Work Preference
Summary
Overview
Work History
Education
Skills
Certification
Special Note
References
Timeline
Generic
Rachel Calixto
Open To Work

Rachel Calixto

Executive Assistant
Gilbert,AZ

Work Preference

Job Search Status

Open to work
Desired start date: Immediately

Desired Job Title

Executive Assistant to CEO, Founder, CFO, CTOExecutive Assistant to CEO, EVP, and Sales Exec'sExecutive Assistant to the CEO and PresidentLicensed RealtorExecutive Assistant to Owner/President and VP

Work Type

Full TimeContract Work

Location Preference

RemoteHybrid
Location: Gilbert, AZ
Open to relocation: Yes

Salary Range

$115000/yr - $180000/yr

Important To Me

Work from home optionCompany CultureFlexible work hours

Summary

Focused and dedicated; great eye for detail. I put in my best into each assignment. Extremely organized and professional which includes ensuring accuracy in even the most minimal of details. Honesty is one of best qualities. I thrive on research and learning. Multitalented professional with with almost 20-years in top-tier organizational support. Skilled at close work with C-level executives and their teams. Robust history offering office management, support staff management, training, supervision and event planning. Excellent research, project support and organizational abilities. Skilled in managing complex schedules, coordinating executive meetings, and extensive travel arrangements. Successful in implementing new filing and organizational systems that increase efficiency in document management. Known for maintaining discretion with confidential information and effectively supporting senior executives by reducing their administrative burden.

Overview

25
25
years of professional experience
1
1

CCL Organizational Leadership

Work History

Executive Assistant to the CEO and President

IMG Solutions
Dallas, TX
02.2020 - Current
  • Managed executive schedules and coordinated complex travel arrangements for senior leadership.
  • Organized and facilitated company meetings to enhance collaboration and decision-making.
  • Maintained confidential files for executive review, ensuring secure access to sensitive information.
  • Communicated effectively with stakeholders to align on priorities and organizational goals.
  • Streamlined office operations by implementing efficient administrative procedures.
  • Provided administrative support by preparing contracts, invoices, and other essential documentation.
  • Executed special projects for the executive team, supporting strategic initiatives and objectives.
  • Supervised multiple schedules using online calendaring systems to optimize efficiency.

Executive Assistant to CEO, EVP, and Sales Exec's

ERAD Group
Dallas, TX
09.2019 - Current
  • Managed executive calendars and scheduled appointments to optimize time management.
  • Coordinated travel arrangements and itineraries for senior leadership, ensuring seamless logistics.
  • Prepared meeting agendas and documented minutes to maintain accurate records.
  • Facilitated interdepartmental communication to enhance collaboration on key initiatives.
  • Implemented office procedures to streamline administrative processes for increased efficiency.
  • Supported onboarding processes for new employees, fostering smooth transitions into the organization.
  • Maintained confidential records related to executive operations and handled sensitive information with integrity.
  • Conducted research and prepared reports, presentations, and documentation for stakeholders.

Executive Assistant to CEO, Founder, CFO, CTO

Talkmap AI
Dallas, TX
09.2017 - 03.2026
  • Supported C-level executives and teams in AI startup of over 20 employees for nearly eight years.
  • Managed executive calendars and scheduled appointments for senior leadership efficiently.
  • Coordinated travel arrangements, ensuring timely and cost-effective itineraries for domestic and international trips.
  • Developed and maintained robust filing systems for confidential documents and records.
  • Prepared meeting agendas, minutes, and followed up on action items for executives.
  • Facilitated project updates by communicating with internal teams and external partners.
  • Streamlined administrative processes to enhance office efficiency and productivity across operations.
  • Acted as liaison between executives and stakeholders to ensure effective communication flow.

Licensed Realtor

DPR Realty
01.2015 - 01.2018
  • Established fiduciary relationships with prospective buyers to assess housing needs and purchasing capabilities.
  • Negotiated sales and purchase contracts, ensuring accuracy and preparing amendments.
  • Confer with escrow officers, lenders, home inspectors, HOA, pest control and contractors to ensure that terms and conditions are met according to RESPA.
  • Built and maintained partnerships with brokers to enhance collaboration and streamline transactions.
  • Coordinated with team members to adapt strategies in response to dynamic market conditions.
  • Attend industry conferences and training session to network with other real estate professionals.
  • Keep all records associated with every deal organized and confidential.

Executive Assistant to Owner/President and VP

Diamond Masonry
Gilbert, AZ
01.2006 - 01.2007
  • Scheduled calendars and arranged meetings for executives, managing all incoming phone calls to ensure effective communication.
  • Supported President and Vice President in managing administrative functions to ensure seamless operations.
  • Coordinate complex travel arrangements.
  • Drafted letters and emails to convey important messages to clients and team members.
  • Coordinated company events, including professional sports games, a Las Vegas trip for 20 attendees, six company parties, and the Adopt-a-Family program, enhancing team engagement and morale.
  • Work with multiple contractors on the remodel of the President’s home, the Vice President’s backyard and the office.
  • Collaborated with HR Department to manage and organize profit sharing procedures and payouts, ensuring compliance and accuracy.
  • Organize and track tax filings for 6 different companies.
  • Assisted other departments with specific project needs, ensuring resources were effectively utilized.

Office Manager & Executive Assistant

HealthAlliant, Inc.
01.2005 - 01.2006
  • Directly support the Founder and CEO with all administrative duties.
  • Schedule appointments, arrange meetings, dinners and team events including Board of Directors meetings, coordinate travel arrangements.
  • Process payroll bi-weekly through ADP.
  • Facilitated timely client invoicing to ensure accurate billing for services and expenses.
  • Compiled and reconciled expense reports that had not been reported properly through the previous year, which saved the company money.
  • Re-organized all files including personnel records and clients’ files.
  • Developed employee manual and standardized forms for H/R tracking, including vacation requests and payroll changes, to improve compliance and accessibility.
  • Composed correspondence and processed reports tracking quarterly goals for employees to enhance performance visibility.
  • Proofread and revised all contracts and statements of work.
  • Collaborated with bookkeeper to reconcile accounting discrepancies and establish streamlined processes for financial accuracy.

Executive Assistant

Blue Shield of California
01.2004 - 01.2005
  • Supported three Human Resources Directors with comprehensive administrative services, enhancing operational efficiency.
  • Including but not limited to: appointment scheduling, arrange meetings, process expense reports, coordinate travel arrangements, compose correspondence, prepare reports.
  • Facilitated employee interactions through effective communication over phone and in person, ensuring swift resolution of inquiries.
  • Acted as an information liaison for Human Resources policies and procedures.
  • Respond to inquiries from internal and external sources and route calls to appropriate staff.
  • Coordinated special projects and unit activities, driving alignment with organizational goals and enhancing team collaboration.
  • Perform general administrative functions such as maintaining files, sorting and distributing mail, operating general office equipment and ordering supplies.
  • Compose correspondence, prepare presentations and create and maintain system files and reports using MS Office.
  • Perform new hire orientation.

Executive Assistant to CTO

BEA Systems, Inc.
01.2001 - 01.2002
  • Supported the VP and CTO of Engineering Framework Division, VP of America’s Partner Sales, VP of Wireless and Sr. Director of Business Development.
  • Coordinated scheduling for conference calls, net meetings, and extensive domestic and international travel.
  • Maintained and updated contact information for key stakeholders and business partners, facilitating effective communication and relationship management.
  • Interfacing with internal and external customers.
  • Preparing and filing expense reports.
  • Organized public relations activities and tracked events and speaking engagements to enhance company visibility and stakeholder engagement.
  • Prepared a variety of presentation materials.
  • Prepared for new employees including tracking of training.

Education

Associate of Science - Business Management

Maricopa Community Colleges, Chandler-Gilbert Community College
Chandler, AZ
12-2026

LICENSED REALTOR - Scottsdale, AZ

Arizona School of Real Estate And Business
Scottsdale, AZ
01.2015

Associate of Science - Las Cruces, NM

New Mexico State University
Las Cruces, NM
01.1997

Skills

  • Executive support specialist
  • Logistics and schedule management
  • Advanced MS office suite
  • Meeting planning and event coordination
  • Travel administration and arrangements
  • Expense reports management
  • Office management
  • Database management
  • Project management
  • Invoice processing
  • Strong problem solver
  • Resourceful
  • Research skills
  • CRM tools proficiency
  • Slack and Google Workspace management
  • Zoom account oversight
  • ShareVault expertise
  • Process improvements
  • Trust and confidentiality
  • Filing and data archiving
  • Document preparation
  • Business writing
  • Customer support
  • Technical support
  • Social media management
  • Videoconference preparation
  • Email management
  • Information confidentiality
  • Professional and mature
  • Articulate and well-spoken
  • Meticulous attention to detail
  • Self-starter

Certification

  • ABO Certified
  • CPR Certified
  • AZ Realtor License #SA660185000
  • Level One Fingerprint Clearance #2A50206578

Special Note

To proactively address any questions regarding extended lapses in unemployment: Long lapses between employment were either due to distant relocations or choosing to stay at home with my two amazing children. The short lengths of time on the job (1-3 years) was honestly due to youth and lack of patience fueled by consistent offers because of my hard work and drive. Being a mother has greatly humbled me and corrected those errors in judgement.

References

References available upon request.

Timeline

Executive Assistant to the CEO and President

IMG Solutions
02.2020 - Current

Executive Assistant to CEO, EVP, and Sales Exec's

ERAD Group
09.2019 - Current

Executive Assistant to CEO, Founder, CFO, CTO

Talkmap AI
09.2017 - 03.2026

Licensed Realtor

DPR Realty
01.2015 - 01.2018

Executive Assistant to Owner/President and VP

Diamond Masonry
01.2006 - 01.2007

Office Manager & Executive Assistant

HealthAlliant, Inc.
01.2005 - 01.2006

Executive Assistant

Blue Shield of California
01.2004 - 01.2005

Executive Assistant to CTO

BEA Systems, Inc.
01.2001 - 01.2002

Associate of Science - Business Management

Maricopa Community Colleges, Chandler-Gilbert Community College

LICENSED REALTOR - Scottsdale, AZ

Arizona School of Real Estate And Business

Associate of Science - Las Cruces, NM

New Mexico State University

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Rachel CalixtoExecutive Assistant