Summary
Overview
Work History
Education
Skills
Websites
Timeline
Generic

Kayla Luna

San Mateo

Summary

Dynamic executive assistant with proven track record at PJCC, excelling in calendar management and event logistics. Forward-thinking Executive Assistant accomplished in aiding company leaders with key functions. Gifted at managing busy schedules, organizing projects and providing stellar administrative support to executive team. Analyzes, prioritizes and completes tasks with professionalism and sound judgment.

Overview

16
16
years of professional experience

Work History

EXECUTIVE ASSISTANT TO CEO & LOGISTICS MANAGER

PJCC
02.2023 - Current
  • Provided executive-level support to CEO, COO, and Directors by managing complex calendars and coordinating multi-time zone meetings.
  • Coordinated logistics for internal and external meetings, events, and conferences, including AV setup and catering.
  • Organized international travel for executives, managing itineraries, accommodations, and transportation.
  • Drafted and edited confidential communications, reports, and presentations to align with company standards.
  • Processed expense reports, invoices, and purchase orders to ensure compliance with policies.
  • Oversaw HR administrative tasks such as onboarding and performance documentation.
  • Mentored administrative staff while providing cross-team support to enhance operational efficiency.
  • Tracked department metrics, managed budgets, and maintained vendor relationships.

EXECUTIVE ASSISTANT TO CEO

UNICYCIVE BIOTECH COMPANY
10.2021 - 02.2023
  • Supported executive operations for C-level leadership, managing calendars, prioritizing schedules, and resolving conflicts in coordination with other senior assistants.
  • Coordinated high-level meetings, events, and travel arrangements for executives, staff, and stakeholders, including multi-leg itineraries and group organization.
  • Oversaw executive email and communication workflows, ensuring timely follow-ups, document preparation, and protocol compliance.
  • Created and edited presentations, reports, and correspondence aligned with strategic and operational objectives.
  • Maintained department records, managed purchases, tracked expenses, and ensured alignment with internal policies and perception standards.
  • Supported internal and external communications, facilitated virtual meetings via Zoom, and managed scheduling using Google Calendar and Outlook.
  • Assisted with onboarding, office setup, and coordination of building and IT resources to meet executive and team needs.
  • Fostered collaboration and mentored junior administrative staff to maintain a high level of service across leadership teams.

ASSISTANT ACCOUNT MANAGER / ADMIN

DHW INSURANCE BROKERS
12.2017 - 10.2021
  • Managed executive calendars, scheduled appointments, and coordinated meetings; maintained filing systems and oversaw company email communications.
  • Provided administrative support to the CEO and Operations Manager, assisting with project coordination, task prioritization, and meeting tight deadlines.
  • Processed insurance-related documents, including policy change requests, renewals, and certificates of insurance; tracked and organized important files.
  • Retrieved and organized policy documents from carrier portals and maintained accurate insurance records, supporting compliance and reporting.
  • Delivered administrative support to enhance team productivity, ensuring smooth workflows and high levels of client satisfaction.

ACTIVITY COORDINATOR

CITY OF NEWARK
12.2009 - 10.2017
  • Recruited, trained, and supervised a high-performing team of aquatics staff, ensuring adherence to safety protocols and operational standards.
  • Managed departmental payroll, budgeting, and financial oversight, effectively optimizing resource allocation while controlling operational costs.
  • Directed and oversaw the 'Learn to Swim' program, including curriculum development, instructor coordination, and tracking of participant progress.
  • Instructed swimming lessons for all age groups and skill levels, fostering water safety awareness and skill development.
  • Cultivated a safe, inclusive, and customer-centric environment, addressing member concerns and maintaining high standards of service excellence.

Education

ASSOCIATES - HUMAN DEVELOPMENT

Ohlone College
01.2015

Skills

  • Executive support
  • Calendar management
  • Multitasking
  • Travel coordination
  • Event planning
  • Meeting logistics
  • Expense management
  • Document management
  • Metrics tracking
  • Team leadership
  • Task management
  • Written and oral communication
  • Customer service
  • Collaboration and flexibility
  • Office software proficiency
  • HR administration
  • Attention to detail
  • Problem-solving initiative
  • Time management
  • Confidentiality and discretion
  • Vendor relationship
  • Self-starter
  • Office management

Timeline

EXECUTIVE ASSISTANT TO CEO & LOGISTICS MANAGER

PJCC
02.2023 - Current

EXECUTIVE ASSISTANT TO CEO

UNICYCIVE BIOTECH COMPANY
10.2021 - 02.2023

ASSISTANT ACCOUNT MANAGER / ADMIN

DHW INSURANCE BROKERS
12.2017 - 10.2021

ACTIVITY COORDINATOR

CITY OF NEWARK
12.2009 - 10.2017

ASSOCIATES - HUMAN DEVELOPMENT

Ohlone College

Similar Profiles

CREATE PROFILE
Kayla Luna