Administrative Assistant

Administrative Assistant — Beacon Financial Partners

San Francisco, CA | September 2023 – Present

• Managed calendar scheduling, meeting agendas, and domestic travel logistics for 5 senior directors using Microsoft Outlook, reducing scheduling conflicts by 24% and saving 6 hours of weekly planning time.
• Coordinated office vendor contracts and supply procurement for a department of 85 employees using QuickBooks, lowering monthly administrative and operating expenses by 14% across the branch.
• Led the migration of 4,000 physical client archives to a secure cloud database using Google Drive, boosting document retrieval efficiency by 35% and reducing administrative processing times by 8 hours per week.
• Organized bi-weekly corporate events and quarterly board meetings for 40+ key stakeholders using Zoom and Microsoft PowerPoint, achieving a 95% satisfaction rating based on post-event evaluation surveys.

Administrative Coordinator — Vanguard Creative Group

Oakland, CA | June 2021 – August 2023

• Processed over 150 incoming client invoices and monthly expense reports using SAP Concur, reducing billing discrepancies by 18% and accelerating expense reimbursement cycles by 4 business days.
• Streamlined the administrative onboarding workflow for 22 new hires using Asana, cutting average new employee setup times by 30% and eliminating document completion errors across HR databases.
• Drafted weekly operational status reports, internal newsletters, and meeting minutes for 4 department heads using Microsoft Word, improving team action item follow-through by 15% over 6 months.
• Maintained the office inventory database for a facility housing 50+ staff using Microsoft Excel, implementing automated stock alerts that cut supply waste by 12% via usage tracking and lowered storage costs.

Calendar management, Travel coordination, Executive support, Expense reporting, Meeting minutes, Vendor management, Office procurement, Event planning, Microsoft Office, Google Workspace, SAP Concur, QuickBooks, Asana, Zoom

Filing System Digital Transformation

Role: Project Lead / Administrative Assistant

Tools: Google Workspace, Adobe Acrobat, Slack, Trello

Directed the transition of 10 years of physical paper records to a secure digital storage system, digitizing 15,000+ files and saving 10 hours of document retrieval time weekly.

HQ Office Relocation Coordinator

Role: Relocation Project Coordinator

Tools: Microsoft Excel, Microsoft Teams, Asana

Coordinated the physical move of 60 employees to a new downtown headquarters over 3 days, managing vendor logistics under a $45,000 budget with zero downtime.

• Certified Administrative Professional (CAP) (2024)
• Microsoft Office Specialist (MOS) Associate (2023)
• Certified Virtual Assistant (CVA) (2022)

• Languages: English (Native), Spanish (Conversational)
• Volunteer Work: Event coordinator for regional community center initiatives (2022–present)
• Availability: 2 weeks notice