Irma Lara-Venegas

Senior Executive Secretary

Long Beach Unified School District

Long Beach

03.1992 - 12.2022

Managed executive schedules and coordinated meetings for district leadership.
Organized and maintained confidential records and documentation for administrative purposes.
Developed communication materials for internal and external stakeholders in the district.
Facilitated travel arrangements and logistics for district officials and staff members.
Assisted in preparing reports and presentations for Board of Education meetings.
Coordinated special projects and events to support educational initiatives within the district.
Acted as a liaison between administration, staff, parents, and community members.
Implemented office procedures to enhance efficiency and streamline operations in the department.
Managed calendars for executives including setting up appointments and reserving meeting spaces.
Reviewed incoming communications, such as letters or emails, from school sites and stakeholders.
Processed invoices for payment using accounts payable.
Prepared executive documents, such as correspondence, reports and presentations for senior management review.
Created and maintained filing systems to ensure efficient storage of confidential information.
Served as a liaison between senior management, internal departments, schools, and stakeholders.
Organized meetings and conference calls with internal and external stakeholders.
Assisted in the development of policies, procedures and guidelines for departmental operations.
Provided administrative support to the CEO, including scheduling appointments and managing travel arrangements.
Acted as a resource person for staff members when needed.
Answered phone calls from schools or stakeholders seeking assistance or information about the procedures and policies of the district.
Monitored budgets to ensure that expenses are within approved limits.
Maintained records of department personnel actions, such as hiring, promotions, transfers, and terminations.
Developed spreadsheets and databases for various department processes.
Controlled and managed document processes by reviewing files, records, and critical information to confirm accuracy and comply with company policies and procedures.
Ordered office supplies to keep stationary and inventory properly stocked.
Maintained office by preparing payroll, designing filing systems and reviewing and approving supply requisitions.
Facilitated internal communication by distributing information and scheduling presentations.
Prepared accounts payable paperwork necessary to process invoices.
Organized, scheduled, and confirmed team meetings.
Managed executives' calendars to keep track of events, meetings and activities.
Organized and prepared meeting rooms and equipment for onsite and offsite events.
Coordinated meeting for staff, teams, and executives.
Advocated and worked collaboratively to standardize processes, procedures and communications.
Facilitated communications by forwarding emails, transferring calls and filing documents.
Created and maintained computer- and paper-based filing and organization systems for records, reports and documents.
Participated in frequent communication with other administrative team members, human resources and finance department on special projects and events.
Coordinated multiple schedules using online calendaring system.
Took detailed notes in meetings and disseminated information afterward.
Relayed messages, retrieved reports and printed documents for co-workers to assist with office workflow.
Coordinated executive and senior management vacation, day-to-day meeting and travel schedules.
Filtered important calls and spam calls to help executives prioritize specific stakeholders, and expedite daily operations.

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Senior Executive Secretary

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Senior Executive Secretary

General Studies

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