Hi, I’m
Vanessa Villarreal
Admin
Fremont,CA
Summary
A highly trained administrative support professional for over ten years, working in fast-paced environments that require attention-to-detail organization and thorough time management. Strong interpersonal, trustworthy and genuine customer service skills with the ability to multi-task during extremely busy visits from clients and community members. Highly resourceful, excelling in written and verbal skills, with the ability to complete in-demand projects. Carries a positive attitude and is an energetic team player, maintaining professionalism while under pressure.
Overview
17
years of professional experience
Work History
FinancialForceChicago, IL
Executive Assistant to CMO
05.2020 - 04.2023
Job overview
- Detail and arrange travel arrangements and venue reservations for meetings, conferences and seminars.
- Revise and maintain master calendar for Marketing Events.
- Tackle and address top-level, high-priority issues with professional administrative discretion.
- Maintain and update ORG Charts.
- Set up meeting and event logistics for senior management and update calendars.
- Set up meeting and event logistics for senior management and update calendars.
- Create and maintain computer filing and organization systems for records, reports and documents.
- Design Google Slide presentations for monthly divisional meetings with top-level executives.
- Assist with email newsletters to highlight Marketing updates.
FinancialForceChicago, IL
Office Manager
06.2015 - 05.2020
Job overview
- Managed office inventory and placed new supply orders.
- Coordinated office activities and operations to secure efficiency and compliance with company policies.
- Trained and mentored administrative staff members in company policies, daily task execution and industry best practices.
- Handled scheduling and managed timely and effective allocation of resources and calendars.
- Guided new hires through orientation and on-boarding and explained documentation requirements to facilitate HR process.
- Automated office operations for managing client correspondence, payment scheduling, record tracking and data communications.
- Planned for major business changes, including system conversions and closure of office.
- Solicited vendor quotes to determine optimal material purchase pricing.
- Drafted manuals and resources for identifying access to services.
- Planned and coordinated Office Lunches, Happy Hours and Events.
- Developed long-term budgets covering office supplies and equipment maintenance to meet organizational demand.
- Managed office budget to handle inventory, postage and vendor services.
- Oversaw day-to-day office operations, including receiving and organizing correspondence, answering calls and creating business letters and records.
- Maintained impeccable office organization to support efficiency, professionalism and performance objectives.
InnerworkingsChicago, IL
Logistics Coordinator
10.2013 - 10.2014
Job overview
- Relayed information between drivers and recipients, including ETA and potential delays.
- Logged, processed and followed up on merchandise authorization shipments in databases.
- Analyzed client orders and available driving personnel to plan and execute within client needs and expectations.
- Checked items into computer system, printed labels and directed to storage locations.
InnerworkingsCampari AmericaSan Francisco, CA
Front Desk Receptionist
08.2011 - 10.2013
Job overview
- Welcomed patrons to front desk and engaged in friendly conversations while conducting check-in process.
- Received incoming calls and coordinated with staff to fulfill requests and resolve issues.
- Signed for packages, recorded deliveries and distributed to personnel.
- Collaborated with housekeeping and maintenance staff to address and mitigate facility issues.
- Scheduled meetings and meeting rooms for internal personnel, partners and clients.
- Delivered administrative support to team members, including making copies, sending faxes, organizing documents and rearranging schedules.
- Greeted incoming patients and verified paperwork to manage smooth intake processes.
- Maintained daily calendars, set appointments with clients and planned daily office events.
- Oversaw office inventory by restocking supplies and submitting purchase orders.
- Maintained front office cleanliness and organized supplies.
- Maintained office safety by screening visitors, updating logs and issuing temporary passes.
- Worked with office manager to attain operational goals.
- Organized and prepped meeting rooms.
Gotion, Inc.Fremont, CA
Administrative Assistant
09.2024 - Current
Office Team StaffingSan Francisco, CA
Clerical Assistant
04.2010 - 08.2011
Job overview
- Completed various Clerical projects and Administrative assignments.
Wet DesignSun Valley, CA
Front Desk Concierge
08.2008 - 04.2010
Job overview
- Welcomed patrons to front desk and engaged in friendly conversations while conducting check-in process.
- Greeted incoming guests warmly and shared information on policies and amenities.
- Received incoming calls and coordinated with staff to fulfill requests and resolve issues.
- Explained and pointed out new water features to guests.
- Collaborated with housekeeping and maintenance staff to address and mitigate facility issues.
Education
Mission San Jose High SchoolFremont, CA.
High School Diploma
Skills
- Expense Reports and Order Entry
- Scheduling and Calendar Management
- Meetings and Event Planner
- Travel Administration
- Budgetary Planning
- Invoicing and Billing
- Catering Coordination
- Shipping and Receiving
- Ordering Office Supplies
- Concierge and First Impression Greeting
- Telephone and Office Reception
- Word Processing and Typing
Technical Skills
MAC OS, Google Suite, Microsoft Office, ACT, PPM4, Salesforce Customer 1, Advanced Internet Skills
Languages
Spanish
Limited
Timeline
Administrative Assistant
Gotion, Inc.
09.2024 - Current
Executive Assistant to CMO
FinancialForce
05.2020 - 04.2023
Office Manager
FinancialForce
06.2015 - 05.2020
Logistics Coordinator
Innerworkings
10.2013 - 10.2014
Front Desk Receptionist
InnerworkingsCampari America
08.2011 - 10.2013
Clerical Assistant
Office Team Staffing
04.2010 - 08.2011
Front Desk Concierge
Wet Design
08.2008 - 04.2010
Mission San Jose High School
High School Diploma
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