Rafaela Horning
Phoenix,AZ
Summary
Detail-oriented Senior Executive Assistant with 15+ years of experience providing high-level administrative support. Proficient in managing complex projects, coordinating meetings, and maintaining calendars. Skilled in Microsoft 365, and Google Suite. Proven expertise in project management, customer service, and social media marketing. Strong analytical skills with experience in market analysis and data entry. Experience in event coordination. Accounts Payable and Receivable experience. Authorized to work in the US for any employer.
Overview
10
10
years of professional experience
1
1
Certification
Work History
Office Manager and Project Coordinator
CG Schmidt
Tempe, AZ
10.2024 - 03.2026
- Oversaw general office tasks and assisted in the coordination of construction projects in Arizona.
- Managed Executives’ calendars and coordinated their travel.
- Assisted in the coordination of construction projects, from the Preconstruction and Estimating phase until Closing.
- Coordinated Executives' itinerary visiting the Arizona office.
- Reconciled Executives' monthly expenses. Accounts payable and Accounts Receivable skills utilized.
- In charge of supply orders, office maintenance and handling of visitors.
- Coordinated in-person and virtual company meetings. Minute taking. Teams proficient.
- Handled Employee Onboarding and Offboarding protocols. HR liaison.
- Assisted in the Estimating process, interacting with Subcontractors in the bidding process.
- Created and managed numerous trackers and master lists involving construction data, timelines and deadlines.
- Managed agendas across different platforms.
- Coordinated events involving recruitment opportunities and Expos.
Executive Assistant
OnRad, Inc
Phoenix, AZ
05.2022 - 09.2024
- Served as Senior Level Executive Assistant to CEO and CFO.
- In charge of scheduling recurring appointment meetings through Outlook, minute taking and drafting final report for committee to review based on summary of most important points.
- Managed ordering of office inventory, tended to employee's needs.
- Project management skills utilized. Coordinated with different departments and Board of Directors. Use of Microsoft 365 and Agile.
- In charge of preparing Radiologist Employment Contracts.
- In charge of maintaining SharePoint physician and customer files.
Senior Executive Assistant and Regional Manager
Snap Fitness
Sedona, AZ
06.2017 - 03.2022
- Operated as Regional Manager and Executive Assistant to the owners of 7 fitness clubs in AZ and NV.
- Conducted compliance audits and employee performance reviews.
- In charge of training club managers on new procedures.
- Experience in setting up fitness facilities from scratch.
- Coordinated meeting and work schedules for staff teams and executives.
- Scheduled and arranged travel and hotel reservations for meetings, conferences and seminars.
- Tackled and addressed top-level, high-priority issues with administrative discretion.
- Set up meeting and event logistics for senior management and updated calendars.
- Revised and maintained master calendar to coordinate meetings across multiple time zones.
- Tracked leads, interactions, relationships and propel sales opportunities.
Executive Assistant to CEO /Copywriter
Zillion, Inc
Irvine, CA
07.2016 - 03.2017
- Provided Senior Level Executive support to CEO and Founder. Operated as Copywriter as well.
- Managed backend Amazon seller operations, U.S and U.K.
- Created attractive, concise, and reader-friendly product description content for main website.
- Basic social media marketing.
- Assisted in testing of prototypes.
- Coordinated meeting and work schedules.
- Scheduled and arranged travel and hotel reservations for meetings, conferences and seminars.
- Made travel arrangements on behalf of Executives.
Executive Assistant / Project Manager
Get Fit Warehouse
Irvine, CA
12.2015 - 03.2016
- Project Manager and Copywriter for online sports nutrition retailer. In charge of creating articles related to fitness and nutrition.
- Implemented sales and customer support skills both in English and Spanish.
- Maintained Social Media content across various platforms.
- Assisted CEO in the creation of proposals for prospective partners and distributors.
- Handled AP/AR duties.
- Built and established strong partnerships with teams, vendors and contractors.
- Furnished project updates to various stakeholders, informing on strategy, adjustments and progress.
- Maintained CEO's calendar and booked business trips.
Education
High School Diploma - General Studies
Orange Coast College
Costa Mesa, CA, USSkills
- Social media marketing
- Microsoft Excel
- Attention to detail
- Agile
- WordPress
- Office management - Office management experience (3-5 years)
- Microsoft Powerpoint
- Sales pipeline management
- Office supply management
- Corporate finance
- Management reporting
- Project management
- Microsoft Outlook Calendar
- Google Suite
- CRM system proficiency
- Market Analysis
- Microsoft Word
- Handling customer inquiries
- English
- Customer relationship management
- Analytics
- Time management
- Mediation
- Technical troubleshooting support
- Office maintenance scheduling
- Team management
- Microsoft Outlook
- Adobe Marketing
- Administrative experience
- Event planning
- Office activity coordination
- Organizational skills
- QuickBooks
- Customer service
- Microsoft Office
- Office record organization
- Schedule management
- Auditing
- Presentation skills
- Social media management
- Copywriting
- Project coordination
- Problem-solving
- Detail-oriented
- Documentation management
- Decision-making
- Critical thinking
- Flexible and adaptable
- Project scheduling
- Workload management
- Team leadership
- Strategic planning
- Data collection
- Multiple priorities management
- Event planning and execution
- Deadline adherence
- Multi-operations management
- Research
- Report development
- Spreadsheet tracking
- Subcontractor oversight
- Powerpoint presentations
- Organizational performance
- Employee scheduling
- Project lifecycle
- Stakeholder relationship management
- Schedule oversight
Accomplishments
- Used Microsoft Excel to develop inventory tracking spreadsheets.
- Implemented new, interactive employee scheduling system to monitor, gauge and project staffing needs.
- Streamlined workflow by consolidating lengthy processes and redundant documentation which resulted in more effective and timely completion of Subcontractor and Bid Process Data.
Certification
- Certified Notary Public
- Driver's License
Languages
Spanish
Native or Bilingual
English
Native or Bilingual
Timeline
Office Manager and Project Coordinator
CG Schmidt
10.2024 - 03.2026
Executive Assistant
OnRad, Inc
05.2022 - 09.2024
Senior Executive Assistant and Regional Manager
Snap Fitness
06.2017 - 03.2022
Executive Assistant to CEO /Copywriter
Zillion, Inc
07.2016 - 03.2017
Executive Assistant / Project Manager
Get Fit Warehouse
12.2015 - 03.2016
High School Diploma - General Studies
Orange Coast College