Vivian Lopez
Rancho Mission Viejo,CA
Summary
• Highly skilled marketing and administrative assistant with over 10 years of experience successfully supporting teams in the law, finance, accounting, technology, manufacturing, restaurant, and retail sectors.
• Self-motivated work ethic to perform effectively in independent or team environments.
• Previously supported sales team and actively participated in investor conferences.
• Highly proficient in various software applications including Adobe Photoshop, Microsoft Windows Outlook, Teams/Zoom, PowerPoint, Word, and Excel
• Committed to creating comprehensive admin assistant manuals and training videos to enhance efficiency and facilitate seamless workflow.
• Comprehensive skills in web development, including proficiency in designing email campaigns.
• Previously built custom CRMs using Notion.so platform
Overview
16
16
years of professional experience
Work History
Administrative Assistant /Sales and Marketing Assistant
Ghassemian Law Group, APC
08.2023 - Current
- Serve as the company's Client Intake Coordinator and engage with 4 to 6 potential new clients daily, driving business growth and contributing to approximately $50,000 in annual revenue.
- Manage all incoming company calls, efficiently directing them to the appropriate departments, speak with potential new clients, gather relevant information and documentation, and fill out client intake forms utilizing CRM software Lawmatics and Clio.
- Draft and tailor retention agreements accordingly to "scope of work," and send out electronically to potential new clients.
- Proficiently oversee the calendars of managers and Partners, adeptly prioritizing and managing meeting requests according to urgency.
- Deliver comprehensive administrative support to managers and Partners, accommodating various levels of support requirements.
- Adapt and absorb established processes tailored to individual managers' preferences, elevating their efficiency.
- Professionally manage, screen, and respond to communications, aligning with managers' clear, courteous, and timely standards.
- Manage and update the company’s CRM system, ensuring accurate and up-to-date customer information.
- Assist in creating marketing content, including blog posts, social media posts, newsletters, and promotional materials.
- Proficient in graphic design (Gimp), Canva, and MailChimp
Accomplishments:
- Engage with 4 to 6 potential new clients daily, driving business growth and contributing to approximately $50,000 in annual revenue.
Executive Assistant to the CEO
Ainstein.com
04.2023 - 06.2023
- Freelance job supporting the CEO in the initial stages of capital raising for an innovative Artificial Intelligence app
- Conducted extensive research and compiled a comprehensive Excel list of over 400 potential investors, including their up-to-date contact information.
- Proactively connected with media reporters through LinkedIn to foster relationships and facilitate potential media coverage
- Assumed responsibility for managing the CEO's schedule, coordinating meetings, conferences, and ensuring an organized Inbox Zero approach to streamline communication and maximize productivity.
- Drafted correspondence on behalf of CEO to facilitate communication and enhance business processes.
Executive Admin Assistant/HR Recruiter Coordinator
MX Electronics Manufacturing
08.2022 - 03.2023
- Proactively anticipated and addressed administrative needs, demonstrating strong problem-solving skills and the ability to prioritize tasks effectively.
- Assisted development and implementation of new administrative procedures.
- Offered comprehensive support to Company President by managing diverse business activities, including coordinating and organizing internal meetings and facility tours.
- Assisted with special projects and ad-hoc assignments, displaying adaptability and a willingness to take on additional responsibilities.
- Successfully ensured adherence to ISO protocols during facility tours, including proper issuance of visitor badges and compliance with security measures.
- Directly reported to Human Resources Director, taking charge of sourcing and conducting interviews with prospective job candidates.
- Restocked supplies and placed purchase orders to maintain adequate stock levels.
- Coordinated and scheduled meetings and conference calls to optimize scheduling of senior staff.
- Assisted in organizing and coordinating company events and conferences, ensuring seamless execution and positive attendee experiences.
Accomplishments: - Assumed leadership in troubleshooting and resolving customer phone line outages in less than 2 days time, ensuring minimal impact on customer service and business operations. Implemented a comprehensive protocol from scratch.
- Worked closely with System Programmer to identify and implement effective solutions, resulting in improved network performance and enhanced communication capabilities. Successfully implemented cost-saving measures resulting in reduced expenses of over 12,000 dollars per year.
- Successful job placements (recruiting accomplishments): Controller, Purchasing Manager, Program Manager, Bookkeeper, Accounts Receivable, and Receiving Clerk
Professional Freelancer (Digital)
Self-employed
09.2019 - 08.2022
- Created and operated an independent digital marketing venture, offering comprehensive solutions including website design and development, as well as the creation of impactful marketing materials and logo creation.
- Collaborated with clients to define project requirements and deliverables.
- Negotiated fees and contracts to reach mutually beneficial agreements with clients.
- Designed, created, and optimized websites to achieve maximum performance.
- Developed visually captivating logo design and optimized them for large print to be printed out for office signage.
- Modernized web pages and updated social media presence as part of comprehensive strategies to enhance customer engagement.
- Designed email campaigns using Canva and executed them effectively via Mailchimp.
- Developed and built from scratch custom CRMs using Notion.so platform
Sales Administrative Assistant
NorAsia Consulting & Advisory
11.2018 - 09.2019
- Leveraged CRM system to generate reports and analytics related to sales activities and revenue data.
- Collaborated with other teams to identify areas of opportunity and implement changes to optimize sales operations.
- Created marketing presentations to assist with administrative support.
- Assisted coworkers and staff members with special tasks on daily basis.
- Identified and recommended changes to existing processes to improve accuracy, efficiency, and quality service.
- Demonstrated effective operational skills by reconciling network bills to align with the company's budget, leading to substantial cost savings.
Co-Founder
The Fitness Shop
10.2016 - 11.2018
- Co-founded and established a successful gym equipment retail store in Melbourne, Australia, catering to individuals looking to set up personal home gyms.
- Developed and customized company's eCommerce website utilizing WordPress and HTML, ensuring a user-friendly interface and seamless online shopping experience.
- Created and optimized various digital marketing initiatives, including email campaigns, pay-per-click (PPC) advertising, affiliate marketing, video marketing, and managing social media accounts.
- Established and managed online business profiles on platforms such as Google Business and Yelp to enhance the store's online presence and reputation.
- Consulted with customers to assess needs and propose optimal solutions.
- Developed and implemented marketing strategies to generate new customers and increase sales and profit margins.
- Oversaw business budget planning and administration, accounting functions, and purchasing to handle financial needs.
- Organized and attended trade shows and special events to showcase products, network with other businesses and attract new customers.
- Worked with outside vendors to create print and online advertisements to bring in new customers.
Sales Administrative Assistant
Anton & Chia LLP
12.2013 - 10.2016
- Utilized direct marketing strategies to actively prospect for new clients by leveraging networking opportunities, attending investor conferences, and establishing networking connections with potential prospects.
- Conducted thorough market research using industry specific software, prior to attending conferences to identify and curate a targeted list of company CEOs/CFOs. Successfully added over 500 connections on LinkedIn network.
- Supported sales team and actively participated in investor conferences, effectively managed CRM systems, and facilitated the coordination of sales meetings to enhance business development efforts.
Executive Assistant to the Chief Executive Officer
Premier Holding Corporation (PRHL)
06.2013 - 12.2013
- Responded to emails and other correspondence to facilitate communication and enhance business processes.
- Managed complex calendar scheduling with focus on proper allocation of executive availability.
- Screened calls and emails and initiated actions to respond or direct messages for managers.
- Managed travel arrangements, including booking flights, hotels, and transportation, resulting in smooth and efficient travel experiences for executive.
- Prepared and edited correspondence, reports, and presentations, maintaining a high level of accuracy and attention to detail.
Lead Hostess /Assistant Manager
Bungalow Restaurant And Bar
06.2009 - 01.2013
- Held the position of Lead Hostess at a distinguished fine dining steak house, ensuring seamless guest experiences and maintaining a welcoming atmosphere.
- Progressed to the role of Assistant Manager, demonstrating exceptional leadership abilities and contributing to the overall success of the establishment.
- Pioneered the development and implementation of an efficient customer seating protocol, resulting in optimized seating arrangements and a significant increase in restaurant capacity, thus resulting in increased sales.
- Built strong relationships with customers through positive attitude and attentive response.
- Mentored and guided employees to foster proper completion of assigned duties.
- Demonstrated knowledge of company mission and goals and mentored employees in reaching objectives aligned with company core values.
Sales Associate
Victoria’s Secret & Co.
11.2008 - 06.2009
- Greet customers and provide excellent customer service.
- Assist customers in finding items and answering questions.
- Stock shelves and organize merchandise.
- Process customer payments and handle cash transactions.
- Assist with inventory management and restocking.
Education
Bachelor of Arts - Business Economics (B.A), Philosophy (B.A.)
University of California, Irvine
Irvine, CA06.2013
Skills
- Microsoft Windows Outlook, Teams/Zoom, PowerPoint, Word, Excel, Adobe Photoshop, MailChimp, Canva, GIMP
- Critical Thinking & Complex Problem-Solving; over 10 years experience in different/complex business scenarios
- 60 WPM typing speed
- Proficient with Notionso platform
- Fundamental Excel skills
- Advanced Powerpoint skills
runner & cook ethusiast
Currently training to run a 6 minute mile. I recently clocked a 7:02 minute mile. Also, I enjoy cooking.. I make a delicious Greek Pasta Salad that I sometimes bring into the office to share with my coworkers. It's healthy and fresh!
Timeline
Administrative Assistant /Sales and Marketing Assistant
Ghassemian Law Group, APC
08.2023 - Current
Executive Assistant to the CEO
Ainstein.com
04.2023 - 06.2023
Executive Admin Assistant/HR Recruiter Coordinator
MX Electronics Manufacturing
08.2022 - 03.2023
Professional Freelancer (Digital)
Self-employed
09.2019 - 08.2022
Sales Administrative Assistant
NorAsia Consulting & Advisory
11.2018 - 09.2019
Co-Founder
The Fitness Shop
10.2016 - 11.2018
Sales Administrative Assistant
Anton & Chia LLP
12.2013 - 10.2016
Executive Assistant to the Chief Executive Officer
Premier Holding Corporation (PRHL)
06.2013 - 12.2013
Lead Hostess /Assistant Manager
Bungalow Restaurant And Bar
06.2009 - 01.2013
Sales Associate
Victoria’s Secret & Co.
11.2008 - 06.2009
Bachelor of Arts - Business Economics (B.A), Philosophy (B.A.)
University of California, Irvine
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