ZJAY VANG
Kent,WA
Summary
A strategic and highly organized Executive Assistant with over 14 years of experience supporting C-suite executives in corporate, healthcare, and public sector environments. Expertise in managing complex calendars, coordinating executive travel, overseeing office operations, and streamlining workflows for improved efficiency. Proven ability to handle confidential information, optimize processes, and anticipate executive needs to enhance productivity. Recognized for problem-solving skills, exceptional communication, and seamless management of multiple priorities.
Overview
16
16
years of professional experience
Work History
Office Manager
JZ Boat Services
09.2023 - 01.2025
- Managed executive schedules, ensuring efficient time management and prioritization.
- Coordinated vendor relationships and procurement, negotiating cost-effective contracts.
- Oversaw daily office operations, creating systems that streamlined workflow and reduced inefficiencies.
- Planned and executed executive meetings, ensuring seamless logistics and detailed follow-ups.
- Maintained financial records, processed invoices, and assisted with budget management.
- Drafted and edited reports, executive memos, and high-level correspondence.
- Established a structured vendor management system, reducing operational costs by 15%
- Implemented digital filing and tracking systems, improving document retrieval by 40%
- Handled sensitive information with discretion, maintaining confidentiality of company documents and personnel records.
- Provided exceptional customer service when addressing client inquiries or concerns via phone calls or email correspondence.
Confidential Secretary to Division Director
King County Department of Community and Human Services (DCHS)
02.2022 - 05.2023
- Provided high-level executive support, handling scheduling, travel, and internal communications
- Coordinated logistics for executive and board meetings, including agendas, presentations, and minutes
- Assisted in HR processes such as hiring, onboarding, and organizational restructuring
- Managed confidential personnel matters, including job extensions, retirements, and compliance reporting
- Developed detailed reports and memos for department-wide distribution
- Developed a streamlined meeting preparation process, reducing scheduling conflicts by 25%
- Supported human resources initiatives by assisting with employee onboarding, training, and performance evaluations.
- Organized logistics and materials for each meeting and took detailed notes for later dissemination to key stakeholders.
- Prepared accurate expense reports for timely reimbursement, ensuring accountability in financial transactions.
- Supported company leaders by managing budgets, scheduling appointments and organizing itinerary.
- Demonstrated adaptability by quickly learning new software programs to better support evolving business needs effectively respond to change.
- Coordinated seamless events and meetings by overseeing logistics, preparing materials, and communicating with participants.
- Served as a reliable point of contact for staff members seeking assistance or information related to company policies or procedures.
- Assisted coworkers and staff members with special tasks on daily basis.
- Completed forms, reports, logs, and records to quickly handle all documentation for human resources.
- Opened and properly distributed incoming mail to promote quicker response to client inquiries.
- Recorded new hires, transfers, terminations, changes in job classifications and merit increases to main human resources files.
Administrative Assistant IV to VP & Corporate Treasurer
Cambia Health Solutions
06.2018 - 02.2022
- Managed complex calendars and meeting coordination for senior executives
- Oversaw the preparation of financial reports and confidential business documents
- Assisted in onboarding processes and HR compliance documentation
- Maintained and updated SharePoint, ensuring executives had immediate access to critical files
- Coordinated cross-functional meetings that improved executive decision-making timelines
- Boosted team productivity by managing communication channels and ensuring timely responses to inquiries.
- Facilitated collaboration within team by organizing regular meetings and tracking project progress.
- Managed expense reports for executive staff members, ensuring accurate documentation of spending for budgeting purposes.
- Contributed to policy updates, researching regulations to ensure company compliance.
- Facilitated cross-departmental communication, organizing meetings to discuss project progress and align objectives.
- Organized company events to enhance team cohesion, coordinating logistics and catering for over 50 participants.
- Monitored office supplies inventory, ensuring availability of essential items without overstocking.
- Streamlined office operations, implementing digital file management systems to reduce paper use and increase efficiency.
- Coordinated travel arrangements for executive and staff, ensuring cost-effective and timely accommodations and transportation.
- Liaised between clients and vendors and maintained effective lines of communication.
- Organized logistics and materials for each meeting and took detailed notes for later dissemination to key stakeholders.
- Maintained confidentiality of sensitive information by adhering to strict privacy policies and implementing secure filing systems.
- Delivered excellent customer service through prompt responses to client inquiries, addressing concerns effectively, and building strong relationships.
- Ensured accurate record-keeping with diligent data entry and database management for vital company information.
- Supported company leaders by managing budgets, scheduling appointments and organizing itinerary.
- Surpassed team goals by partnering with colleagues to implement best practices and protocols.
- Improved document organization with thorough file maintenance, archiving outdated records as necessary for efficient retrieval when needed.
Administrative Assistant to VP of Risk, Claims & Insurance
Providence St. Joseph Health
09.2008 - 10.2017
- Supported the VP and directors with administrative and strategic planning
- Organized large-scale corporate events, executive board meetings, and stakeholder engagements
- Assisted in financial reporting, budget tracking, and expenditure forecasting
- Managed onboarding, compliance documentation, and employee credentialing
- Successfully executed an annual Risk Managers event for 100+ attendees
- Maintained confidentiality of sensitive information by adhering to strict privacy policies and implementing secure filing systems.
- Assisted in onboarding new employees, providing training materials, and coordinating orientation schedules to ensure a smooth integration into the team.
- Ensured accurate record-keeping with diligent data entry and database management for vital company information.
- Managed expense reports for executive staff members, ensuring accurate documentation of spending for budgeting purposes.
- Maintained confidentiality of sensitive information, adhering strictly to data protection regulations.
- Managed scheduling for executive team, balancing complex calendars to ensure optimal use of time.
- Coordinated domestic and international travel arrangements for VP and directors, ensuring cost-effective and timely accommodations and transportation.
- Continually sought methods for improving daily operations, communications with clients, recordkeeping, and data entry for increased efficiency.
Education
High School Diploma -
Franklin High School
Seattle, WA06-1993
Skills
- C-Suite Executive Support
- Calendar Management
- Vendor Coordination
- Stakeholder Coordination
- Event Planning
- Meeting Planning
- Travel Planning
- Logistics
- Budget Tracking
- Expense Reporting
- Procurement
- Confidential Information Management
- Discretion
- Project Management
- Workflow Optimization
- Microsoft Office Suite
- Process Improvement
- Office Administration
- Office management
- Organizational skills
- Office administration
- Customer service
Languages
Hmong
Native or Bilingual
Timeline
Office Manager
JZ Boat Services
09.2023 - 01.2025
Confidential Secretary to Division Director
King County Department of Community and Human Services (DCHS)
02.2022 - 05.2023
Administrative Assistant IV to VP & Corporate Treasurer
Cambia Health Solutions
06.2018 - 02.2022
Administrative Assistant to VP of Risk, Claims & Insurance
Providence St. Joseph Health
09.2008 - 10.2017
High School Diploma -
Franklin High School
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