Veronica Gaytan
Laredo,TX
Summary
Proactive Senior Administrative Assistant with extensive experience supporting President/CEO roles, proficient in MS SharePoint, Excel, and document management. Skilled in managing complex schedules, maintaining confidentiality, and enhancing workflow efficiency. Adept in travel coordination, financial record accuracy, and fostering positive work environments.
Overview
31
31
years of professional experience
1
1
Certification
Work History
Senior Administrative Assistant
City of Laredo Parks and Recreation Department
01.2004 - Current
- Kept files and records in content management systems such as MS SharePoint, EXCEL and others.
- Served as a reliable point of contact for both internal and external stakeholders, demonstrating strong problem-solving skills to address any issues that arose.
- Supported program operations by preparing and updating documents, reports and spreadsheets.
- Supported project teams in achieving their goals through proactive assistance with research, data analysis, and report preparation.
- Arranged business travel details for company employees per supervisor requirements.
- Maintained personal schedule, professional calendar, and individual appointments for senior staff members.
- Increased accuracy of financial records with diligent tracking of expenses, budget management, and invoice processing.
- Managed sensitive information with utmost discretion to maintain confidentiality at all times.
- Contributed to a positive work environment by fostering strong working relationships with colleagues across departments.
- Managed electronic records database and handled all file requests.
- Coordinated office activities and public events.
- Reduced errors in data entry tasks due to meticulous attention to detail when inputting information into various databases and spreadsheets.
- Acquired proper equipment, refreshments and supplies for meetings.
- Ensured smooth daily operations by maintaining office supplies inventory and anticipating needs to avoid stock shortages or delays in projects.
- Assisted supervisory staff with management of complex calendars and to-do lists to support organization and productivity.
- Assisted in the creation of compelling presentations for executive-level meetings using advanced PowerPoint skills.
- Prepared flawless emails and other documents upon direction of immediate supervisor.
- Streamlined office operations by implementing efficient administrative processes and procedures.
- Answered multi-line phone system, routing calls, delivering messages to staff and greeting visitors.
- Maintained inventory of office supplies and placed orders.
- Managed filing system, entered data and completed other clerical tasks.
- Interacted with vendors, contractors and professional services personnel to receive orders, direct activities, and communicate instructions.
- Created and maintained detailed administrative processes and procedures to drive efficiency and accuracy.
- Assisted coworkers and staff members with special tasks on daily basis.
- Recorded new hires, transfers, terminations, changes in job classifications and merit increases to main human resources files.
- Liaised between clients and vendors and maintained effective lines of communication.
- Established administrative work procedures to track staff's daily tasks.
- Completed forms, reports, logs, and records to quickly handle all documentation for human resources.
- Managed paper and electronic filing systems by routing various documents, taking messages and managing incoming and outgoing mail.
- Performed research to collect and record industry data.
Assistant to the President/CEO
Laredo Chamber of Commerce
06.1993 - 01.2004
- Maintained confidentiality with sensitive information, ensuring secure storage and discretion at all times.
- Promoted a positive work environment through professional interactions with staff members at all levels of the organization.
- Managed competing priorities effectively while providing administrative support during high-pressure situations such as board meetings or accreditation visits.
- Supported decision-making processes by conducting thorough research and providing important data to the President.
- Enhanced efficiency by coordinating meetings, schedules, and travel arrangements for the President.
- Streamlined communication by managing correspondence between the President''s office and various departments.
- Improved workflow by maintaining an organized filing system for documents, reports, and records related to the President''s duties.
- Handled complex scheduling needs efficiently to maximize time availability for both internal meetings and external engagements involving the president.
- Monitored ongoing initiatives by tracking progress, providing updates to the president, and facilitating necessary adjustments to ensure successful outcomes.
- Coordinated resources and logistics for special projects, ensuring timely completion and alignment with organizational goals.
- Answered multi-line phone system, routing calls, delivering messages to staff and greeting visitors.
- Managed filing system, entered data and completed other clerical tasks.
- Managed phone and email correspondence and handled incoming and outgoing mail and faxes.
- Assisted coworkers and staff members with special tasks on daily basis.
- Managed paper and electronic filing systems by routing various documents, taking messages and managing incoming and outgoing mail.
- Completed forms, reports, logs, and records to quickly handle all documentation for human resources.
- Built and maintained excellent customer relationships through timely response to inquiries and going above and beyond to accommodate unusual requests.
- Established administrative work procedures to track staff's daily tasks.
- Liaised between clients and vendors and maintained effective lines of communication.
Education
Associate of Applied Science - Business
Laredo Junior College
Laredo, Texas05.1989
High School Diploma -
Dr. Cigarroa High School
Laredo, Texas05.1986
Skills
- Proficient in Microsoft Office
- Executive support experience
- Project Coordination Expertise
- Expert Time Management
- Expense Reporting
- AP/AR proficiency
- Confidentiality and Discretion
- Travel Coordination
- High-Level Multitasking
- Human Resources Support
- Executive Support
- Meeting Support
- Accounting skills
- Scheduling services
- Spreadsheet development
- Inventory control familiarity
- Basic accounting knowledge
- Supervising staff
- Travel Arrangements Expertise
- Scheduling and calendar management
- Office Administration
- Microsoft Outlook
- Staff Management
- Filing and data archiving
- Appointment Scheduling
- Attendance record management
- Office Management
- Employee timesheet processing
- Data Entry
- Administrative Support
- Purchase orders organization
- Mail distribution
- Budget Tracking
- Travel administration
- Microsoft Word
- Excel spreadsheets
- Data Collection
- Minute Taking
- Filing
- Event Coordination
- AR/AP
- Document retrieval
Certification
Skills for high performance teamwork
Languages
Spanish
Full Professional
Timeline
Senior Administrative Assistant
City of Laredo Parks and Recreation Department
01.2004 - Current
Assistant to the President/CEO
Laredo Chamber of Commerce
06.1993 - 01.2004
Associate of Applied Science - Business
Laredo Junior College
High School Diploma -
Dr. Cigarroa High School
Skills for high performance teamwork
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