
Administrative Assistant
Vasquez & Company LLC
12.2019 - 03.2022
Administrative Assistant II
Southern California Gas Company
12.2018 - 12.2019
Administrative Assistant I
Mariners Park Village Association
06.2013 - 11.2018
Senior Program Site Coordinator
Beyond the Bell
09.2005 - 08.2012
Carson High School
Los Angeles Harbor College
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