Rebecca Ruiz
Cathedral City,CA
Summary
Accomplished Executive Assistant and HR Director with a proven track record at Arlington North America, adept in strategic planning assistance and interpersonal communication. Excelled in enhancing executive efficiency, managing confidential information, and leading payroll system improvements, contributing significantly to organizational alignment and compliance.
Overview
26
26
years of professional experience
Work History
Executive Assistant to the President
Arlington North America
11.2023 - Current
- Enhanced executive efficiency by managing and prioritizing the President''s daily schedule, appointments, and travel arrangements.
- Managed sensitive information discreetly, maintaining strict confidentiality in all aspects of executive support.
- Assisted with the onboarding process for new executive team members, creating a smooth transition for all involved parties.
- Facilitated seamless communication between the President and key stakeholders, ensuring timely responses to emails and phone calls.
- Actively participated in organization-wide committees to improve processes while representing the President''s interests effectively.
- Contributed valuable input during senior leadership meetings resulting in better alignment across functions towards shared goals.
- Organized and coordinated conferences and monthly meetings.
- Served as a trusted liaison between the President''s office and internal departments, facilitating efficient collaboration on projects.
- Oversaw administrative staff performance evaluations and provided constructive feedback for professional growth opportunities development.
- Managed executive calendars, scheduling meetings and appointments and coordinating travel arrangements to optimize time.
- Facilitated training and onboarding for incoming office staff.
- Worked with senior management to initiate new projects and assist in various processes.
Director of Payroll and Human Resources
Arlington North America
03.2005 - 09.2024
- Maintained confidentiality of sensitive employee information while managing personnel records securely within HRIS systems.
- Collaborated with Finance teams to ensure accurate financial reporting related to payroll expenses and deductions.
- Developed and implemented payroll policies, ensuring compliance with company guidelines and applicable laws.
- Assisted in budgeting activities by providing accurate projections of annual salary expenses based on historical trends analysis.
- Conducted regular performance evaluations for team members, providing constructive feedback and recognizing outstanding achievements.
- Managed a team of payroll specialists, providing guidance and support for the effective execution of all payroll functions.
- Created comprehensive training materials for staff members, enabling them to effectively navigate the new payrolling system and increase their proficiency.
- Implemented tax compliance strategies by staying informed on current legislation and adjusting company procedures accordingly.
- Audited payroll data regularly to maintain accuracy, identifying discrepancies and resolving issues promptly.
- Checked payroll, vendor payments, commissions and other accounting disbursements for accuracy and compliance.
- Complied with established internal controls and policies.
- Performed banking, business administration and financial tasks to guarantee five-star service for clients.
Payroll Specialist
Readylink Healthcare
03.1999 - 02.2004
- Assisted employees with inquiries regarding their paychecks, deductions, and other related issues, providing clear and concise communication.
- Provided customer service to employees regarding payroll inquiries and issues.
- Performed calculations in overtime, vacation, and sick hours to provide accurate data to payroll processing database.
- Verified and submitted timekeeping information for accurate and efficient payroll processing.
- Resolved payroll discrepancies quickly and successfully.
- Uploaded time records into computer system and made adjustments to create accurate database for payroll processing functions.
- Reduced payroll errors by conducting thorough audits and resolving discrepancies in a timely manner.
- Created new hire and termination documents for payroll.
- Prepared year-end reports for W-2s and 1099s, ensuring accuracy and timeliness in tax filing.
- Maintained confidentiality of sensitive employee information while addressing payroll concerns or disputes.
- Generated paper checks for employees and printed stubs for associates who received direct deposits to complete payroll distribution.
- Documented and processed all garnishments for bankruptcies, student loans, and child support orders.
- Collaborated with human resources, adcounting and other departments to confirm payroll accuracy.
- Facilitated smooth onboarding of new hires by efficiently entering relevant data into the payroll database.
- Streamlined communication with employees regarding payroll changes, using variety of channels to ensure widespread understanding and compliance.
- Analyzed and updated payroll policies to reflect changing tax laws, safeguarding company against potential penalties and fines.
- Completed payroll accurately and timely to meet employee expectations.
- Responded to employee questions and requests for information in timely and knowledgeable fashion.
- Reconciled payroll discrepancies and responded to inquiries from employees.
Education
Business Administration And Management
College of The Desert
Palm Desert, CA05.2005
Skills
- Advanced multitasking
- Proactive problem-solving
- Expense reporting
- Meeting facilitation
- Strong decision-making
- Executive support
- Schedule & calendar planning
- Strategic planning assistance
- Conflict management
- Interpersonal communication
- Project management
Timeline
Executive Assistant to the President
Arlington North America
11.2023 - Current
Director of Payroll and Human Resources
Arlington North America
03.2005 - 09.2024
Payroll Specialist
Readylink Healthcare
03.1999 - 02.2004
Business Administration And Management
College of The Desert
Similar Profiles
Kacy WillisKacy Willis
Substitute Paraprofessional at North Arlington School DistrictSubstitute Paraprofessional at North Arlington School District
Naftale HirdNaftale Hird
Investments Compliance Manager at QBE North America, Investments Compliance North AmericaInvestments Compliance Manager at QBE North America, Investments Compliance North America
Miguel MatosMiguel Matos
Party Attendant at New North Arlington BowlParty Attendant at New North Arlington Bowl