Vivian Rodriguez
Los Angeles,California
Summary
Executive Assistant with over 9 years of experience providing high-level support to senior executives in global organizations and hospitality leadership. Skilled in managing complex calendars, coordinating international travel, and handling highly sensitive matters with discretion. Recognized for streamlining operations, building cross-functional relationships, and enabling leaders to focus on strategic priorities. Adept at supporting executive decision-making through effective communication, project management, and organizational excellence. Committed to fostering collaboration, inclusion, and service in alignment with institutional values.
Overview
12
12
years of professional experience
Work History
Executive Assistant and Project Administrator
Wavestream Corp.
San Dimas, CA
03.2021 - Current
- Demonstrated meaningful leadership in creating and overseeing Employee Care Committee, resulting in 40% increase in employee engagement through cross-departmental collaboration with managers and representatives to establish company well-being and social initiatives and programs.
- Responsibilities:
- Provide direct, executive support to Wavestream President and supplemental support to local & global Executive Team(s), including managing over 4 complex calendars across multiple time zones simultaneously, tracking and approving expense reports, coordinating extensive travel, providing administrative and project support for events and projects, and preparing high-level presentations and briefings.
- Serve as primary point of contact for all internal and external communications addressed to GM/President by researching, drafting and editing correspondences on President’s behalf, prioritizing and determining appropriate course of action, providing recommendations for delegation and decisions in reflection of GM’s management style.
- Appointed company Travel Coordinator, implementing company travel policies, establishing terms with travel partners, managing and monitoring quarterly company travel budget, approving all travel including flights, accommodations, itineraries and travel expense management for all North America, South America, Europe and Asia employees.
- Spearhead planning and preparation support to strategic, operations and client meetings; arranging and handling logistics, ensuring agendas and meeting minutes are prepared, assist in finalizing all high-level presentations, manage distribution of marketing materials and working through cross-departmental collaboration to track and monitor any post actions items.
- Own coordination of large-scale domestic and international conferences, trade shows and company events including group travel and accommodations, vendor and venue logistics for booth design & set up, internal planning for demos and managing all marketing material designs and distribution.
- Manage confidential and sensitive information with the utmost discretion, ensuring compliance with company policies and federal regulations while maintaining trust and credibility with leadership.
Executive Assistant to Hotel Manager
InterContinental Los Angeles Downtown
Los Angeles, CA
08.2017 - 09.2020
- Provided pivotal support to Hotel Manager and Executive Committee in post-opening of an 889-room hotel, including drafting and implementation of departmental SOP’s for over 800 employees. Successfully created and implemented programs to track and increase department productivity and IHG Winning Metrics, resulting in guest experience enhancement.
- Responsibilities:
- Assisted Hotel Manager and Executive Committee with daily administrative duties, including completion and approval of Executive expense reports, preparing and composing correspondences and managing complex calendars across multiple time zones
- Acted as trusted liaison between senior leadership, ownership, employees, and external stakeholders, ensuring clear, diplomatic, and timely communication in a high-profile environment.
- Managed and approved payroll for departments of over 150 employees in adherence to union regulations
- Collaborated with all department leaders in planning and execution of upcoming internal employee and guest seasonal programs, including design of all internal and external marketing materials, public messaging and visual collateral
- Resolved all guest complaints via in-person and third-party review platforms (Google, TripAdvisor) on behalf of the Hotel Manager
- Supervised and tracked internal strategic and logistical planning for all high-security and VIP guest visits
Front Office Coordinator
Hotel Palomar Beverly Hills
Beverly Hills, CA
07.2015 - 08.2017
- Responsibilities:
- Assisted Director of Guest Services in day-to-day activities, including scheduling, planning and training new employees
- Coordinated front office operations, ensuring seamless guest check-in and check-out processes.
- Coordinated company-wide events including monthly birthday celebrations, team-building workshops and hotel-wide communication meetings
- Maintained smooth and efficient day-to-day operations of the Front Desk, including guest check-in and check-out, balancing room assignments, handling reservation payments such as daily routing of Direct Bill, Master Account payments and charging advance deposits
- Resolved all guest complaints and disputes regarding billing concerns and negative guest experiences
- Maintained employee communication boards, providing bi-weekly job openings, employee benefits and perks updates to employee recognition wall
- Worked closely with all department managers to facilitate seamless operations, working closely with housekeeping and maintenance departments to ensure smooth flipping of the house
- Analyzed guest feedback to identify service improvement opportunities and drive operational excellence.
Villa Front Desk Agent
Resort at Pelican Hill
Newport Coast, CA
09.2014 - 07.2015
Education
Bachelor of Arts - Business Administration, Human Resources Management
California State University, Fullerton
Fullerton, CA01-2017
Skills
- Process improvement
- Presentation development
- CRM: Salesforce & SAP
- KPI & Performance Tracking
- Advanced MS office suite
- Microsoft 365 Copilot
- Adobe Suite (InDesign, Illustrator, Photoshop); Canva
- Strategic planning
- Travel coordination
- HRM: ADP, Workday
- Event logistics & planning
- ITAR/AS9100 Compliance
- Concur, ComBTAS
- Time management
- Cross-organizational collaboration
- Bilingual, English & Spanish
Timeline
Executive Assistant and Project Administrator
Wavestream Corp.
03.2021 - Current
Executive Assistant to Hotel Manager
InterContinental Los Angeles Downtown
08.2017 - 09.2020
Front Office Coordinator
Hotel Palomar Beverly Hills
07.2015 - 08.2017
Villa Front Desk Agent
Resort at Pelican Hill
09.2014 - 07.2015
Bachelor of Arts - Business Administration, Human Resources Management
California State University, Fullerton