Staff Assistant

Staff Assistant — Vanguard Consulting Group

Denver, CO | January 2024 – Present

• Supervised office supply inventories and vendor relations for 4 departments, reducing overall monthly administrative overhead costs by 15% through consolidated ordering.
• Coordinated corporate travel itineraries and lodging logistics for 12 senior executives, resolving booking scheduling conflicts to decrease travel budget overages by 18%.
• Organized 8 major quarterly stakeholder conferences and board meetings, managing room setup, catering, and technical configurations for up to 150 on-site attendees.
• Streamlined records management by digitizing 2,500 legacy client files, which improved file search and retrieval time by 35% across the administrative department.

Administrative Assistant — Pinnacle Financial Partners

Denver, CO | June 2020 – December 2023

• Managed front desk reception operations and inbound phone call routing for a high-volume office of 45 professionals, reducing average visitor greeting time by 30%.
• Reorganized office scheduling procedures using Google Calendar, reducing meeting scheduling conflicts by 22% and improving time management across 3 departments.
• Processed monthly expense reports and invoice tracking using QuickBooks, identifying billing discrepancies to recover $3,800 in overpayments to external suppliers.
• Facilitated the onboarding logistical setup for 16 new hires, configuring workstations, distributing security badges, and reducing workstation prep time by 40%.

Office administration, Calendar management, Travel coordination, Event planning, QuickBooks, Google Workspace, Microsoft Office, Invoice processing, Expense reporting, Meeting logistics, Records management, Vendor relations, Document editing, Front desk operations

Office Digital Transformation

Role: Administrative Coordinator

Tools: QuickBooks, Google Workspace, Adobe Acrobat

Led the digitization of 5 years of physical files, reducing retrieval time by 35% and saving $2,400 in storage fees.

Conference Planning Initiative

Role: Staff Assistant

Tools: Microsoft Excel, Zoom, Slack

Organized logistics for 8 virtual and on-site board meetings, accommodating 150 executives with zero scheduling delays.

• Certified Administrative Professional (CAP) (2023)
• Microsoft Office Specialist (MOS) Expert (2021)

• Languages: English (Native), Spanish (Conversational)
• Volunteer Work: Administrative helper for regional community center (2021-present)
• Availability: 2 weeks notice