Vanessa Vallellanes
Woodruff,SC
Summary
Experienced administrative professional with over 15 years of expertise in supporting high-achieving executives. Known for being driven and resourceful, consistently assisting with various tasks to ensure the smooth operation of daily activities. Meticulously managing and prioritizing multiple responsibilities, even in fast-paced and dynamic environments. Track record speaks to the ability to provide precise and well-organized support, making a valuable asset in any professional setting.
Overview
15
15
years of professional experience
Work History
Community Manager
IWG, Regus
05.2023 - 03.2024
- Produced development reports and monthly financials in an accurate and timely fashion
- Oversee the day to day operational responsibilities of the property, to include financial, marketing, customer service of business offices
- Effectively managed, maintained the physical office's community, its clients and staff, while meeting the highly demanded financial objectives of the company
- Continuously monitor the building, grounds, and surrounding areas to ensure that the community is safe, clean, and attractive
- Developed strong relationships with clients that ensured long term satisfaction
- Worked with AR and AP to ensure that all financial needs were met
- Worked on social media platforms to market the available offices.
- Worked with maintenance staff to complete timely repairs and enhancements.
- Handled all tenant logistics and leases and effectively scheduled appointments, showings, move-ins and move-outs.
- Managed community within established cost constraints.
- Streamlined operations by communicating efficiently with clients, keeping meticulous records, budget management, and internal collaboration.
Executive Assistant
SC811
02.2020 - 05.2023
- Serves as the Executive Assistant to the Executive Director of a non-profit
- Complete and edit forms for the Attorney General's Office
- Assist in researching complaints, legal concerns, and/or vendor issues
- Serve as the Point of Contact (POC) and coordinator for the Board of Director meetings, events, and other off-site events
- Organize relevant reports, documents, and materials required for the board and committee meetings
- Generate reports and manipulate data in excel and other company-related systems
- Coordinate minimal to complex scheduling and extensive calendar management
- Maintain and update frequently used documents and spreadsheets
- Act as an office manager by keeping up with office/kitchen supply inventory
- Schedule travel and accommodation arrangements for Executive Director, Board Members and visiting business partners
- Partner with other departments and delegate tasks as appropriate
- Answer calls, emails, and manage Executive Director correspondence
- Manage communication with Facility Director and other business partners
- Prepare internal and external corporate documents for team members and business partners
- Assist with HR duties
- Manage Budget
- Assist with Board of Director's Presentations
- Assist Accounting Department.
- Organized and coordinated conferences and monthly meetings.
- Processed travel expenses and reimbursements for executive team and senior management group.
- Screened calls and emails and initiated actions to respond or direct messages for managers.
- Managed executive calendars, scheduling meetings and appointments and coordinating travel arrangements to optimize time.
Executive Administrative Assistant
Hubbell Power Systems, Inc
06.2017 - 02.2020
- Prepare and publish daily operation and sales reports
- Manage Document Control Process and Records Management System
- Track platform project spending
- Maintain executive schedule
- Coordinate meetings, conferences and teleconferences
- Make travel arrangements for Business Unit Managers and staff both domestic and international
- Wrote and enforced administrative procedure plans to reduce errors and prevent process delays.
- Gathered documents, data, and formulated analytics to prepare issues for discussion and reports for review.
- Organized and coordinated conferences and monthly meetings.
- Translated and interpreted for Spanish speaking clients
- Record meeting minutes
- Respond to inquiries and transmit to the appropriate contact
- Prepare presentations for executive staff
- Assist Human Resources with new hire onboarding
- Greet and screen facility visitors
- Maintain office supply inventory
- Perform basic bookkeeping tasks
- Review and recommend improvements to operating practices for workflow, reporting and expenditures.
Administrative Assistant
Fluor Corporation / Plant Vogtle
09.2016 - 06.2017
- Tracked and maintained employee training
- Composed daily record and approvals of all fabrication in Fabrication Shops
- Created purchase requisitions in Smartplant for material orders
- Organized and scheduled meetings
- Recorded meeting minutes
- Maintained management staff calendars
- Created presentations for Project Management Team to track and measure progress of the Fabrication Shops
- Created spreadsheets to track data
- Operated office equipment - fax machines, copiers, phone systems
- Coordinated equipment repairs
- Scheduled conferences, meetings and completed travel arrangements for staff.
Right of Way Clerk
Audubon Engineering
06.2015 - 03.2016
- Created project progress reports for Kinder Morgan
- Maintained inventory levels
- Drafted correspondence
- Organized and maintained filing systems
- Assisted callers - directed calls to correct contact, recorded and relayed messages
- Maintained mailing and database systems
- Computed, recorded, and proofread data, records or reports
- Completed work schedules, managed calendars, and arranged appointments
- Coordinated or performed shipping, receiving, distribution, or transportation activities.
Communications Officer
Augusta-Richmond County 9-1-1 Center
03.2009 - 06.2015
- Received incoming calls on 9-1-1 and administrative lines and identified the proper Public Safety response
- Entered information pertaining to Calls for Service into the Computer Aided Dispatch (CAD) computer system
- Monitored assigned talk groups and dispatched the proper Public Safety Response to the Calls for Service
- Updated the CAD as to dispatch, arrival and clearing of Public Safety Units, and maintained the unit's current location in the CAD
- Worked closely with Communication Officers to ensure the relay of information critical to the Public Safety Response
- Received and properly disseminated GCIC/NCIC information as governed by Georgia Law and GCIC
- Served as backup for all positions for vacations, holidays, sick absences and shortage of personnel
- Maintained equipment and inspection of equipment to ensure serviceability.
Education
High School Diploma -
George P. Butler High School
Augusta, GA05.2002
Skills
Human resources
- Legal Research
- Records Management
- Employee Orientation
- Proofreading
- QuickBooks Proficient
- P&L Management
- Budgeting
- Forecasting
- General ledger reconciliation
- Interviewing
- Calendar management
- Records management
- Document management
- Financial statement preparation
- Legal research
- Payroll
- Research
- Presentation skills
- Project management
- Office management
- Marketing
- Accounting
- Business development
- Proficient in all aspects of Microsoft Office
- Property management
- Balance sheet reconciliation
- Customer service
- Sales
- Training & development
- Data collection
- SAP
- Cash handling
- Construction
- Accounting software
- Event planning
- Project coordination
- SharePoint
- Salesforce
- Customer relationship management
- Supervising experience
- Database administration
- Schedule management
- Purchasing
- Procurement
- Financial services
- Relationship management
- Microsoft Excel
- Negotiation
- Travel planning
- Account Reconciliation
- Management
- Financial Report Writing
- Proficient user of Microsoft Excel, Word and Power Point (VLookup, pivot tables, mail merges, macros, etc)
- SAP (Systems, Applications and Products data management system)
- Concur Expense Reporting
- Project Management
- SuccessFactors (Human Resources Management Software)
Languages
Spanish
Full Professional
Timeline
Community Manager
IWG, Regus
05.2023 - 03.2024
Executive Assistant
SC811
02.2020 - 05.2023
Executive Administrative Assistant
Hubbell Power Systems, Inc
06.2017 - 02.2020
Administrative Assistant
Fluor Corporation / Plant Vogtle
09.2016 - 06.2017
Right of Way Clerk
Audubon Engineering
06.2015 - 03.2016
Communications Officer
Augusta-Richmond County 9-1-1 Center
03.2009 - 06.2015
High School Diploma -
George P. Butler High School
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