Summary
Overview
Work History
Skills
References
Timeline
Generic

Shirley Ortega

Valley Village,CA

Summary

Highly skilled and seasoned Executive Assistant with over 20 years of dedicated experience in providing comprehensive support to executives in the real estate industry. Proven track record of efficiently managing administrative tasks, facilitating smooth operations, and fostering productive relationships. Seeking to leverage extensive expertise and commitment to excellence in supporting executive teams, optimizing organizational efficiency, and driving success in the dynamic real estate sector.

Overview

30
30
years of professional experience

Work History

Executive Assistant/Project Manager/Personal Assistant

The Stevens Group Commercial Real Estate
06.2007 - Current
  • Executive Assistant to one of the founding Principal Brokers of Lee & Associates Sherman Oaks
  • Maintain all database materials and electronic files for escrows and development projects for the Multi-Housing team
  • Prepare contracts, amendments, counter offers etc
  • As needed in WinAir/CRE database
  • Track entire transaction and communicate directly with both escrow and title companies throughout the due diligence and escrow process
  • Ensure timelines are followed and updates are made and communicated as needed
  • Prepare COE paperwork upon request
  • Research properties, run property profiles, maintain job sheets, and update marketing library for all deals
  • Facilitate correspondence for Executive via electronic mail and USPS
  • Coordinate travel arrangements both professional and personal, manage outlook calendar and organize/schedule all meetings, conference calls and seminars
  • Oversee management of finances through QuickBooks; reconcile monthly bank statements and all credit card accounts
  • Work with accountant to make sure all taxes are filed correctly and on time

Seasonal Administrative Support Associate

Bloomingdales
10.2023 - 01.2024
  • Seasonal administrative support for Human Resource Department for Bloomingdales, Sherman Oaks
  • Assist in onboarding of all new hires including seasonal and regular employees
  • Confirm all I-9 documentation into HireRight System and oversee new employee onboarding training
  • Assisted employees with setting up passwords, putting together and distributing welcome packets and assisted with showing/setting up store entry codes
  • Tracked scheduling for all potential new hires in InSite System and corresponded with employees to confirm completion of pre-hiring process as well as their in-store training appointments
  • Assisted on the B-Helpful Desk with holiday customer service on register, gift wrap, curbside etc.

Administrative Assistant

Harmon Insurance Company
10.2018 - 06.2020
  • Administrative Assistant for a woman-owned boutique insurance company specializing in Individual, Small Group and Medicare Insurance
  • Served as direct contact for 3rd party general agency Warner Pacific
  • Created individual and small group quotes for Anthem, Blue Cross/Blue Shield, Kaiser, Aetna, Cigna, etc
  • Processed applications for Individual, Medicare and Small Group new employees
  • Ran yearly renewal quotes for all small groups and created individual employee worksheets explaining comparing various medical and dental plans selected by the Employer to the employee's existing coverage
  • Assembled renewal packets for each employee and managed a calendar of monthly renewals for small groups and coverage dates for all individuals
  • Created and maintained company files for all Small Group, Individual and Medicare insurance subscribers
  • Assisted as needed in the daily operations of the company

Administrative Assistant

Norton Medical
08.2001 - 03.2007
  • Administrator for established medical company that implements drug & alcohol pre-employment and random testing programs for the Department of Transportation, the Public Utilities Commission and the FAA
  • Consulted with national clients to establish new accounts and make sure all policies and procedures were in place so that all companies are in kept in compliance
  • Assisted in generating monthly billing to all clients
  • Responsible for processing both payables and receivables through QuickBooks and corresponded with clients in regards to billing and monthly statements

Real Estate Agent

Paramount Rodeo Realty
12.1993 - 06.2003
  • Initiated contact with buyers and sellers to ensure a smooth real estate experience from signing the listing agreement to close of escrow
  • Established long lasting relationships with clients and worked diligently to find properties conducive to their requests
  • Processed reports, contingencies and all due diligence matters in a timely fashion to expedite the escrow process and meet all deadlines and closings
  • Continued education through classes and seminars on ethics, agency, property disclosures and contracts both through my office and the Board of Realtors
  • Showed available properties to potential buyers, provided guided tours and followed up with Escrow Coordinator
  • Upheld all transaction files for real estate office of 50 - 60 agents
  • Confirmed completion and approval of all reports, contracts, disclosures, and counter offers prior to close of escrow
  • Maintained deposit records and sent all monies to escrow company
  • Compiled production reports for weekly meetings, made sure all property advertising was completed and turned into newspaper on time, and office inventory books were current and correct for agent follow-up calls

Skills

  • Proficient in many commonly used computer applications
  • Scheduling
  • Meeting Planning
  • Office Management
  • Project Oversight
  • Business Administration
  • Mail Management
  • Invoice Processing
  • Customer Service
  • Travel Administration
  • Expense Reporting
  • Administrative Support

References

Available Upon Request

Timeline

Seasonal Administrative Support Associate

Bloomingdales
10.2023 - 01.2024

Administrative Assistant

Harmon Insurance Company
10.2018 - 06.2020

Executive Assistant/Project Manager/Personal Assistant

The Stevens Group Commercial Real Estate
06.2007 - Current

Administrative Assistant

Norton Medical
08.2001 - 03.2007

Real Estate Agent

Paramount Rodeo Realty
12.1993 - 06.2003

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Shirley Ortega