Sophia Toomalatai

Hollister,CA

Summary

Diligent Sr. Executive Assistant with proven track record in managing executive schedules and coordinating high-level meetings. Expertise in streamlining office operations and improving efficiency through proactive problem-solving and attention to detail. Demonstrated ability to manage confidential information and foster positive relationships with stakeholders. Known for reliability, adaptability, and collaborative approach to achieving organizational goals.

Overview

years of professional experience

Work History

Sr. Executive Assistant

Yahoo Inc

Mountain View, United States

07.2016 - 12.2025

-Provide high-level executive support to C-level leaders and multiple VPs, serving as a strategic partner to senior leadership and enabling timely decision-making.
Manage complex, multi-calendar coordination for up to 4 executives and leadership teams; prioritize competing commitments, prepare agendas, and ensure alignment across stakeholders.
Coordinate domestic and international travel for executives and subordinates including itineraries, meeting logistics, visa support, ground transportation, and detailed travel briefs; managed more than 100 travel itineraries annually.
Oversee expense management and budget support: submit and reconcile executive expense reports, track departmental spend, and support budget planning and procurement requests for software, hardware, SOWs, and vendor contracts.
Plan and execute C-level meetings, board and leadership offsites, and company events—handling venue selection, vendor negotiation, catering, AV, agendas, and post-event follow-up.
Act as confidential liaison for sensitive matters, maintain discretion in handling executive correspondence, personnel information, and high-priority project communications.
Implemented process improvements that streamlined administrative workflows, reducing task completion times significantly.
Mentored junior administrative staff, providing guidance on best practices and professional development opportunities.
Organized company-wide events, managing logistics from planning through execution to enhance employee engagement.
Prepared executive presentations using advanced software tools, ensuring clarity and professionalism in stakeholder communications.
Managed travel itineraries and logistics for accommodations for over 20 employees.

Office Manager

SideMark

Santa Clara, United States

03.2014 - 07.2016

Delivered administrative and operational support for office leadership, supporting daily business functions and cross-functional teams.
Managed executive calendars for CEO and CFO, coordinated meetings, prepared materials, and maintained confidentiality of sensitive information.
Coordinated domestic and international travel arrangements and prepared detailed itineraries; processed and reconciled executive expense reports for 5 executives.
Supported new hire onboarding and workstation setups by coordinating with IT and facilities to ensure seamless integration of staff.
Planned office events and weekly logistics (lunches, meetings), negotiated with vendors, maintained supply inventory, and managed vendor onboarding and payment processing.
Assisted with budget planning and procurement-related activities to support operational needs and office projects.
Analyzed office performance metrics, identifying areas for improvement and strategic growth opportunities.
Handled sensitive information with discretion, maintaining confidentiality of company documents and personnel records.
Provided exceptional customer service when addressing client inquiries or concerns via phone calls or email correspondence.
Streamlined office operations by implementing efficient filing systems and organizational strategies.

Sr Executive Asst

Cisco Systems Inc

San Jose, United States

03.2009 - 02.2014

Served as primary executive support to the SVP, Physical Security Business Unit, acting as a trusted right-hand to senior leadership.
Liaised with vendors, facilities, IT and HR to streamline procurement, onboarding, and office projects; contributed to procurement initiatives and vendor negotiations.
Compiled and disseminated time-sensitive information to stakeholders, tracked action items and ensured timely follow-up to support strategic initiatives.
Managed travel itineraries and logistics for accommodations for over 15 employees.
Reconciled and processed expense reports for 15 internal and field personnel.

Education

BBA - Business Administration

National University

San Jose, CA

High School Diploma - undefined

Seaside High School

Seaside, CA

06.1990

Skills

Productivity Software: Google Apps, MS Office Suite, virtual meeting platforms, project management tools
Managing complex calendars, organization, time management
Communication: Strong verbal and written skills
Purchase order processing
New vendor setup
Inventory management
Exceptional interpersonal skills
Meticulous attention to detail

Effective problem solving
Strong organizational skills
Adaptable to change
Outstanding computer proficiency
Spreadsheet management
Deadline oriented
Data collection
Quality control

Timeline