executive assistant to vice chancellor resume example with 14+ years of experience

(555) 432-1000,
, , 100 Montgomery St. 10th Floor
Professional Summary

Latinx administration professional with vast years of experience in Office Management, Accounting support and Senior-Level Executive support. Proficient in strategic planning and administrative management with a focus on project management and multi-tasking effectively to achieve project goals. Excellent abilities in financial, personnel, and clerical areas. Demonstrated business acumen, experience and judgement in achieving and exceeding the organizations' objectives. I value contributing to a team that promotes a culture of engagement and empowerment.

  • 10+ years of experience with Microsoft (i.e. Office 365, i.e. OneDrive, Sharepoint, Teams, Excel, Outlook, OneNote , Powerpoint)
  • Zoom/Skype
  • Kuali Financial Systems
  • Salesforce CRM
  • Basecamp
  • Project Management-
  • Blackbaud
  • ABM System
  • SAP (Owners Management Suite)
  • BlackBoard and Sequoia POS systems
  • Google Suite
  • Quickbooks Online (QBO)
Columbia College Chicago Chicago, IL Expected in 05/2005 Bachelor of Arts : Communications - GPA :
Work History
Exponent, Inc. - Owner
, , Whiting, IN 06/2018 - Current
  • Founded and manage food truck catering business, growing revenue to $250K in first year.
  • Manage day-to-day financial business operations.
  • Reconcile daily sales, returns and financial reports in QuickBooks.
  • Enhance operational efficiency and productivity by managing budgets, accounts and costs.
  • Maintain up-to-date administrative records using various computer programs to monitor operational conditions.
  • Oversee the annual budget with controls to prevent overages, minimize burn rate and support sustainability objectives.
  • Recruit, hire and train initial personnel, working to establish key internal functions and outline scope of positions for the organization.
  • Maximize efficiency by coaching personnel on management principles, industry practices, company procedures and technology systems.
  • Consult with customers to assess needs and propose optimal solutions.
  • Develop key operational initiatives to drive and maintain substantial business growth.
  • Apply performance data to analyze and improve operations, target current business conditions and forecast needs.
  • Source vendors, negotiate contracts and manage efficient deliveries of supplies.
  • Assess supplier quality to maintain tight cost controls and maximize business operational performance.
  • Continuously evaluate business operations to effectively align workflows for optimal area coverage and customer satisfaction.
Compass Group USA - Executive Assistant to Vice Chancellor
, , Gary , IN 06/2018 - 10/2022
  • Responsible for maintaining a complex day-to-day schedule for Vice Chancellor for Advancement and External Affairs, as well as ensuring timely flow of information to and from Vice Chancellor’s office.
  • Managed detailed, complex calendars, requiring solid understanding of areas key priorities for increased efficiency and effective scheduling.
  • Performed complex duties on wide variety of matters, often of highly sensitive and confidential nature.
  • Drafted and managed email inquiries for Vice Chancellor and Office Administration.
  • Identified, analyzed and initiated specific procedures to offer a more streamlined operation which allowed senior staff to increase efficiencies.
  • Budget Manager for Advancement and External Affairs' $1.5 million dollar departmental budget.
  • Collaborated with Vice Chancellor on strategic initiatives related to philanthropic fundraising.
  • Acted as liaison with various offices within Indiana University.
  • Coordinated with Fiscal Affairs for strategic planning of yearly budget construction for upcoming fiscal year.
  • Coordinated meetings with high level board members and donors as necessary.
  • Organized logistics and materials for meetings, arrange spaces, take meeting notes for later review by attendees.
  • Served as point of contact for departmental purchases, including, but not limited to purchase order tracking and expenses.
  • Performed and followed up on general administrative duties involving business travel, reimbursement expense submissions.
  • Prepared various reports as needed, including presentations, correspondence, memos, letters.
  • Submitted financial requests/transactions on behalf of University from various entities.
  • Supported social & event planning including: scheduling, booking, ordering, set-up and facilitation when needed.
  • Oversaw the onboarding and training of new staff and student workers.
  • Provided clerical, technical, administrative, and project support to multiple senior directors as needed within Office of Development, Office of Alumni Engagement and Annual Giving, Office of Marketing and Communications, and Campus Events.
  • Performed as Office Manager since 2019.
Compass Group USA - Accounting Assistant-Controllers Office
, , Chicago , IL 01/2017 - 06/2018
  • Assisted Controller with general accounting support.
  • Developed and implemented specific systems of protocol for payment collections of two million dollars per fiscal year.
  • Drafted and distributed over 100 catering invoices weekly for catered events held at DePaul University.
  • Pursued appropriate catering invoices lacking payment.
  • Coordinated with Controller daily to discuss business needs.
  • Exercised complete discretion by maintaining a high level of confidentiality.
  • Documented catering projections for upcoming fiscal year for review by District Manager.
  • Revamped Excel record-keeping and reporting to furnish executives with more accurate financial data.
  • Revamped Excel record-keeping and reporting to furnish executives with more accurate financial data
  • Analyzed and authorize all catering vendor invoices to Controller on a weekly basis.
  • Conducted bank reconciliations for catering department when required.
  • Posted approved journal entries in accounting software.
  • Managed necessary accounting reports and information when internal/external audits take place.
  • Processed daily office cash receipts, making bank deposits, and distributing cash reports.
  • Stored cash in a secure location until it is deposited.
  • Delivered deposits to designated armored service.
  • Submitted daily accounting spreadsheets and journal entries through Excel and OMS respectively.
  • Balanced imprest fund amount or petty cash on daily basis when requested.
  • Performed additional support services to management staff.
Company Name - Administrative Assistant
, , 04/2008 - 01/2017
  • Over 10+ years’ experience of performing and coordinating a smooth operation of two separate catering units that produce 2.5 million in yearly revenue
  • Duties included, but not limited to, coordinating administrative, professional, and technical work related to client service, that includes, but not limited to, processing new accounts, negotiating contracts for materials, equipment, and services, marketing, planning, event execution, cost controls implementation, optimal systems management, budget and forecasting, invoice processing, purchase order submissions, credit card reconciliation
  • Assisted the Director in clarifying order requirements and resolving any conflicts
  • Prepared spreadsheets and maintain databases to track certain expenditures.
  • Prepared spreadsheets and maintain databases to track certain expenditures.
  • Planned and coordinate time and delivery of purchases.
  • Maintained and review records of items purchased, cost deliveries, and inventories.
  • Conducted inventory reconciliations. Updated inventory lists and
  • Issued required correspondence- thank you notes, notices, memo's.
  • Processed accurate final invoices following events.
  • Complied with all company policies and procedures regarding safety, security, and emergencies.
  • Assisted with additional duties as needed.
Spanish :
Native or Bilingual
Negotiated :

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Resume Overview

School Attended

  • Columbia College Chicago

Job Titles Held:

  • Owner
  • Executive Assistant to Vice Chancellor
  • Accounting Assistant-Controllers Office
  • Administrative Assistant


  • Bachelor of Arts

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