Joseph Calderon Email & Phone Number

Long Beach, Ca, Us

Irvine, California, Us

Collaborated with leadership to refine strategy, coordinating priority meetings, delivering data-driven insights, and providing project updates to help executives to anticipate decisions, resulting in 20% increase in YTD revenue.Coordinated six high-priority projects while strategically reallocating resources across departments; adapted to shifting priorities and unexpected timelines, achieving a 25% reduction in project delivery times and enhancing collaboration among teams.Optimized CEO workflow and calendar by prioritizing key issues amidst competing priorities, streamlining communication, briefing on upcoming commitments, and providing actionable recommendations, resulting in a 20% increase in decision-making speed.Spearheaded the innovative data integration and file organization initiative, collaborating with IT and operations to streamline data sharing, improving information retrieval processes.Constructed detailed data presentations using PowerPoint and Excel for executive quarterly reviews, simplifying complex analytics to enable quicker strategic decisions, while improving team efficiency by 10%.Revamped agenda formats and conducted rigorous follow-ups on post-meeting tasks tailored to C-suite needs, boosting executive meeting productivity and stakeholder clarity across 20+ weekly meetings.Enhanced executive task flow for the CEO through strategic technology integration, facilitating immediate adjustments to priorities and improving remote collaboration while decreasing operational delays by 30%.Facilitated regular check-ins with the executive team, improving team alignment and efficiency by 20% through continuous feedback on improvement strategies.Served as the central point of contact for leadership, streamlining communication and task management while acting as gatekeeper for CEO requests.

Long Beach, California, Us

Monitored and optimized executive calendars for three C-suite executives, proactively adjusting meetings to anticipate shifting priorities and preventing overbooking, resulting in a 40% reduction in scheduling conflicts and ensuring all strategic meetings were prioritized without disrupting key operations.Coordinated 60+ domestic and international travel itineraries annually for three C-suite executives, proactively managing last-minute changes and travel disruptions (weather, flight changes), ensuring minimal disruption to key meetings.Scheduled over 100 cross-functional meetings, integrating participation from global teams across APAC, EMEA, LATAM, and NA, resulting in a 40% increase in scheduling effectiveness and enhanced participant satisfaction.Facilitated Board-level communications, preparing governance documents, meeting minutes, resolutions, and compliance documentation.Spearheaded quarterly town hall meetings for over 200 participants, overseeing creation of the presentation decks, speaker coordination, and event rehearsals.Built and nurtured strategic relationships with senior leadership, clients, Board members and external partners, driving a 30% increase in collaboration.Processed invoices and submitted expense reports for three executives and three VP members through SAP Concur for approval and payment, ensured accurate coding, compliance with contractual terms, and prompt payment processing.Collaborated with other Executive Administrators to ensure smooth executive operations, handling scheduling and logistics for offsite events, special projects, on-site operations, fostering a collaborative environment and improving overall team efficiency.Maintained discretion with sensitive corporate information, ensuring compliance with company policies and NDAs during executive strategy sessions and acquisitions.Developed and implemented robust communication frameworks for three remote executives, enhancing collaboration among teams.

Costa Mesa, California, Us

Orchestrated end-to-end planning and logistics for off-site corporate events, including team-building activities for 100+ employees, while ensuring smooth execution within budget and timeline.Led the reorganization of cross-functional workflows, identifying inefficiencies and proposing process optimizations that increased response times for operations and onboarding by 25%.Directed daily office operations, managing procurement, office supplies, equipment, security/visitor protocols, and vendor contracts/renewals, while implementing a new inventory tracking system for asset management.Streamlined vendor management processes, including contract renewals and negotiations, contributing to a 20% reduction in vendor expenses and improving operational efficiency.Served as the primary point of contact for incoming calls and inquiries, acting as a gatekeeper by transferring calls or taking detailed messages with high accuracy and maintaining discretion.Managed daily office operations, ensuring procurement and efficient management of office logistics, supplies, equipment, security/visitor, and vendor coordination, including implementing a new inventory tracking system for asset management.Delivered comprehensive executive support to CEO and COO, including calendar management, meeting coordination, and travel planning to ensure focus on high-priority tasks.Coordinated virtual team-building events to keep remote employees engaged and foster organizational culture, improving cross-department collaboration during times of physical separation.Maintained comprehensive records and ensured strict adherence to legal and contractual obligations, conducting regular audits to uphold compliance with company agreements.

Cypress, California, Us

Restructured executive scheduling protocols, improving planning cycles and ensuring alignment among team members, addressing conflicts ahead of critical engagements, and driving operational efficiency.Directed executive calendars and travel arrangements for the CEO and COO, providing administrative support through briefing, preparation of materials, and ensuring readiness for high-priority meetings and events.Devised a comprehensive contingency plan to manage unexpected travel disruptions; rebooked 15+ itineraries within 1 hour, quickly re-scheduling meetings and notifying stakeholders to ensure smooth transitions amid changing plans.Produced actionable data-driven presentations for senior executives, simplifying complex information for strategic decision-making.Orchestrated logistics for cross-functional meetings and Board events, ensuring flawless execution and compliance with corporate standards.Facilitated the flow of information between senior leadership and cross-functional teams, ensuring timely project outcomes and improving project delivery.Orchestrated cross-functional meetings, conference calls, and off-site events (Board Meetings, Investor Relations and PR events) ensuring logistical and venue planning, vendor acquisition, and preparation of meeting materials.Directed the creation and archival of confidential materials, including meeting materials, executive communications, and reports, maintaining compliance with corporate and legal standards.Cultivated strategic partnerships with five key departments and external stakeholders, driving collaboration on 6 major projects which enhanced workflow efficiency and alignment across organizational objectives while meeting tight deadlines.Spearheaded on special projects, including launching the company’s information and communication database, and developing a centralized Standard Operating Procedure for each department.

Managed day-to-day operations for 400+ legal accounts, coordinating resources and tasks to meet deadlines. Proactively identified bottlenecks and resource gaps, adjusting timelines and reallocating personnel to ensure on-time delivery.Established regular feedback sessions focused on continuous improvement strategies, resulting in enhanced collaboration between departments that contributed to an overall decrease in processing delays of 15%.Responsible for overseeing planning, initiation and execution of all elements of each project account, including monitoring development from start to finishActed as a liaison between all executives, stakeholders, vendors and team, by relaying information, resolving issuesEffectively communicated project expectations by conducting bi-weekly team meetings with support staff regarding project development, risks & deadlinesProvided administrative support as needed, undertaking project tasks as required, including management of office equipment, supplies, travel and accommodationsDeveloped and implemented administrative processes that reduced redundancy, improved accuracy and efficiency, and reduced processing time by 45%, by optimizing organizational structure and practices, introducing new software, communication systems, and additional time-saving measuresResponsible for updating and organizing project data, legal contract/agreements, reports, invoices, and other project related documents through various software systems; including data retrieval and document preparation for meetings, proposals and various admin/legal filings Supervised, delegated and collaborated work with support staff resulted in curating an efficient support team. Screened, interviewed, and led on-boarding of over 30 employees and internsAll previous responsibilities as the Executive Administrative Assistant.

Provided comprehensive support to C-level executive staff, including managing administrative tasks in a deadline-driven, high-paced environment that required constant re-prioritization, attention to detail, and independent judgementManaged and prioritized three executives’ schedules to ensure their time is focused on critical and strategic issues, including anticipating needs, document & meeting preparation, coordinating calendars, meetings, appointments & travel arrangements (fight/hotel)Coordinate and participate in stakeholder and team meetings, preparing necessary presentation materials, and distributing meeting minutes Composed correspondences, memos, emails, spreadsheets, reports, and meeting documents with demanding time frames; which also included researching, collect and analyze information Responsible for updating and organizing reports, invoices, legal contract/agreements, and other project related documents through various software systems (electronic & hard copy)Compiled research and document preparation for meetings, proposals, and various admin/legal filingsOrganized and handled accounting (AP/AR), invoice processing and reimbursement, purchase orders, and office supply inventoryCollaborated and provided backup support to other departments Point of contact for all incoming calls, acted as a gatekeeper and transferred calls accordingly or took detailed messages with a high degree of accuracy and maintained utmost discretionPlanned and coordinated catering events, business development events, partner retreats, holiday parties and moreRan personal and business errands as needed