Mariana Yanez-Villacarlos
Chula Vista
Summary
Dedicated professional offering several years of experience. Effective at independently planning and managing diverse business relationships. Proficient in time management with disciplined execution strategy. Demonstrated strong organizational skills and communication abilities.
Overview
6
6
years of professional experience
Work History
Executive Assistant, Division of Musculoskeletal
UCSD Health
San Diego
06.2019 - Current
- Arranged international travel itineraries for business trips taken by top executives.
- Organized meetings and conference calls for the CEO and ensured all necessary materials were prepared in advance.
- Reviewed contracts prior to signing on behalf of the company.
- Responded promptly to inquiries from internal staff members regarding any issues related to their roles or responsibilities.
- Streamlined processes related to onboarding new employees into executive positions.
- Assisted in organizing conferences, seminars and other events as directed by the executives.
- Prepared reports, presentations, agendas, minutes, and other documents as needed by the executive staff.
- Monitored inventory levels of office supplies and placed orders when necessary.
- Managed all aspects of catering needs for special events hosted by the organization.
- Monitored incoming emails and responded accordingly in a timely manner.
- Performed data entry tasks into various software programs including MS Excel spreadsheets.
- Created and maintained up-to-date records related to customer accounts or financial transactions.
- Facilitated communication between senior management and staff.
- Ensured that all relevant paperwork was completed accurately prior to submission for approval.
- Organized and managed complex calendar of appointments, meetings, and travel arrangements for executive team.
- Scheduled appointments for executives with external parties such as vendors or suppliers.
- Coordinated with internal departments on a regular basis to ensure efficient functioning of day-to-day operations.
- Provided administrative support in preparing contracts, invoices, purchase orders, and other documentation required for daily business activities.
- Answered telephone calls from customers or clients providing assistance where necessary.
- Tackled and addressed top-level, high-priority issues with professional administrative discretion.
- Opened, read and replied to e-mails, letters and correspondence on behalf of executives.
- Coordinated meeting and work schedules for staff teams and executives.
- Followed proper accounting and bookkeeping procedures to support audits.
- 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.
Education
Business Administration
Southwestern College
Chula Vista, CASkills
- Project management
- Microsoft Excel
- Data entry
- Customer service
- Contract review
- Event coordination
- Effective communication
- Schedule management
- Strong problem solver
- Meeting planning
- Schedule & calendar planning
- Professional and mature
- Executive support
- Self-starter
- Administrative support specialist
Languages
English
Professional
Spanish
Professional
Accomplishments
- Consistently recognized for exceptional work and awarded the trust to support and assist the UCSD Radiology Chair. Known for reliability, proactive initiative, strong problem-solving skills, and a passion for helping wherever needed. Always punctual, follows through on tasks, and communicates effectively to ensure smooth and efficient operations.
Affiliations
1. Volunteer Work
Volunteer, Eastlake Church – Kids Ministry
Contribute to a nurturing and educational environment by supporting children’s programs. Responsibilities include assisting with lesson planning, group coordination, and spiritual development activities.
2. Leadership & Campus Involvement
Member, UCSD Health – Wellness Committee
Engage in initiatives that promote employee well-being, including organizing and participating in wellness events such as yoga sessions, nature hikes, lunch and coffee breaks, and mindfulness activities aimed at fostering mental clarity and work-life balance.
3. Sports & Physical Activity
Baseball Mom (4+ Years)
Support kids baseball through team logistics, volunteer coordination while encouraging values of discipline, commitment, and teamwork.
Cheer Mom (2 Years)
Actively involved in cheer team support, helping coordinate events and encouraging teamwork, responsibility, and school spirit.
4. Community Involvement
PTA Parent, Fahari Jeffers Elementary School (3 Years)
Attend meetings and collaborate with parents and staff to share ideas for school improvement.
Kindergarten Graduation Organizer (2 Years)
Lead planning and coordination of kindergarten graduation celebration, ensuring memorable and meaningful experiences for students and families.
References
References available upon request.
Timeline
Executive Assistant, Division of Musculoskeletal
UCSD Health
06.2019 - Current
Business Administration
Southwestern College