Nikkie Rodriguez

• Managed calendar and travel arrangements for senior executive team members.
• Drafted letters, reports, presentations and other documents on behalf of the senior executive team.
• Greeted visitors at the front desk and directed them appropriately.
• Prepared agendas and organized materials for meetings, conferences and other events.
• Tracked expenses related to departmental budgeting initiatives.
• Provided administrative support to the senior executive team by completing research projects or special assignments in a timely manner.
• Compiled weekly activity reports summarizing progress on key goals or objectives.
• Coordinated with vendors to purchase office supplies and equipment as needed.
• Prepared monthly status updates outlining performance metrics across all departments.
• Scheduled interviews for prospective employees with hiring managers.
• Resolved conflicts between departments regarding deadlines or project timelines.
• Answered phone calls from customers and provided prompt resolution to inquiries or requests.
• Conducted orientation sessions for new hires.
• Developed organizational systems to ensure efficient workflow of office operations.
• Performed data entry tasks into various computer programs accurately.
• Organized corporate events including scheduling speakers, coordinating catering needs, ordering supplies.
• Submitted invoices for payment processing according to company policy.
• Maintained a database of customer contacts, accounts information and relevant records.
• Maintained company confidence and protected business operations by keeping sensitive information confidential.
• Opened, read and replied to e-mails, letters and correspondence on behalf of executives.
• Managed daily invoices, reports and proposals.
• Tackled and addressed top-level, high-priority issues with professional administrative discretion.
• Scheduled and arranged travel and hotel reservations for meetings, conferences and seminars.
• Set up meeting and event logistics for senior management and updated calendars.
• Coordinated meeting and work schedules for staff teams and executives.
• Screened phone calls for executives to instantly identify priority clients and filter out spam calls.
• Managed and tracked expenses to meet company budget requirements.
• Made travel arrangements to provide executives seamless and travel policy-approved business trips.
• Followed proper accounting and bookkeeping procedures to support audits.
• Conducted research and collected and analyzed data to prepare reports and documents.
• Facilitated board meeting agendas and distributed support materials in advance for successful sessions.
• Revised and maintained master calendar to coordinate meetings across multiple time zones.
• Collaborated with internal teams to support long-term research, marketing and ad hoc projects.
• Acted as a liaison between the executives and internal and external stakeholders to facilitate communication flow.
• Monitored inventory levels of office supplies and placed orders when necessary.
• Developed effective filing systems for easy retrieval of information when needed.
• Assisted in developing policies and procedures pertaining to office administration matters.
• Conducted research on various topics as requested by executives or senior management personnel.
• Responded promptly to inquiries from customers or clients regarding products or services offered by the company.
• Greeted visitors warmly upon arrival at the office premises.
• Coordinated with internal departments on a regular basis to ensure efficient functioning of day-to-day operations.
• Organized and managed complex calendar of appointments, meetings, and travel arrangements for executive team.
• Monitored incoming emails and responded accordingly in a timely manner.
• Provided administrative support in preparing contracts, invoices, purchase orders, and other documentation required for daily business activities.
• Scheduled appointments for executives with external parties such as vendors or suppliers.
• Maintained confidential records and files related to executive operations.
• Managed all aspects of catering needs for special events hosted by the organization.
• Assisted in organizing conferences, seminars and other events as directed by the executives.
• Answered telephone calls from customers or clients providing assistance where necessary.
• Prepared reports, presentations, agendas, minutes, and other documents as needed by the executive staff.
• Performed data entry tasks into various software programs including MS Excel spreadsheets.
• Trained new administrative staff on office procedures.
• Compiled meeting agendas and supportive materials ahead of meetings.
• Designed PowerPoint presentations for monthly divisional meetings with top-level executives.
• Updated company contact database for accurate record-keeping.
• Coordinated multiple schedules using online calendaring system.
• Provided accurate, up-to-date information to external parties through emails, phone calls and in-person interactions.
• Researched and prepared information for presentations to high-level executives.
• Relayed messages, retrieved reports and printed documents for co-workers to assist with office workflow.
• Took detailed notes in meetings and disseminated information afterward.
• Managed office supply inventory and procurement processes.
• Participated in frequent communication with other administrative team members, human resources and finance department on special projects and events.
• Assisted in the preparation of board meeting materials.
• Prepared invoices and drafted memos for executives.
• Supervised executive and management calendars while allocating tasks to administrative support team for smooth operational flow.
• Updated and implemented administrative and executive support policy changes and monitored effects.
• Served as a liaison between executives and employees.
• Coordinated executive and senior management vacation, day-to-day meeting and travel schedules.
• Collaborated with cross-functional teams on various projects.
• Ordered catering or restaurant delivery to offer food and beverages to meeting and conference attendees.
• Coordinated executive schedules, appointments, and travel arrangements.
• Filtered important calls and spam calls to help executives prioritize specific clients and expedite daily operations.
• Wrote and distributed executive meeting agendas and minutes to department heads and executive team members.
• Implemented efficient office workflows to improve productivity.
• Organized internal and external meetings and events.
• Handled sensitive information with discretion and confidentiality.
• Prepared confidential documents, reports, and presentations.
• Monitored budget expenses and processed expense reports.
• Maintained an organized filing system for critical documents.
• Facilitated communications by forwarding emails, transferring calls and filing documents.
• Liaised with clients, vendors, and partners as needed.
• Streamlined office operations to increase efficiency.
• Created and maintained computer- and paper-based filing and organization systems for records, reports and documents.
• Managed daily mail distribution for the executive team.
• Reviewed incoming reports, applications and memos to determine workplace priorities.
• Facilitated communication between executives and department heads.
• Delivered optimal administrative, customer service and case management support.

Executive Assistant to West Region Chief Executive Officer

2012 - 2023 (RIF, not willing to relocate)

Provided high level support to region CEO, COS and market CEO's

Managed complex travel and last minute changes

High level coordination of executive meetings with both internal/national executives, along with external partners.

Maintained master calendar for region and corporate

Managed board meetings and materials as needed

Managed Human Resource processed for region, including sensitive and confidential documentation/notary

Managed & gatekeep complex calendars; prioritizing consistent with key initiatives.

Coordinated and project managed quarterly business reviews within the region and corporate executives.

Project managed monthly reports in a timely manner for review and submission.

Event planning executive offsite meetings and dinners, both internal and external clients.

Prepared agenda's, PowerPoint presentations and other documentation for all meetings

Managed all expense reports and invoices in a timely manner

Worked closely with corporate CFO; adhering to budget

Email managment and delegation as necessary

Assisted other department executives/assistants as necessary

Executive assistant to West Region CEO

Provided high level support to both CEO and COS
Managed complex travel and last minute changes
High level coordination of executive meetings with both internal/national executives, along with external partners.
Maintained master calendar for region and corporate
Managed board meetings and materials as needed
Managed Human Resource processed for region, including sensitive and confidential documentation/notary
Managed & gatekeep complex calendars; prioritizing consistent with key initiatives.
Coordinated and project managed quarterly business reviews within the region and corporate executives.
Project managed monthly reports in a timely manner for review and submission.
Event planning executive offsite meetings and dinners, both internal and external clients.
Prepared agenda's, PowerPoint presentations and other documentation for all meetings
Managed all expense reports and invoices in a timely manner
Worked closely with corporate CFO; adhering to budget
Email managment and delegation as necessary
Assisted other department executives/assistants as necessary

Provided executive support to the VP, Network Management

Calendar management, including scheduling internal cross function meetings and external provider meetings.

Prepared and distributed letters to provider groups

Scanned and maintained new contracts

Triaged incoming provider calls as necessary

Helped manage pilot programs and other initiatives within the department.

Email management, delegation and follow-up as necessary

Provided executive support to the VP of Compensation, Organization Development Team and Director of Talent Acquistion

Complex calendar management

Prepared and distributed Compensation Committee documents to committee and board members

Managed Success Planning; tracking data and updating various organization reports

Project managed leadership learning; Motivating Achievement and Climate Workshops

Managed multiple vendors for employee discount and recognition programs

Tracking management for employee reviews, companywide

Managed distribution of employee surveys results

Provided support to the Director of Marketing: calendar management, travel, budget and incoming/outgoing correspondence

Managed sponsorship for senior centers program, research and compiled vendor profiles

Managed field market planning; project orders and adhering to compliance guidelines related to language and brand.

Database management of all member election forms and leads cards from sales events.

Assisted Area Sales Coordinator; scheduling in-home appointments, updated daily sales goal percentages.

Assisted Marketing Specialist; managed master calendar of events, promotional items and Ambassador meetings.

Managed and screened multiple incoming prospective calls in a professional manner, triaging appropriately.

Managed and sorted database of incoming calls, by priority

Trained new hires and management from other states on sales management system and capabilities, including overview of department and process flow.