Ruby Zepeda
San Jose,CA
Summary
Enthusiastic and well-organized Administrative Assistant with solid background in data entry, schedule management and event planning. Hard-working, multi-tasking Executive Assistant with outstanding telephone, scheduling and documentation skills. Highly organized and meticulous Administrative Assistant with experience in corporate office settings. Administrative professional offering excellent communication and computer skills. Meets deadlines and works with a high level of multicultural awareness and adaptability.
Overview
17
17
years of professional experience
Work History
Senior Project Coordinator
Modus REX LLC
06.2020 - 08.2022
- Created project roadmaps for staff, defining specific milestones and timelines to encourage timely project completion.
- Analyzed project costs to confirm positive return on investment (ROI) for new proposals.
- Followed up on change orders to ongoing projects, confirming necessary alternation completions occurred on time.
- Gathered project data and input details into NetSuite Smartsheet Salesforce Microsoft office .
Administrative Assistant
Gidel And Kocal Construction Company Inc
Campbell, CA.
06.2018 - 01.2020
- Daily support to Executive/CEO/ Managers/Project Assistants
- Managed office inventory by restocking supplies and placing purchase orders to maintain adequate stock levels
- Performed general office duties, including answering multi-line phones, routing telephone calls or messages to appropriate staff and greeting visitors
- Offered office-wide Procontractor software support and training, including troubleshooting issues and optimizing usage
- Interacted with vendors, contractors and professional services personnel to receive orders, direct activities and communicate instructions
- Coached new employees on administrative procedures, company policies and performance standards
- Coordinated domestic and international travel arrangements, including booking airfare, hotel and ground transportation
- Scheduled office meetings and client appointments for team of 10-20 professional
- Coordinate and schedule interviews
Administrative Assistant
Cushman And Wakefield Commerical Real Estate
San Jose, CA
02.2017 - 09.2017
- Performed various administrative functions, including filing paperwork, delivering mail, sorting mail, and bookkeeping
- Invoice rent rolls and monthly payment processing
- Weekly reports and document preparation for managers executive and director
- Negotiated agreements between employees to clarify misunderstood directions and resolve conflicts affecting performance.
Manager/Administrator
Urban Tee Shirts
San Jose, CA.
06.2009 - 01.2017
- Oversaw daily office operations for staff of 3 employees
- Prepared and distributed payroll for staff of 3 direct reports
- Composed and drafted all outgoing correspondence and reports for managers
- Oversaw inventory and office supply purchases
- Complied annual recommendations for end of fiscal year budgets
- Negotiated pricing with vendors regarding wholesale billing and marketing procedures
- Processed accounts receivable and accounts payable
- Liaised with vendors to order and maintain inventory of office supplies
- Managed hundreds of accounts receivable accounts working directly with the Financial Management
- Office.
Realtor
Alain Pinel Realtors
04.2004 - 06.2009
- Negotiated pricing with vendors regarding wholesale billing and marketing procedures
- Managed executive calendar and coordinated weekly project team meetings
- Prepared meeting minutes and edited subcontractor proposals, project punch list, transmittals and memorandums for organizational support
- Managed executive calendar and coordinated weekly project team meetings.
Education
Bachelor of Arts - Communication
San Jose State University
2019
Skills
- Strategic planning and critical thinking Data collection and analysis with quantitative and
- Negotiation qualitative methods
- Sales and marketing Google docs-Excel-Power Point-Word
- Verbal and written communication Office 365/ SharePoint
- Salesforce Administrator
Websites
Languages
Spanish
Native or Bilingual
Timeline
Senior Project Coordinator
Modus REX LLC
06.2020 - 08.2022
Administrative Assistant
Gidel And Kocal Construction Company Inc
06.2018 - 01.2020
Administrative Assistant
Cushman And Wakefield Commerical Real Estate
02.2017 - 09.2017
Manager/Administrator
Urban Tee Shirts
06.2009 - 01.2017
Realtor
Alain Pinel Realtors
04.2004 - 06.2009
Bachelor of Arts - Communication
San Jose State University
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