Summary
Overview
Work History
Education
Skills
Languages
Timeline
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Kelly Lopez

Pembroke Pines,FL

Summary

Driven and resourceful Executive Assistant with ten+ years of experience supporting the work of high-achieving C-level executives in various industries. Proven Track record anticipating and supporting professional needs with well-organized precision and planning. Sophisticated and graceful in managing high-volume workloads in rapidly changing environments. Adept at developing and maintaining detailed administrative and procedural processes that reduce redundancy, improve accuracy and efficiency to achieve organizational objectives and executives' productivity as the gatekeeper.

Overview

14
14
years of professional experience

Work History

Executive Assistant to the Chief Executive Officer

TGalt - R365 Platinum Partner
Coral Gables, FL
08.2021 - 03.2022
  • Contributed to smooth business operations by planning and organizing meetings and conferences.
  • Applied proper codes to invoices, files, and receipts to keep records organized and easily searchable using R365.
  • Entered invoices requiring payment and disbursed amounts via check, electronic transfer, or bank draft.
  • Kept vendor files accurate and up to date to expedite payment processing.
  • Input financial data and produce reports using R365.
  • Effectively communicate with clients and vendors about payment needs and kept updated, detailed and accurate records of conversations for executives.
  • Edited various documents to improve the accuracy of language, flow, and readability.
  • Recorded meeting minutes to provide a historical account of actions, measure progress against the strategic plan and drive accountability for outsourced team members.
  • Booked airfare, hotel, and ground transportation to coordinate office travel.
  • Monitored office calendars to plan meetings, activities, and travel to maximize productivity.
  • Managed incoming correspondence to enhance employee performance and reduce time spent on processing and responding.
  • Set up conference rooms, technology, and materials to facilitate meetings.

Executive Assistant to the President

Emerald Facility Management
Saint Petersburg , FL
02.2021 - 07.2021
  • Produced accurate office files, updated spreadsheets, and crafted presentations to support executives and boost team productivity.
  • Screened calls and emails and initiated actions to respond to or direct messages for managers.
  • Processed travel expenses and reimbursements for the executive team and senior management group.
  • Created expense reports, budgets, and filing systems for the management team.
  • Approved regular payroll submissions for employees.
  • Screened calls and emails as directed and responded accordingly to support executive correspondence.
  • Managed and reviewed filing and office systems.

Executive Assistant to the President

Edding AG/Legamaster GmbH
Coral Gables, FL
02.2020 - 12.2020
  • Managed administrative functions, including calendar management with a focus on the proper allocation of executive availability.
  • Managed office inventory by restocking supplies and placing purchase orders to maintain adequate stock levels.
  • Distributed companywide announcements, booked conference rooms, and coordinated catering for the annual staff development forum and sales meetings.
  • Organized envelopes, portages, and mail correspondence for staff and management maintaining portages meter and coordinated delivery with courier services.
  • Coordinated complex meetings involving 15 or more presenters, 20 global attendees, and a budget of $5000 encompassing live stream production, remote location arrangements, and senior executive online accommodations.
  • Worked directly with Marketing Director to assist, design, and execute a global social media strategy across followers on Instagram and Facebook through regular engagement with customers, influencers, and followers.
  • Increased social media lead generation by 45% year over 3 months.
  • Developed robust automated reporting in Google Sheets and social media KPIs for executive leadership saving 10 hours of manual work each week.
  • Helped reduce customer support requests by 8% by engaging with customers on social media whenever they encountered issues with the product.
  • Screened personal and business calls and directed them to the appropriate responsible party.

Executive Assistant /Office Facilities Manager

Cardone Training Technologies
Aventura , FL
11.2018 - 02.2020
  • Managed daily on-site operations and maintenance of all Cardone Training Technologies Facilities.
  • Demonstrated strong collaboration and teamwork within the company by driving the development and implementation of the facility's "IT Communication" best practices and procedures for over 150 employees.
  • Scheduled and coordinated the logistics and implementation of general maintenance, repairs, and remodeling projects. To include supervising the budget for all office supplies departmental expenses and construction expansion plans.
  • Managed and coordinated all repairs schedules with in-house staff and vendors.
  • Inspected, documented the entire property to locate maintenance issues, then ensured their satisfactory repair All while maintaining key logs for past, present, and future maintenance schedules for the facilities.
  • Support work order management for in-house staff and vendors as necessary
  • Collaborated with Human Resource Department to complete all onboarding procedures.
  • Managed acquisition of office supplies for the facilities.
  • Managed and updated all expenses reports and was charged with reporting any discrepancies to the CEO.
  • Maintained and scheduled all maintenance spreadsheet reports of IT-related maintenance to be conducted on company hardware inventory.
  • Assisted and collaborated as part of the crew in the 2018 10X Conference

Sales Assistant to the Director of Enablement

CHETU
Plantation, FL
04.2018 - 11.2018
  • Served as one of the primary system administrators for Salesforce.com environment along with Salesforce Outlook plugin for all sales team members.
  • Handle all basic administrative functions including user account maintenance, reports and dashboards, workflows, and other routine tasks with regard to the CRM system.
  • Aided staff regarding various software programs.
  • Meeting management to include meeting planning, set up & logistics, taking & distributing meeting minutes and available times using various online tools for all the sales team members.
  • Maintained and organized all legal documents uploaded by any sales team member through Right Signature to ensure proper filling.
  • Processed travel expenses and reimbursements for the executive sales team and senior management group.
  • Transcribed minutes of meetings and executed meetings and events for the company to support sales, business development, and senior management teams.
  • Trained and mentored new employees on industry practices and business operations.

Aviation Boatswain's Mate Handler - Petty Officer

United States Navy
Various
09.2010 - 09.2018
  • Completed four years of active duty service and four years in the Navy Reserves.
  • Managed all aspects of administrative and personnel needs for grounds of Aviation support onboard USS New York & USS Theodore Roosevelt.
  • Maximized team knowledge and productivity by training, monitoring, and directing sailors in the application of best safety practices and regulatory protocol.
  • Coordinated travel arrangements for sailors on board the ship.
  • Directed safe and secure operations of over $240 million worth of government property, resulting in no loss of equipment or negative incidents during various flight operations while deployed.
  • Demonstrated respect, friendliness, and willingness to help wherever needed.

Sales Executive Assistant to the Director of Sales

CSPT
Plantation, FL
02.2016 - 03.2018
  • Updated managers by consolidating, analyzing, and forwarding daily action summaries.
  • Resolved sales orders problems by investigating data and history; identifying alternate means for filling orders by notifying managers and customers.
  • Provided product and pricing information by clarifying customer requests and answering questions.
  • Provided sales vs. projection results by preparing and forwarding sales tracking reports.
  • Maintained customer database by inputting customer profiles, updates, and distributing monthly reports.
  • Answered multi-line phone system, routing calls, delivering messages to staff and greeting visitors.

Education

B.S in Information Technology -

Nova Southeastern University
Davie, FL
05.2020

Associate of Arts -

Broward College
Davie
05.2016

Skills

  • Executive Schedule Management
  • Recordkeeping and Documentation
  • Meeting Agenda Preparation
  • Administrative Support
  • Travel Arrangement Coordination
  • Calendar and Scheduling Software
  • Verbal and Written Communication
  • Problem Solving

Languages

Spanish
Native or Bilingual

Timeline

Executive Assistant to the Chief Executive Officer

TGalt - R365 Platinum Partner
08.2021 - 03.2022

Executive Assistant to the President

Emerald Facility Management
02.2021 - 07.2021

Executive Assistant to the President

Edding AG/Legamaster GmbH
02.2020 - 12.2020

Executive Assistant /Office Facilities Manager

Cardone Training Technologies
11.2018 - 02.2020

Sales Assistant to the Director of Enablement

CHETU
04.2018 - 11.2018

Sales Executive Assistant to the Director of Sales

CSPT
02.2016 - 03.2018

Aviation Boatswain's Mate Handler - Petty Officer

United States Navy
09.2010 - 09.2018

B.S in Information Technology -

Nova Southeastern University

Associate of Arts -

Broward College

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Kelly Lopez