Rachel Calixto
Summary
Focused and dedicated; great eye for detail. I put my best into each assignment. Extremely organized and professional which includes ensuring accuracy in even the most minimal of details. Honesty is one of my best qualities. I thrive on research and learning. Multi-talented professional with almost 20-years in top-tier organizational support. Skilled 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
Certificate
Work History
Executive Assistant to CEO, Founder, CFO, CTO
Talkmap AI
Dallas, TX
09.2017 - Current
- 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.
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.
Licensed Realtor
DPR Realty
12.2014 - 12.2017
- 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
12.2005 - 12.2006
- 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.
12.2004 - 12.2005
- 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
12.2003 - 12.2004
- 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.
12.2000 - 12.2001
- 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.
Skills
- Executive support and logistics management
- Advanced Microsoft Office Suite
- Meeting and event coordination
- Travel administration and arrangements
- Expense report management
- CRM tools proficiency
- Slack and Google Workspace management
- Zoom account oversight
- ShareVault expertise
- Office and database management
- Project management skills
- Invoice processing efficiency
- Problem-solving abilities
- Resourcefulness in tasks
- Research capabilities
- Process improvement strategies
- Trust and confidentiality maintenance
- Filing and data archiving systems
- Document preparation skills
- Business writing proficiency
- Customer and technical support
- Social media oversight
- Videoconference setup expertise
- Email management efficiency
- Information confidentiality practices
- Professional demeanor and maturity
- Articulate communication skills
- Meticulous attention to detail
- Self-starter mentality
Education
Associate of Science - Business Management
Maricopa Community Colleges, Chandler-Gilbert Community College
12-2026
LICENSED REALTOR - Scottsdale, AZ
Arizona School of Real Estate And Business
1 2015
Associate of Science - Las Cruces, NM
New Mexico State University
1 1997
Certification
- ABO Certified
- CPR Certified
- AZ Realtor License #SA660185000
- Level One Fingerprint Clearance #2A50206578
Education
Associate of Science: Business Management Expected in 12/2026
Maricopa Community Colleges, Chandler-Gilbert Community College - Chandler, AZ
• CCL Organizational Leadership
LICENSED REALTOR: Scottsdale, AZ 01/2015
Arizona School of Real Estate And Business - Scottsdale, AZ
Associate of Science: Las Cruces, NM 01/1997
New Mexico State University - Las Cruces, NM
References
References available upon request.
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.
Education
Associate of Science: Business Management Expected in 12/2026
Maricopa Community Colleges, Chandler-Gilbert Community College - Chandler, AZ
• CCL Organizational Leadership
LICENSED REALTOR: Scottsdale, AZ 01/2015
Arizona School of Real Estate And Business - Scottsdale, AZ
Associate of Science: Las Cruces, NM 01/1997
New Mexico State University - Las Cruces, NM
References
References available upon request.