ELIZABETH VALENCIA
San Mateo
Summary
Seasoned professional with extensive experience in executive-level support and administrative operations. Highly organized and detail-oriented, consistently meeting objectives with efficiency. Proactive approach to task completion ensures high standards are maintained. Strong interpersonal and communication skills enhance collaboration and effectiveness.
Overview
21
21
years of professional experience
Work History
Senior Executive Assistant
Advanced Systems for Power Engineering
10.2023 - Current
- Manage documentation related to multiple software renewals
- Collect and confirm information required for accurate order processing
- Draft, prepare, and distribute administrative correspondence
- Manage high-volume phone calls, voicemail, and email communications
- Monitor deadlines to ensure timely processing and compliance
- Maintain and optimize digital databases and filing systems
- Prepare and process work orders from initiation through completion
- Provide comprehensive executive-level administrative support
- Coordinate and schedule internal and external meetings across multiple executives
Executive Office Representative
DES Architects + Engineers
09.2015 - 01.2018
- Maintain office efficiency by planning, coordinating, and managing complex office schedules and appointments
- Greet and assist clients and visitors in a professional manner
- Answer and manage a multi-line phone system
- Screen all visitors, calls, and correspondence for senior-level executives
- Schedule office training sessions and onboarding courses for new employees
- Coordinate events, meetings, and training with the San Francisco office
- Schedule meetings with consultants for ongoing and special projects
- Prepare and distribute daily staffing and vacation reports
- Provide comprehensive administrative support to Project Managers
- Coordinate vendor-led Lunch & Learn presentations
- Plan and organize office events, including team lunches, holiday parties, and team-building activities
- Manage mail handling and package distribution
- Coordinate internal and external meetings for multiple executives
Executive Assistant
Agua Bella Pool Service
10.2011 - 10.2015
- Answered calls/email/ website inquiries
- Maintained CEO’s schedule and appointments.
- Organized and stored paperwork, documents and computer-based information
- Prepared reports and financial data.
- Managed payroll, invoicing, reports, and maintained clientele records
- Responsible for purchase orders, inventory, office stock
- Managed company social media and website
- Directed all aspects of banking including reconciliation and deposits.
- Organized records with all financial transactions using QuickBooks.
- Office budget management
- Managed office supplies and inventory
- Acted on behalf of manager, establishing priorities and identifying and resolving problems that are administrative in nature.
Executive Office Administrator
Camtrade Imports
06.2006 - 04.2010
- Greeted clients and visitors at all levels of seniority.
- Answered Incoming calls, correspondence and emails.
- Prepared budget reports and office memos.
- Prepared purchase orders and invoices.
- Responsible for monitoring client accounts budgets.
- Assigned work to office juniors.
- Monitored inventory, office stock and ordering supplies.
- Faxed, printed, photocopied, filed and scanned office documents.
- Coordinated office meetings and maintained office calendar updated.
- Coordinated office events and lunches
Personal Secretary
The Law office of Raymond E. Frost and Associates
01.2005 - 03.2006
- Maintained daily meeting schedule, ensuring preparation for events or meetings.
- Organized complex group itineraries.
- Preformed all correspondence and meeting note-taking on behalf of the executive
- Provided general assistance during presentations.
- Prepared all file folders for the day
- Screened incoming calls, enquiries and mail handled them appropriately.
- Deputizing for the executive, making decisions and delegating work to others in his absence.
- Maintained office efficiency with the facilities department
- Maintained well organized reception area
Skills
- Order processing and effective scheduling
- Calendar coordination
- Database optimization
- Executive support and office administration
- Attention to detail
- Document management
- Project tracking
- Windows operating system
- Microsoft applications
- Adobe InDesign and Photoshop
- Snag-It and Bluebeam
- Submittal exchange
- QuickBooks and Word
Languages
Spanish
Professional
Timeline
Senior Executive Assistant
Advanced Systems for Power Engineering
10.2023 - Current
Executive Office Representative
DES Architects + Engineers
09.2015 - 01.2018
Executive Assistant
Agua Bella Pool Service
10.2011 - 10.2015
Executive Office Administrator
Camtrade Imports
06.2006 - 04.2010
Personal Secretary
The Law office of Raymond E. Frost and Associates
01.2005 - 03.2006