Victoria Jane Coronado, M.A.
Senior Executive Administrator
Austin,TX
Summary
Meticulous Senior Executive Administrator, highly skilled in developing and implementing actionable initiatives to establish seamless administrative and operational processes.
Overview
8
8
years of post-secondary education
18
18
years of professional experience
Work History
Chief Executive Officer
Calibrate Change, LLC
Austin, TX
11.2019 - Current
- Identified and capitalized on short- and long-term revenue generation opportunities to maximize bottom-line profitability.
- Developed key operational initiatives to drive and maintain substantial business growth.
- Met dynamic needs by keeping internal systems scalable and highly responsive.
- Recruit talented associates building specialized team of practitioners
- Provide ongoing career development training and opportunities
- Conduct monthly business incubator education classes
- Initiate and track marketing efforts and evaluate ROI and other key metrics
- Provide 1:1 coaching and mentoring to team members.
- Administer all aspects of back-office functions including payroll, expense reconciliations, tax and legal filings.
Procurement Specialist/ Office Manager
Snow Software
Austin, Texas
02.2020 - 12.2020
- Lead effort to design, document, implement, measure and improve office operations, processes and procedures.
- Increased business management insight and operational advice and expertise to office partners and departmental functions.
- Create culture of operational excellence and accountability in managing business processes and activities in support of clients and those served internally.
- Prepare and manage office annual expense budget.
- Monitor and manage office budget throughout year, including controlling expenses appropriately and performing periodic variance analysis.
- Create and maintain office security manuals; enforces security training; and ensures that office meets proper business continuity obligations of company.
- Established databases tracking lease costs, renewal dates, and total operational costs for 26 international offices.
Senior Executive Assistant/ Global Facilities Manager
Snow Software
Austin, TX
11.2018 - 11.2019
- Executive Administrative support to CRO, CMO, Chief General Counsel, VP of Sales Americas
- Managed administrative functions, including complex calendar management with focus on proper allocation of executive availability
- Work collaboratively with key stakeholders to oversee global real estate portfolio, including developing space planning models, identifying facilities options, negotiating letters of intent, and overseeing lease administration.
- Provide operational budget proposals to executive leadership team highlighting potential cost savings of over $2M annually.
- Communicate directly with internal and external stakeholders to coordinate and update project plans and timelines.
- Event management including promotion, staffing, catering, travel, accommodations, client entertainment, & budget.
- Provide professional development training to office managers and front desk agents
- Supervise day-to-day operation and maintenance duties in assigned offices to ensure service reliability and work environment standards are achieved
- Direct, coordinate and plan essential central services such as reception, security, maintenance, mail, archiving, cleaning, catering, waste disposal and recycling
- Suggest and drive improvements in products, processes and procedures for global office administration team.
- Provided administrative support to senior leadership and members of executive board while maintaining confidentiality
- Created regular reports and updated internal databases
- Complied with special requests from board members for research, assistance and travel arrangements
- Created appropriate documentation for members of board and senior leadership before meetings
- Researched, proposed and implemented vendor agreements to decrease costs and improve services
- Allocated executive tasks and managed complex calendars and administrative functions
- Prepared meeting agendas and briefing papers for members of board of directors and executive team
Executive Assistant, Office Operations Manager
Lithium Technologies
Austin, TX
03.2017 - 05.2018
- Managed seamless integration of headcount expansion from 63 employees to over 200 in less than one year.
- Provide overall strategic and tactical leadership to ensure all office functions and personnel are aligned in providing seamless client service and responsive support.
- Develop administrative staff through effective goal setting, coaching, reviews, and development planning.
- Make recommendations for space, facilities, and equipment needs.
- Established leadership and expertise in all space planning projects.
- Ensure effective planning for integrating new partners and employees into office.
- Coordinate closely with partners and management on HR matters, providing interviewing, onboarding/offboarding, office communications, and policy enforcement.
- Responsible for developing and implementing office policies by setting procedures and standards to guide operation of office.
- Plan and supervise office move and renovations to new space.
- Meet with outside vendors for selection and implementation of building needs.
- Oversee office installations and maintenance vendors.
- Assign and monitor clerical, administrative and secretarial responsibilities and tasks.
- Perform review and analysis of special projects and keep management properly informed.
- Responsible for ensuring office financial objectives are met by preparing annual budget for office, planning expenditures, analyzing variances and carrying out necessary corrections that may arise.
- Develop Diversity and Inclusion program to create inclusive and diverse office culture.
Executive Assistant
Humanify
Austin, Texas
04.2016 - 01.2017
- Provide high level administrative support to CEO and Executive staff Heavy calendar scheduling meetings for CEO and Executive Staff Arrange travel (air, car, hotel) for CEO and Executives Initiate procurement requisitions / track approvals and invoices posted against funds.
- Facilitate off-site events, meetings, team building events Prepare PowerPoint presentations for internal and external discussions.
- Plan inter-office moves and expansions Complete necessary steps for Passport renewal services Interface with Building Maintenance and Facilities Management Complete special projects as required by Project Managers Order and stock office supplies and break room treats.
Executive Assistant
CLEAResult
Austin, TX
12.2013 - 06.2015
- Assist with executive calendar scheduling and meeting planning
- Attend Board of Director, Executive Operations, and Growth and Strategy meetings
- Manage all aspects of C-level meetings; travel, hospitality, meeting spaces, and itineraries
- Proof and prepare board meeting books and manage timeline for submissions
- Take extensive notes at various C-level meetings
- Arrange conference calls and video conference calls for executive team
- Provide interface with IT Helpdesk for individual and group support projects
- Plan and execute all organizational meetings, retreats, and associate recognition events
- Reconcile and submit expenses for CEO
- Manage submissions to accounts department for timely payments
- Liaise with HR to coordinate executives and candidates for interviews Efficiently execute various projects as assigned by CEO and C-suite.
Executive Assistant
Freescale Semiconductor
08.2007 - 05.2012
- Perform administrative support for Vice President, Director, and staff
- Arrange daily calendar in Outlook and serve as liaison for department
- Arrange multi-leg, multi-destination domestic and international travel itineraries
- Coordinate receipts for expense reports and credit card reconciliation
- Enter and track purchase requisitions and purchase orders in SAP
- Write and edit documents, letters, spreadsheets and presentations
- Exhibit high degree of confidentiality and handle sensitive material
- Provide interface with IT Helpdesk for individual and group support projects
- Work closely with HR to recruit, interview, make offers, and on-board new hires.
- Plan and execute all organizational meetings, retreats, and associate recognition events
- Provide research assistance via Internet for various business and legal presentations
- Act on behalf of Executives as approver in multiple business software applications
- Arrange conference calls and video conference calls worldwide
- Maintain and stock office supplies and break room treats
- Offer Notary Public services
- Screen Executive email and voicemail and respond as necessary and appropriate.
Administrative Assistant/ Office Manager
Klotz Associates, Inc
10.2005 - 03.2007
- Provide specialized, high level administrative support to Regional Vice Presidents and staff
- Complete special projects as required by Project Managers
- Coordinate calendars and schedule meetings for RVP, Project Managers
- Use graphic design skills to create proposals and marketing literature
- Write, edit, and publish proposals, business, and government correspondence
- Coordinate domestic travel Research and facilitate off-site events, meetings, team building events
- Prepare PowerPoint presentations for internal and external discussions.
- Plan and execute inter-office moves and expansions
- Interface with Building Maintenance and Facilities Management
- Order and stock office supplies and break room treats
- Maintain confidential company information regarding financials and human resources
- Read/route incoming mail and answer telephone calls
- Compose and type correspondence and documents as directed.
Administrative Assistant
Vineyard Christian Fellowship
05.2001 - 10.2003
Receptionist
Outreach Health Services, Inc
10.1999 - 06.2002
Education
Master of Arts - Counseling Psychology
LeTourneau University
Longview, TX 01.2015 - 08.2018
B.S - Counseling Psychology; Psychology
University of Phoenix
Tempe, AZ 10.2009 - 11.2013
Work Availability
monday
tuesday
wednesday
thursday
friday
saturday
sunday
morning
afternoon
evening
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Skills
Microsoft Office Suite
G-Suite
Leadership
Confluence
SAP
Concur
Project Management
Real Estate
Facilities Management
Procurement
Human Resources
Training and Team Building
Quote
Opportunities Don't happen.You create them.
Chris Grosser
Timeline
Procurement Specialist/ Office Manager
Snow Software
02.2020 - 12.2020
Chief Executive Officer
Calibrate Change, LLC
11.2019 - Current
Senior Executive Assistant/ Global Facilities Manager
Snow Software
11.2018 - 11.2019
Executive Assistant, Office Operations Manager
Lithium Technologies
03.2017 - 05.2018
Executive Assistant
Humanify
04.2016 - 01.2017
Master of Arts - Counseling Psychology
LeTourneau University
01.2015 - 08.2018
Executive Assistant
CLEAResult
12.2013 - 06.2015
B.S - Counseling Psychology; Psychology
University of Phoenix
10.2009 - 11.2013
Executive Assistant
Freescale Semiconductor
08.2007 - 05.2012
Administrative Assistant/ Office Manager
Klotz Associates, Inc
10.2005 - 03.2007
Administrative Assistant
Vineyard Christian Fellowship
05.2001 - 10.2003
Receptionist
Outreach Health Services, Inc
10.1999 - 06.2002