Nicole Zepeda
Apollo Beach,FL
Summary
Executive level Assistant skilled at offering high-level administrative support to senior-level staff. Expert in travel management, expense tracking and schedule coordination. Expertly assists executive team using exceptional communication and organizational skills.
Overview
17
17
years of professional experience
Work History
Executive Assistant to the CEO
Nutrition Dynamic
Treasure Island, FL
06.2022 - Current
- Streamlined communication by managing correspondence between the CEO and external stakeholders.
- Optimized scheduling efficiency by coordinating meetings, appointments, and travel arrangements for the CEO.
- Enhanced productivity with meticulous organization of documents and files for easy access and retrieval.
- Managed complex projects to successful completion, ensuring timely delivery of results to the CEO.
- Maintained confidentiality by handling sensitive information with discretion and professionalism.
- Supported decision-making processes by compiling research data and presenting findings to the CEO.
- Improved team collaboration by acting as a liaison between the CEO, executive team, and staff members.
- Increased meeting effectiveness with detailed preparation of agendas, materials, and minutes.
- Facilitated smooth operations within the executive office by overseeing daily tasks and assignments.
- Ensured timely completion of action items by tracking progress and following up on delegated tasks from the CEO.
- Boosted morale with event planning and coordination of company-wide functions, celebrations, or gatherings.
- Assisted in budget management by monitoring expenditures, processing expense reports, and reconciling accounts for the executive office.
- Strengthened relationships with key partners through professional representation at industry events or conferences when necessary on behalf of the CEO.
- Safeguarded high standards in all documentation produced under my purview for accuracy.
- Managed complex calendar scheduling with focus on proper allocation of executive availability.
- Responded to emails and other correspondence to facilitate communication and enhance business processes.
- Organized and coordinated conferences and monthly meetings.
- Contributed to smooth business operations by planning and organizing meetings and conferences.
- Processed travel expenses and reimbursements for executive team and senior management group.
- Coordinated travel arrangements by booking airfare, hotel, and ground transportation.
Senior Executive Assistant
District 7
07.2015 - 06.2023
- Facilitated successful events by coordinating logistics, vendor relations, and guest accommodations for high-level corporate functions.
- Managed expense tracking and budgeting tasks to maintain financial accountability for senior leadership teams.
- Improved office efficiency with the implementation of organized filing systems and document management processes.
- Maintained professionalism while handling sensitive information by adhering to strict confidentiality protocols at all times.
- Provided exceptional customer service when representing company interests during interactions with external partners and stakeholders.
- Assisted in talent acquisition efforts through candidate screening, interview scheduling, and onboarding coordination for new hires within the organization.
- Developed strong relationships with internal departments to facilitate cross-functional collaboration on key initiatives driven by senior leaders.
- Contributed to organizational growth by identifying and implementing process improvements in various administrative capacities.
- Ensured continuity of operations during periods of change or absence among senior management by maintaining updated records and providing thorough handover documentation.
- Assisted senior management with major initiatives and projects.
- Managed executives' complex and frequently changing travel arrangements and coordinated pre-planning of trips.
- Screened incoming mail, publications and other correspondence directed to management team members.
- Coordinated and executed special projects.
- Assisted with team building initiatives and overall support for maintenance of organizational culture and employee morale.
- Created expense reports, budgets, and filing systems for management team.
- Prepared meeting agendas and briefing papers for members of board of directors and executive team.
- Conducted research to prepare, gather and proof briefing materials, agendas and decks for executive-level meetings.
- Processed invoices for market data subscriptions, continuing education and memberships.
- Managed mail and both incoming and outgoing correspondence, mail, email and faxes.
- Updated and maintained confidential databases and records.
Director
Northwest Indiana Gymnastics
01.2012 - 12.2014
- Increased company revenue by streamlining processes and implementing cost-saving measures.
- Drove business expansion by identifying new markets, conducting research, and developing targeted marketing campaigns.
- Optimized staff performance by designing comprehensive training programs tailored to individual needs.
- Established a culture of continuous improvement by fostering open communication channels and empowering employees to voice their ideas.
- Managed budgets effectively to ensure optimal use of resources while maintaining financial stability.
Human Resources Office Manager
Corey Brothers Bakery
01.2008 - 12.2011
- Enhanced employee satisfaction by implementing comprehensive HR policies and procedures.
- Streamlined recruitment processes for improved hiring efficiency and candidate experience.
- Managed payroll functions to ensure timely and accurate compensation for all employees.
- Reduced turnover rates by developing effective retention strategies, including employee recognition programs and career development opportunities.
- Conducted thorough job analyses to create accurate job descriptions and establish competitive salary structures.
- Administered benefits programs, ensuring employees were well-informed about their options and enrollment process.
- Oversaw onboarding processes, providing new hires with a smooth transition into the organization and setting them up for success.
- Maintained compliance with federal, state, and local employment laws by staying current on regulations and adjusting company practices accordingly.
- Coordinated internal training programs to promote continuous learning among staff members, enhancing skillsets and performance levels.
- Streamlined payroll processing by implementing an automated timekeeping system.
- Reduced payroll errors by conducting thorough audits and resolving discrepancies in a timely manner.
- Ensured compliance with federal, state, and local tax regulations through meticulous record-keeping and accurate reporting.
- Prepared year-end reports for W-2s and 1099s, ensuring accuracy and timeliness in tax filing.
- Assisted employees with inquiries regarding their paychecks, deductions, and other related issues, providing clear and concise communication.
- Managed garnishments, levies, and support orders in accordance with legal requirements, reducing company liabilities.
- Maintained confidentiality of sensitive employee information while addressing payroll concerns or disputes.
Sales Retention Specialist
Comcast
03.2007 - 02.2008
- Increased customer retention by effectively addressing concerns and providing tailored solutions.
- Achieved high satisfaction rates through exceptional communication and interpersonal skills.
- Developed targeted sales strategies to improve customer retention and increase revenue.
- Boosted overall sales performance by proactively identifying potential churn clients and implementing effective re-engagement tactics.
- Exceeded monthly retention targets consistently by building rapport and trust with clients during interactions.
- Implemented various upselling tactics to retain customers while also increasing their spending levels within the company''s offerings.
- Provided comprehensive training sessions for new team members on effective sales retention strategies and techniques.
- Evaluated competitor offerings regularly and adjusted strategies accordingly to maintain an edge in the market.
- Spearheaded project management efforts for various retention campaigns, ensuring seamless execution from inception to completion.
Education
Associates Of Applied Science Degree - Accounting
Ivy Tech Community College
Valparaiso, INCosmetology License - Cosmetology
Regency Beauty College
Merrillville, INSkills
- Certified Bookkeeping & Payroll Professional
- Google Office Suite
- Microsoft Office Certified
- Outlook, Excel, Word & PowerPoint
- Airtable
- Trello
- Google Calendar, Sheets, Docs & Drive
- Gusto, ADP, Paycor
- Xero/Quicken/QuickBooks
- Oracle Database Management
- Zoom, Microsoft Teams & Google Meet
- Customer Service
- Database Management
- Business Administration
- Mail Management
- Project Oversight
- Technical Support
- Travel Administration
- Meeting Planning
- Expense Reporting
- Scheduling
- Administrative Support
- Social Media Management
- Presentation Development
- Office Management
- Invoice Processing
- Appointment Setting
- Strong Problem Solver
- Information Confidentiality
- AR/AP
- Performance Improvement
- Bookkeeping
- Project Management
- Mail Handling
- Human Resources Management (HRM)
- Accounting
- Compensation and Benefits
- Professional and Mature
- Conference Planning
- Project Planning
Office Support Tasks
- Excel Spreadsheets & Reports
- Conference, Meeting & Event Coordination
- Scheduling & Travel Planning
- Solicit & Manage Donations for Events
- Facilitate Committee Meetings
- Coordinate and Pay Vendors
- Office Organization & Management
- Records & Database Management
- General Bookkeeping (A/P & A/R)
- Telephone & Front Office Reception
- Coordinating Education Programs
- Personal Assistant Duties
- Filing & Data Entry
- Inbox Management
- Canva & Slack
Personal Information
Title: Executive Assistant to the CEO
References
Available upon request
Languages
Spanish
Professional Working
Timeline
Executive Assistant to the CEO
Nutrition Dynamic
06.2022 - Current
Senior Executive Assistant
District 7
07.2015 - 06.2023
Director
Northwest Indiana Gymnastics
01.2012 - 12.2014
Human Resources Office Manager
Corey Brothers Bakery
01.2008 - 12.2011
Sales Retention Specialist
Comcast
03.2007 - 02.2008
Associates Of Applied Science Degree - Accounting
Ivy Tech Community College
Cosmetology License - Cosmetology
Regency Beauty College