Stephanie Zubiate
El Monte,CA
Summary
I am an experienced, versatile, and results-oriented administrative professional with 20 plus years of proven expertise in office management, Administrative Assistant and event planning. My strengths include punctuality, sound judgment, strong decision making skills, ability to work with limited supervision, and ability to foresee and multi-task issues. As a collaborative individual, I successfully lead others by sharing knowledge, using effective communication strategies, and
fostering a team-oriented culture.
Overview
31
31
years of professional experience
Work History
Operation Sales Admin. Assistant
Obagi Cosmeceuticals, LLC.
01.2025 - Current
- Prepare leaders for meetings: review weekly agendas, compile briefs and materials.
- Developed and executed strategic sales events, covering trade shows, conferences, client meetings, and team-building sessions. Oversaw planning and logistics for trade shows to optimize engagement. Engaged in client meetings to reinforce partnerships and drive business growth. Led team-building exercises to improve teamwork and morale.
- Manage logistics: venue, catering, A/V, registration, travel, and material preparation.
- Serve as primary contact for vendors, and suppliers.
- Managed expense reporting to provide clarity on budget allocations. Tracked event budgets for effective financial oversight and resource management. Processed invoices to ensure timely reimbursement and maintain vendor satisfaction.
- Coordinate administrative functions for sales team, ensuring seamless calendar management and efficient meeting organization.
- Coordinate cross-functional communication to align events with sales/marketing goals.
- Safeguard confidentiality with precision.
Office Manager
Skanska USA Building
09.2019 - 12.2024
- Oversee daily office operations, coordinating meetings and maintaining office supplies.
- Assisted in financial operations, including budgeting, invoice processing, and expense tracking.
- Process [incoming and outgoing] mail for all staff members
- Provide support to executive teams, including [scheduling meetings, organizing company travel, planning corporate events, managing conference room reservations, and processing food orders]
- Serve as main point of contact for office challenges, including [property repairs, equipment malfunctions, supply ordering, and janitorial requirements]
- Assist HR Team to enforce company policies and onboarding/training new hires
- Communicate and coordinate with Property Management on all matters, including(i.e., parking, badges)
National Sales Administrator/Coordinator
Envy Medical Products, Inc.
10.2016 - 06.2019
- Managed and coordinated national sales activities, including organizing and attending sales meetings, conferences, and trade shows
- Oversaw the management of sales databases, tracking sales activities, and generating performance reports for senior management
- Coordinated the distribution of sales materials and collateral to regional sales teams, ensuring they have the necessary resources to meet their targets
- Provided administrative support to the sales team, including scheduling appointments, managing travel arrangements, and preparing sales presentations
- Sourced vendors for special project needs and negotiated contracts
- Responsible for ordering office supplies
Sr. Sales Associate/National Event Coordinate
Obagi Medical Products, inc
09.2006 - 10.2016
- Provided high-level administrative support for the EVP Global Sales & Field Marketing duties, making travel arrangements and preparing itineraries
- Field Sales support: management of expense reports, call reports, new hire training coordination, and hotel contract negotiations.
- Managed the planning and execution of logistics and operations for all events such as National Sales Meetings, New Product Launch Meetings, Medical Trade Shows, and Sales Incentive Trips
Marketing Assistant, Brand Management
Obagi Medical Products, Inc.
01.2004 - 09.2006
- Provided administrative support to the Director of Marketing (travel arrangements,meetingss)
- Assisted the brand management team in executing comprehensive marketing campaigns, including market researchand competitor analysis
- Collaborated with cross-functional teams to create and launch new product lines, conducting market assessments and identifying target audiences.
- Assisted in organizing and coordinating corporate events and trade shows, managing logistics, and ensuring effective brand exposure to enhance brand recognition.
Executive Assistant
Obagi Medical Products
05.2003 - 12.2003
- Managed complex calendars, scheduling meetings and appointments for executive team
- Organized and coordinated travel arrangements, including flights, accommodations, and ground transportation
National Sales Assistant
Obagi Medical Products, Inc.
12.1995 - 05.2003
- Supported the national sales team by preparing sales reports and analyzing market trends to identify areas for improvement
- Coordinated logistics for national sales meetings and conferences, including scheduling, travel arrangements, and event coordination
- Provided exceptional customer service to national accounts, addressing inquiries and resolving issues promptly and efficiently
Skills
- Sound judgement, decision-making
- Ability to work with limited supervision
- Ability to foresee and mitigate issues
- Excellent interpersonal skills to handle sesitive and confidential situations
- Good time management, planning, and organizational skills
- Strong written and verbal communication skills
- Attention to detail in composing and proofing materials
- Strong sense of urgency with ability to prioritize
- Strong ability to multi-task
- Dependable, punctual and organized
- Exhibits professional attitude
- Ability to lead a team, delegate, collaborate, and function effectively as part of a team
- Knowledge of clerical and data management practices and procedures preferred
Accomplishments
National Customer Care Award Obagi Medical Products, Inc - January 2008
National Extraordinary Employee Award - "Making a Difference" Obagi Medical Products - January 2007
Key Contributor Award Envy Medical Products, Inc -January 2018
Timeline
Operation Sales Admin. Assistant
Obagi Cosmeceuticals, LLC.
01.2025 - Current
Office Manager
Skanska USA Building
09.2019 - 12.2024
National Sales Administrator/Coordinator
Envy Medical Products, Inc.
10.2016 - 06.2019
Sr. Sales Associate/National Event Coordinate
Obagi Medical Products, inc
09.2006 - 10.2016
Marketing Assistant, Brand Management
Obagi Medical Products, Inc.
01.2004 - 09.2006
Executive Assistant
Obagi Medical Products
05.2003 - 12.2003
National Sales Assistant
Obagi Medical Products, Inc.
12.1995 - 05.2003