Executive Office Management professional experience in executive support and office operations, expert in calendar management and seamless communication. My key achievements include improving punctuality by 40% and enhancing team coordination by reducing delays by 30%. Seeking an Executive Office Manager position, where I bring my executive support and office operations skills to reinforce your mission.𝗣𝗥𝗢𝗙𝗘𝗦𝗦𝗜𝗢𝗡𝗔𝗟 𝗦𝗡𝗔𝗣𝗦𝗛𝗢𝗧:At InvestCloud, I excelled as an Executive Assistant and Office Manager, where I significantly improved meeting punctuality by 40% and reduced scheduling conflicts by 25% through automated scheduling solutions. My adeptness in facilitating cross-border meetings using Zoom and Microsoft Teams boosted team coordination by 70%. My strategic approach to vendor management led to a 15% reduction in operational expenses, ensuring cost-effective and seamless office operations.Previously at AGIO, I implemented the Sequr security system, reducing physical badge costs by 30% and enhancing office access security. My role encompassed organizing company events, managing travel arrangements, and supporting HR with onboarding processes, all of which contributed to a cohesive and efficient workplace environment.During my tenure at UBS Securities, I managed facility support systems, coordinated monthly maintenance with vendors, and ensured compliance with service agreements. I prepared comprehensive financial statements, managed accounts receivable, and oversaw office move-ins/outs, demonstrating my meticulous attention to detail and financial acumen.𝗖𝗢𝗥𝗘 𝗦𝗞𝗜𝗟𝗟𝗦:⁍ Executive Calendar Management⁍ Cross-Border Meeting Coordination⁍ Logistics and Vendor Management⁍ IT Equipment Management⁍ Event Planning and Coordination⁍ Financial Reporting and Expense Management⁍ Security System Implementation⁍ Office Maintenance and ComplianceMy academic background in Criminology, graduating Cum Laude from John Jay College of Criminal Justice, complements my professional experience by providing a strong analytical foundation and attention to detail.I thrive in dynamic environments, leveraging digital transformation trends to drive operational efficiency and resource allocation accuracy. My commitment to maintaining secure and efficient office environments is unwavering, ensuring both client satisfaction and optimal team performance.Let's connect to explore how my background and skills can contribute to your organization's success.
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Senior CoordinatorWspNew York, Ny, Us -
Senior CoordinatorWsp Oct 2024 - PresentMontreal, Quebec, Ca -
Office Manager/Executive Assistant To CooInvestcloud, Inc. Mar 2021 - Aug 2023West Hollywood, Ca, Us▪️ Coordinated the executive team's calendar, leveraging Microsoft calendaring to automate reminders and streamline daily reviews. Achieved a 40% increase in meeting punctuality and reduced scheduling conflicts by 25%, enhancing overall productivity.▪️ Facilitated over 15 cross-border video calls and meetings weekly across four time zones using Zoom and Microsoft Teams. This significantly enhanced team coordination and project efficiency by 70%, ensuring seamless international collaboration.▪️ Implemented 15-minute buffer periods between meetings for the COO using Microsoft Outlook. This strategic adjustment reduced scheduling conflicts by 30% and increased productivity by 20%, optimizing executive time management.▪️ Organized logistics for in-person meetings and board events, handling planning, catering, technical support, and guest reception. Delivered a smooth event experience with a 95% satisfaction rate from attendees, showcasing exceptional event management skills.▪️ Supervised reception, conference rooms, and workstations for 65 team members and visitors. Improved office efficiency by 20% and reduced technical downtime by 15%, ensuring a well-organized and efficient office environment.▪️ Managed vendor relationships with Amazon, FreshDirect, and WB Mason, optimizing procurement processes. This led to a 15% reduction in operational expenses, highlighting strong vendor management and cost-saving abilities.▪️ Streamlined travel booking processes and improved expense reporting accuracy by 40% using Concur. Achieved significant time and cost savings, demonstrating proficiency in travel coordination and financial management. -
Office ManagerAgio Dec 2017 - Aug 2020New York, New York, Us🔒 Implemented Innovative Security System: Spearheaded the implementation of the Sequr security system, integrating mobile app technology to streamline office access. Achieved a 30% reduction in physical badge costs, enhancing security while improving convenience for employees.📦 Optimized Supply Chain Management: Orchestrated efficient coordination of mail, shipping, and supply orders, leveraging vendor negotiations to achieve a 15% cost reduction. Ensured seamless operations and timely delivery, enhancing overall office productivity.🛠️ Ensured Regulatory Compliance: Managed comprehensive office maintenance, overseeing repairs and upkeep to maintain a secure and compliant environment. Proactively addressed maintenance issues to minimize operational disruptions.🎉 Boosted Team Morale: Organized engaging company events, including happy hours and wellness programs, fostering a positive work culture and enhancing team morale. Strengthened employee engagement and collaboration across departments.🌍 Efficient Executive Support: Supported executives with meticulous travel arrangements and expense management. Delivered detailed itineraries and accurate expense reports, ensuring seamless business trips and cost-effective travel planning.📑 HR Collaboration and Compliance: Collaborated closely with HR to streamline office policies and procedures. Facilitated smooth onboarding and offboarding processes, ensuring compliance with company policies and regulatory requirements. -
Office CoordinatorAgio Aug 2016 - Dec 2017New York, New York, Us -
Office/Facilities ManagerUbs Apr 2006 - Dec 2015Zurich, ChCustomer Service – Conducted thorough inspections of facility support systems and managed building requests, ensuringtimely and effective resolution to maintain operational efficiency.▪ Vendor Management – Coordinated monthly maintenance with vendors and maintained accurate records of bills, ensuringcompliance with service agreements and budget constraints.▪ Financial Statements – Prepared comprehensive operational and financial data, reconciled charges, and processed Amexpayments, ensuring accuracy and timely financial reporting.▪Accounts Receivable – Managed cash receipts from sub-tenants and prepared future rent invoices, ensuring timelycollection and accurate forecasting.▪ Office Operations – Assisted with office move-ins/outs and collaborated with IT for employee setup, ensuring seamlesstransitions and operational continuity.▪Office Management – Provided backup support for office managers and covered receptionist duties, ensuringuninterrupted administrative operations.▪ Compliance – Updated accrual, aging, and write-off reports for hedge fund closures, ensuring accurate financial recordsand compliance.▪Detail-Oriented – Reconciled building charges for tenant rent statements, ensuring precise billing and financialaccountability.▪ Collaboration – Managed critical projects, including closing Tenant Services sites and decommissioning the UBS network,ensuring project completion within deadlines and minimal disruption -
Administrative AssistantUbs Aug 2000 - Apr 2006Zurich, Ch📧 Mail Handling & Customer Service: Streamlined incoming and outgoing mail processes, ensuring prompt distribution and enhancing communication efficiency within high-paced tech environments.📞 Reception & Office Operations: Orchestrated seamless receptionist coverage, meticulously tracking departmental attendance to ensure uninterrupted front-desk operations and superior client service.💼 Database Management & Data Entry: Maintained a meticulous database for client cash receipts, guaranteeing accurate financial records and facilitating smooth audits and financial reporting.🌍 Travel Coordination & Scheduling: Spearheaded complex travel logistics and expense reporting, resulting in streamlined travel arrangements and meticulous financial oversight, crucial for optimizing operational expenses.📝 Documentation & Communication Expertise: Crafted detailed memos, structured meeting minutes, and compelling RFPs, fostering clear and accessible communication essential for stakeholder alignment and project success. -
Senior SecretaryCushman & Wakefield Sep 1992 - Aug 2000Chicago, Il, Us
Karla Valladares Education Details
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John Jay College (Cuny)Criminology -
Laguardia Community CollegeTourism And Travel Services Management
Frequently Asked Questions about Karla Valladares
What company does Karla Valladares work for?
Karla Valladares works for Wsp
What is Karla Valladares's role at the current company?
Karla Valladares's current role is Senior Coordinator.
What schools did Karla Valladares attend?
Karla Valladares attended John Jay College (Cuny), Laguardia Community College.
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