Summary
Overview
Work History
Education
Skills
Timeline
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Nora Castaneda

Sanger,CA

Summary

Forward-thinking Executive Assistant accomplished in aiding company leaders with key functions. Gifted at managing busy schedules, organizing projects and providing stellar administrative support to executive team. Analyzes, prioritizes and completes tasks with professionalism and sound judgment.

Overview

8
8
years of professional experience

Work History

Administrative Assistant to the Director

WestCare - The Living Room
Fresno, CA
07.2023 - Current
  • Ordering office supplies and equipment for use by staff under the director's supervision.
  • Providing support during special projects led by the director.
  • Ensuring all relevant information is available for upcoming meetings or events.
  • Developing processes to improve administrative functions within the organization.
  • Monitoring progress of ongoing projects assigned to staff working under direction of Director.
  • Processing invoices and ensuring payments are made in a timely manner.
  • Assisting with event planning tasks such as booking venues or catering services.
  • Answering inquiries on behalf of the Director in a timely manner.
  • Conducting research on various topics as requested by the director.
  • Updating contact databases with accurate information about clients or partners.
  • Managed and tracked expenses to meet company budget requirements.
  • Maintained company confidence and protected business operations by keeping sensitive information confidential.
  • Tackled and addressed top-level, high-priority issues with professional administrative discretion.
  • Leveraged word processing software to create proposals, letters and memos.

  • Preparing expense reports for reimbursement of business-related expenses incurred by the director.
  • Made travel arrangements to provide executives seamless and travel policy-approved business trips.
  • Created spreadsheets in Microsoft Excel for record-keeping and reporting.
  • Raised funds by organizing multiple events and diligently managed details to meet deadlines.
  • Handled incoming calls and directed callers to appropriate department or employee.
  • Set up workshops, conferences and meetings by scheduling and reserving rooms and preparing supplies.
  • Pleasantly welcomed visitors, answered phone calls, and maintained front reception desk.
  • Used voice recorder or notepad to compose and transcribe meeting minutes.
  • Entered customer information and updates in database system to track leads, interactions, relationships and propel sales opportunities.
  • Scheduled and arranged travel and hotel reservations for meetings, conferences and seminars.

Executive Assistant

AC Foods
Fresno, CA
09.2022 - 06.2023
  • Monitored incoming emails and responded accordingly in a timely manner.
  • Organized and managed complex calendar of appointments, meetings, and travel arrangements for executive team.
  • Conducted research on various topics as requested by executives or senior management personnel.
  • Maintained confidential records and files related to executive operations.
  • Managed all aspects of catering needs for special events hosted by the organization.
  • Ensured that all relevant paperwork was completed accurately prior to submission for approval.
  • Coordinated with internal departments on a regular basis to ensure efficient functioning of day-to-day operations.
  • Oversaw inventory control processes ensuring availability of supplies at all times.
  • Scheduled and arranged travel and hotel reservations for meetings, conferences and seminars.
  • Coordinated meeting and work schedules for staff teams and executives.
  • Set up meeting and event logistics for senior management and updated calendars.
  • Maintained company confidence and protected business operations by keeping sensitive information confidential.
  • Tackled and addressed top-level, high-priority issues with professional administrative discretion..
  • Coordinated executive and senior management vacation, day-to-day meeting and travel schedules.
  • Provided accurate, up-to-date information to external parties through emails, phone calls and in-person interactions.
  • Wrote and distributed executive meeting agendas and minutes to department heads and executive team members.
  • Coordinated multiple schedules using online calendaring system.
  • Participated in frequent communication with other administrative team members, human resources and finance department on special projects and events.
  • Ordered catering or restaurant delivery to offer food and beverages to meeting and conference attendees.
  • Executed special objectives and projects in response to executive team and board member requests.

Administrative Assistant

Valley Building Industries, Inc.
Sanger
04.2021 - 08.2022
  • Entered data into spreadsheets using Microsoft Excel or other similar programs.
  • Facilitated communication between different departments within the organization.
  • Developed and maintained filing systems for confidential documents and records.
  • Greeted visitors and provided general information about the company.
  • Created travel arrangements and distributed travel details to appropriate personnel.
  • Updated contact lists regularly when changes occur in employee status or contact information.
  • Scheduled appointments between clients and customers and internal staff members.
  • Coordinated mailings including sorting mail, preparing packages for shipping via courier service or postal service.
  • Maintained office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies.
  • Organized and maintained filing systems for physical and electronic documents, ensuring accuracy and confidentiality of records.
  • Provided administrative support to the executive team, including scheduling meetings and managing calendars.
  • Composed letters, memos, reports, emails, presentations and other written correspondence as required by management staff.
  • Proofread content for typo-free emails and documentation.
  • Developed and implemented filing systems, both digital and physical, improving document organization and retrieval efficiency.
  • Set up workshops, conferences and meetings by scheduling and reserving rooms and preparing supplies.
  • Conducted orientation sessions to introduce company policies and procedures.
  • Organized events such as team lunches or group activities to foster positive relationships between new hires and existing staff members.
  • Tracked completion of new hire paperwork and ensured accuracy of information provided by employees.

Office Assistant

The Salvation Army ARC
Fresno, CA
09.2016 - 03.2020
  • Answered incoming calls in a professional manner and directed callers to the appropriate personnel.
  • Provided administrative support to staff members, including copying and scanning documents, filing paperwork, and ordering supplies.
  • Greeted visitors, determined their needs and directed them to the appropriate personnel.
  • Assisted with special projects as needed by researching information on the internet or through other sources.
  • Maintained an organized filing system of paper documents and electronic files.
  • Conducted data entry tasks with a high level of accuracy and efficiency.
  • Ordered office supplies and managed inventory to ensure a well-stocked office.
  • Utilized office equipment such as printers, copiers, and fax machines efficiently.
  • Maintained confidentiality of sensitive information and documents.
  • Opened, sorted and routed incoming mail and prepared outgoing mail.

Education

Business Administration

Fresno City College
Fresno, CA

Skills

  • Research abilities
  • Scheduling expertise
  • Budget Tracking
  • Document Preparation
  • File Management
  • Strong Organization
  • Calendar Management
  • Meeting facilitation
  • Project Oversight
  • Office Management
  • Articulate and well-spoken
  • Travel Coordination

Timeline

Administrative Assistant to the Director

WestCare - The Living Room
07.2023 - Current

Executive Assistant

AC Foods
09.2022 - 06.2023

Administrative Assistant

Valley Building Industries, Inc.
04.2021 - 08.2022

Office Assistant

The Salvation Army ARC
09.2016 - 03.2020

Business Administration

Fresno City College

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Nora Castaneda