PAULA MACHADO-
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| https://www.linkedin.com/in/paula-machado-0202
Summary
With many years of experience of cross functional work across different industries I have proven to be an executive-level
administrator with management, financial, and operational expertise. An industrious team member with proven
organizational, time management and multitasking abilities. A strategic thinker and flexible professional who works well
independently or within a team. I know the importance of adapting to changing priorities while maintaining a positive
attitude and strong work ethic. Through my work in research I have become very proficient in many software programs but
continue to enjoy learning new skills. I have always maintained an unwavering attention and commitment to matters of
confidentiality and discretion.
Skills
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Advanced knowledge & proficiency in all MS Office,
Google products, and accounting software
Proficiency with desktop sharing and cloud services
Knowledgeable of online calendars and remote
meeting coordination
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Technical skill with all aspects of travel arrangements
High degree of customer service skills
Accomplished in web design, social media, blog
management, and digital marketing
Personal initiative and entrepreneurial spirit
Education
Mount Royal College | Calgary, AB
Tourism and Travel Management | Accounting
Experience
Self Employed
Remotely
Virtual Assistant
June 2019 - Present
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Williams College
Williamstown, MA
Prospect Management &
Research Coordinator
07/2007 - 06/2018
Provide clear communication with clients; complete multi-level tasks in timely
manner; coordinate calendar schedules; arrange travel requirements
General administrative, accountancy and clerical tasks as needed
Email inbox management - respond to and organize emails based on specific
guidelines provided by the client
Assist in marketing efforts, create content, and oversee social media management
Research, create and manage contact lists and client spreadsheets
• 10 solid years in the higher education sector with demonstrated prospect research
experience
• Worked with 4 members of the PM&R team and 20+ development staff providing
profiles to create prospect capacity and biographical reports by analyzing, interpreting
data and synthesizing complex information from multiple sources
• Constructed daily news alerts and push technology via various internet sites for
updates on prospects, including industry-specific alerts; communicated to
appropriate departments with any updates
• Established department productivity statistics and generated record keeping for
supporting department monthly/yearly goals; maintained database
• Built queries and designed comprehensive data reports for presentation to support
group/individual projects on various fundraising initiatives
Williams College
Williamstown, MA
Library Assistant
08/2005 - 06/2007
Elizabeth Freeman Center
Pittsfield, MA
Finance Manager
04/2003 - 06/2005
• Liaised with Director and 4 librarians for special projects
• Efficiently handled a multitude of daily tasks, including supervising student workers;
maintaining schedules and assessments; and responding to patron queries
• Responsible for all evening library processes; oversaw the check-in and check-out
process of library books and materials at the circulation desk
• Managed data processing & database
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Prepared operational reports detailing financial metrics to help management
make proactive decisions
Prepared departmental budgets, analyzed historical data, projected spending and
actualized costs
Worked with regulatory representatives to complete accurate filings and maintain
compliance
Addressed ways to improve internal processes, reducing redundancy by 15%
Tracked all revenue and expenses for 5 separate departments
Updated and created processes payroll for over 30 staff members; maintained
vacation accruals
Neshamkin French Architects
Charlestown, MA
Office Manager
09/2001 - 07/2002
• Oversaw all day-to-day office operations, such as receiving and organizing
correspondence, answering and forwarding calls; producing professional and
error-free letters, presentations and spreadsheets needed by senior principles
• Administered physical and digital filing systems, keeping records well-organized
and easily retrievable by team members
• Monitored and controlled office inventory to ensure adequate supply levels, timely
product ordering and efficient management of company resources
• Coordinated travel arrangements, including booking hotel rooms, car rentals, and
airfare for staff traveling to domestic and international locations
• Tracked all revenue and expenses for office
• Managed financial documentations such as expense reports and invoices
The Document Exchange
Calgary, AB
Sales Manager
04/1996 - 12/1999
• Created and finalized quotes to complete deals between company and customers;
generated sales by executing complete sales cycle process through contract
negotiations and close, increasing client base by 35%
• Formalized sales process to keep operations consistent and promote efficient
acquisition of new customers
• Streamlined hiring processes, including recruiting, training and managing
employee performance to achieve daily performance objectives, supervising 12
staff members
• Liaised with clients, addressed inquiries, handled requests and answer billing
questions to provide outstanding client care
• Performed billing, collection and reporting functions for the office
• Assisted with management in creation of 2nd office in Edmonton; coordinated with
staff in training; handled processes for streamlining deliveries between offices
