Office Manager

Mitchell Rosas-Reyes

1201 S. Eads Street, Apt 815                                                                                                                                                                (562)832-0238

Arlington, VA 22202                                                                                                                                                           mrosas.reyes@gmail.com

 

 

Office Manager with 10+ years of diverse and progressive experience planning and directing executive-level administrative affairs and support. Skilled in all aspects of executive administration including liaising with senior corporate and government representatives; calendar and schedule management; travel and accommodation arrangements; correspondence preparation and distribution; meeting preparation and documentation of minutes; equipment negotiation and purchase; and the facilitation of information technology services, including system upgrades, data information systems and SharePoint site improvements.

 

AREAS OF EXPERTISE

 

v  Executive Office Management & Support

v  Board Relations & Governance

v  High Volume Schedule Maintenance

v  Confidential Correspondence & Data

v  Time Management & Prioritization

v  Schedule Coordination & Maintenance

v  Efficiency Improvements

v  Administrative Staff Supervision

v  Executive Travel & Itinerary Arrangements

v  SharePoint Site Development & Maintenance

v  Research & Reporting

v  Budget & Expense Management

v  Purchasing & Inventory

v  Prioritize & Execute Tasks in High-Pressure Situations

v  Microsoft Office Proficiency 

 

 

PROFESSIONAL EXPERIENCE

 

OFFICE MANAGER, Contractor                                                                                   

U.S. DEPARTMENT OF STATE, Washington, DC                                                                                                          August 5, 2013 – Present 

Report to the Director and Deputy; provide efficient administrative support to government office; manage administrative processes such as travel coordination, central filing systems, supply ordering and office equipment maintenance; support two other offices in their Office Manager’s absence. Maintain personnel files, track paid time off, and assist with performance reviews.

  • Developed efficiency-enhancing workflow/process improvements that made it possible to accommodate increasing responsibilities necessitated by staff reductions.
  • Instrumental in the reorganization of the office structure to increase communication flow between lower-level staff and management.
  • Analyzed operations, staff performance, and workflow processes; conceived and initiated new management and operational systems that improved communication, performance measurements and job satisfaction.
  • Initiated a task tracking system which reduced missed product deadlines set by senior management for cross-functional teams by 95%.
  • Managed the $2,500,000 dollar operating budget covering both domestic and overseas expenditures and liaise with the Finance office.

 

PROGRAM SUPPORT SPECIALIST, Contractor                                                                        

U.S. DEPARTMENT OF HOMELAND SECURITY, Washington, DC                                                             January 23, 2012 – August 5, 2013

Oversaw all administrative and clerical functions within the office. Revised and implemented office procedures, and coordinated facilities maintenance. Purchased office supplies and maintained office equipment, serving as primary contact for vendors. Arranged accommodations and venues for special events. Created and distributed invitations to partner agencies.

  • Decreased office expenditures 15% by implementing needed controls on stock/supplies and standardizing ordering procedures.
  • Created highly effective organizational and filing systems, including quick and thorough indexing, filing and offsite storage, resulting in easy access to critical information and streamlined office functioning.
  • Managed the $1,800,000 office budget, presented weekly updates to leadership and offered recommendations for the reallocation of resources for other office priorities.

 

ADMINISTRATIVE ASSISTANT, Intern 

U.S. DEPARTMENT OF STATE/U.S. MISSION TO THE ORGANIZATION OF AMERICAN STATES, Washington, DC                   July 18, 2011 – October 21, 2011

Provided administrative support to the Chief of Staff with office management. Attended hearings on the Hill and Permanent Council meetings, drafted notes, and prepared bullet points for the weekly activity report to the Ambassador. Reviewed official correspondence and policy recommendations of a sensitive nature directed to the Ambassador and Deputy for clearance, and endorsement. Developed an in-depth understanding of office policy objectives to provide inputs for reports, correspondence, and speeches for the Ambassador and Secretary.

  • Developed strong relationships with managers and staff, creating a cohesive and productive team within a deadline-driven environment.
  • Provided initial contact to foreign country delegates, responding quickly and diplomatically to questions and concerns to maintain positive working relationships.
  • Reviewed reports and correspondence to ensure accuracy and consistency of all outgoing information and documentation.

 

CASE MANAGER

LAW OFFICES OF MILSTEIN ADELMAN, LLP, Santa Monica, CA                                                                January 16, 2009 – July 15, 2011

Coordinated work flow among three attorneys and five support staff. Managed 24 cases with over 1,500 clients and processed settlement collections totaling $3,000,000. Formulated and implemented office policies and procedures. Ordered office supplies, coordinated IT services, trained personnel on proprietary software applications, equipment, office procedures, and conducted troubleshooting on computer issues.

  • Prioritized and delegated tasks, provided direction to create a positive work environment and ensured accurate, on-time completion.
  • Utilized clarity, well-defined goals, and a positive work ethic to establish a spirited organizational culture within the administrative team.
  • Cultivated excellent long-term relationships with clients, maintained communication, and facilitated solutions to address concerns.

 

ADMINISTRATOR

ACADEMY OF BUSINESS LEADERSHIP, Rosemead, CA                                                                            June 16, 2008 – December 19, 2008

Managed the day-to-day administrative and logistical operations of a non-profit program. Responsible for four team members. Processed procurement requests for office supplies and equipment. Planned and oversaw meetings with staff to establish operating procedures, resolve staff conflicts, and prepare for the implementation of new policies from leadership.

  • Trained and supervised permanent and temporary staff. Created and coordinated schedules to ensure coverage of office operations.
  • Assisted in site selection, and oversaw equipment, furniture, and telecommunications setup without interruption in operations.
  • Managed an operating budget of $150,000 to cover utilities, travel, training, equipment, and salaries.

 

CONSULTANT

AMERICORPS/JUSTICECORPS, Long Beach, CA                                                                                              January 15, 2008 – June 13, 2008

Offered consultative services to low-income and underrepresented litigants. Prepared and lead legal workshops to instruct litigants on proper procedures for completing legal forms, drafting language for court documents, and provided translation services. Administrative support officer to two court appointed attorneys by fielding calls, reviewing client cases, and articulating the litigant’s specific assistance needs to the attorneys.

  • Automated numerous internal systems, increasing speed and efficiency, and accepted additional responsibility to manage provisioning, training, and triage of litigants.
  • Served as liaison between litigants and attorneys, earning their confidence with reliable follow-through and clear communication.

 

ADMINISTRATIVE ASSISTANT, Congressional Intern 

U.S. HOUSE OF REPRESENTATIVES, Washington, DC                                                                     September 17, 2007 – December 14, 2007

Nominated by the President of California State University, Dominguez Hill and selected by the Panetta Institute to serve as a Congressional Intern for the office of Congresswoman Linda T. Sanchez. Provided administrative and front office support to the Staff Assistant and Legislative Aids conducting research on legislative policy, drafting correspondence, and fielding calls from constituents.

  • Introduced a user friendly electronic filing system which reduced file retrieval time by 30%.
  • Demonstrated excellent abilities in constituent communication and orientation by effectively tracking concerns and communicating appropriate responses.
  • Recognized for the ability to effectively arrange team meetings, draft minutes, and circulate in a timely manner.

 

ASSISTANT ADMINISTRATOR

CSU, DOMINGUEZ HILLS/OFFICE OF THE CHIEF TECHNOLOGY OFFICER, Carson, CA                                               May 16, 2005 – September 14, 2007

Managed a night-shift team of five employees and operations of the university computer lab. Implemented service improvements, emerging technology needs, and developed plans for new technologies. Recommended policies up the chain, in coordination with the administrator.

  • Conducted extensive research, created detailed business models, and delivered strategic recommendations that resulted in significant savings to the university.
  • Motivated and developed team members, resulting in improvement in team cohesiveness and overall performance. 
  • Developed methods to consult with representatives of the major constituents served before implementing technology service changes. 

 

PRESIDENT

LATINO BUSINESS ASSOCIATION, 501(c)(3), Carson, CA                                                                                    May 17, 2004 – May 13, 2005

Managed a 35 member organization in coordination with five directors and a $10,000 operating budget. Ensured the nonprofit’s fiscal, operations, fundraising, marketing, human resources, technology, and programmatic strategies were effectively implemented across all segments of the organization. Oversaw the financial health of the organization including developing long and short range financial plans, monitoring the budget and ensuring sound financial controls were in place. Developed excellent coalition building skills with an ability to communicate and work effectively with a variety of internal and external stakeholders. Became a persuasive negotiator able to achieve consensus among differing opinions. Committed to the professional development of all members. Created a successful track record for recruiting and retaining a diverse team.

  • Developed and implemented strategy objectives to ensure achievement of profitable goals and a high level of member satisfaction.
  • Inspired partner organizations to develop and implement creative educational workshops, including Leadership & Management Development, which introduced the exploration of new skill building opportunities for future leaders.
  • Planned and coordinated numerous marketing and public relations events, resulting in a significant increase in new members, leaders, and consistent event success.

 

EDUCATION

  • MASTER OF PUBLIC ADMINISTRATION – CALIFORNIA STATE UNIVERSITY, LONG BEACH – Long Beach, CA                       

» CONCENTRATION: EMPLOYER-EMPLOYEE RELATIONS & PERSONNEL MANAGEMENT

  • BACHERLOR OF ARTS, POLITICAL SCIENCE – CALIFORNIA STATE UNIVERSITY, DOMINGUEZ HILLS – Long Beach, CA            

» CONCENTRATION: GLOBAL POLITICS

  • BACHERLOR OF ARTS, ECONOMICS – CALIFORNIA STATE UNIVERSITY, DOMINGUEZ HILLS – Carson, CA                                   

 

 

  • ID#: 91688
  • Location: Arlington, VA , 22202

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