Vanessa Ibarra

Vanessa Ibarra Clovis, New Mexico | - |-| LinkedIn Dedicated and results-driven administrative professional with a proven track record of orchestrating seamless and efficient operations. Possesses over 10 years of experience overseeing administrative functions, optimizing workflows, and implementing strategic organizational processes. Possesses strong leadership skills with a keen eye for detail, ensuring precision in managing calendars, coordinating travel, and maintaining confidential records. Proven ability to enhance productivity through streamlined administrative processes, coupled with effective communication and collaboration. Project Planning/Execution Comprehensive Onboarding Team Development Email Management Travel Management Employee Relations Interdisciplinary Collaboration Procurement Operations Vendor Management Inventory Management Contract Negotiation Organization & Planning Purchase Order Processing Data Entry Calendar / Schedule Management Customer Service Recruitment OVERVIEW OF KEY ATTRIBUTES HR Program Administration: Directed the administration of a wide array of human resource programs, noticeably improving efficiency in compensation, benefits, leave, and performance management. Excelled in handling sensitive employment-related inquiries while maintaining strict confidentiality. Technical Proficiency: Utilized advanced Microsoft Office Suite skills to drive office productivity. Adapted quickly to company systems and software. Proficient in the creation and maintenance of detailed databases and spreadsheets. Skilled in data entry and management. Analytical & Problem-Solving: Showcased robust analytical and detail-oriented skills, promptly identifying and addressing critical issues. Implemented innovative solutions that significantly improved operational effectiveness in a fast-paced environment. PROFESSIONAL EXPERIENCE Remote Chief Executive AssistantFebruary 2024- Present Squared Away North Carolina, United States Manage and maintain the executive’s schedule, including coordinating appointments, meetings, and travel arrangements Provide personal support to the executive, including handling personal tasks and errands as required Prepare and edit correspondence, communications, presentations, and other documents Handle emails, and other communications on behalf of the CE Organize and coordinate meetings, including preparing agendas, sending out invitations, and arranging meeting logistics Take meeting minutes, summarize key points, and follow up on action items as needed. Ensure all participants are informed and prepared for meetings Assist with the planning and execution of projects, including tracking progress, managing timelines, and ensuring deadlines are met Coordinate with various departments and external stakeholders to gather information and support project initiatives Act as a liaison between the executive and internal/external stakeholders, ensuring clear and timely communication Draft and proofread emails, memos, reports, and other documents Handle sensitive and confidential information with the utmost discretion Arrange travel itineraries, accommodations, and transportation for the executive Plan and coordinate events, including conferences, workshops, and fundraising activities Maintain and organize files, documents, and records in both electronic and physical formats Update and manage databases, ensuring the accuracy and confidentiality of information Assist in the development and implementation of strategic initiatives and goals Conduct research and provide insights to support decision-making processes Office Manager September 2021- September 2023 Eurotech ME DMCC Dubai, United Arab Emirates Streamlined office operations by implementing efficient administrative processes, resulting in increased productivity Managed intricate calendars for Chief Executive Office and C-level Executives Coordinated and handled extensive travel arrangements and scheduling appointments Prepared correspondence, reports, and presentations Acted as the primary point of contact for maintenance, mailing, shipping, and travel management Assisted in HR functions, contributing to the successful onboarding and off boarding of new employees, implemented HR initiatives and systems and maintained employee records Prepared job descriptions, posting ads, and managed the hiring process Oversaw data entry tasks, ensuring 100% accuracy, and consistently met tight deadlines with sensitive information Prepared purchase orders and quotes monthly, supporting the accounting department as needed Issued payments and maintained records for received and paid invoices Facilitated procurement operations, managing vendor relationships, and processing an average of 25 purchase orders monthly Provided top-tier customer service, resolving inquiries and issues promptly and professionally. Involved in Project Management for preparation and submission of project’s pre-qualification documentation or expression of interest, supporting the project management department as needed Facilitated procurement operations by managing vendor relationships, processing purchase orders, and ensuring timely delivery of materials and assisted the procurement team in sourcing products, negotiating contracts, and evaluating supplier options to meet organizational needs. Human Resource Administrator April 2021 - September 2021 Arabia Insurance S.A.L Dubai, United Arab Emirates Ensured seamless business operations by managing administrative and human resources duties and fostering collaboration between management and employees Coordinated comprehensive employee orientation programs, facilitating a smooth onboarding experience for new employees Collaborated with colleagues and upper management to develop and implement HR policies and procedures Supported performance management processes, meticulously tracking employee evaluations, and assisting in annual performance review cycles for a team of employees Managed HR documentation and records, ensuring strict compliance with legal requirements and internal policies, overseeing a database of employee records Collaborated with the HR team to plan and execute employee recognition programs and events, enhancing workplace culture and boosting employee morale Coordinated employee benefits programs, handling enrollment, updates, and addressing employee queries for a workforce Assisted in employee off boarding processes, conducting insightful exit interviews, and managing documentation Supported diversity, equity, and inclusion initiatives within the organization. Adapted to the team needs and assisted with other projects as needed Administration Executive December 2013 - March 2021 Pure Food Limited Dubai, United Arab Emirates Provided high-level administrative and executive support to the management, overseeing confidential records for the CEO, his family, and employees Processed and managed visas, insurance, travel arrangements, and calendar management handling Managed internal and external daily correspondence with a high level of confidentiality, handling of emails and inquiries daily Acted as the point of contact, providing excellent customer service by efficiently handling incoming calls and responding to email inquiries per day on behalf of the executive Oversaw the smooth flow of the administration department, implementing a comprehensive and effective filing system for records Performed onboarding tasks such as placing job advertisements, conducting phone interviews, and scheduling personal interviews for potential applicants, contributing to the successful onboarding of new employees per month Prepared invoices and coordinated import and export facilities, contributing to efficient financial processes, managing invoices monthly Ensured all inbound and outbound shipments are processed in accordance with the statutory ports and customs, free trade and EHS regulations within agreed timescales Responsible for duty customs documents and compliance with governmental agencies Obtained and renewed licenses for the company from relevant government import and export authorities Arranged transportation and forwarding services for all orders to ensure material is delivered as per schedule EDUCATION | CERTIFICATIONS Bachelor of Arts (B.A.), Psychology | Tarlac State University 2005 - 2009 TECHNICAL SKILLS Software: Zoho, Asana, Slack, Trello, Xero, Egynte, Bitwarden, Zoom, Canva, SurveyMonkey, Meetgeek Microsoft Office Suite: Word, Excel, PowerPoint, Teams, Outlook Google Suite: Mail, Docs, Drive, Slides, Sheets, Meet Systems: MacOS, Microsoft Windows