Vanessa Ibarra-Metcalf

About Vanessa Ibarra-Metcalf

My expertise in administrative processes is leveraged through meticulous management of the CEO\'s schedule, ensuring that efficiency and discretion aren\'t just promised—they\'re delivered. The administrative and office management proficiency has become a cornerstone of my professional identity, enabling me to enhance productivity across teams with streamlined operations.Balancing a keen eye for detail with a steadfast commitment to confidentiality, I excel in crafting communications and coordination that empower our leaders to focus on strategic imperatives. My contributions are driven by a passion for operational excellence and a mission to facilitate the success of the executives I support, reinforcing the foundation of our organization\'s achievements.

Experience

1. Chief Executive Assistant

   Squared Away

   Feb 2024 — Present · US

   Manage and maintain the executive’s dynamic schedule, coordinating appointments, meetings, and travel arrangements.* Prioritize conflicting needs and ensure timely follow-through on tasks, even under tight deadlines.* Provide comprehensive support to the CEO and Administrative Officer, handling tasks such as correspondence, communications, presentations, and document preparation.* Manage sensitive and confidential information with the highest level of discretion.* Draft, proofread, and edit correspondence, reports, and presentations for the CEO, board members, donors, and colleagues.* Organize and coordinate meetings, including preparing agendas, sending invitations, arranging logistics, and ensuring all participants are informed and prepared.* Take meeting minutes, summarize key points, and follow up on action items to ensure progress.* Oversee complex travel logistics for the CEO, including booking flights, securing visas, arranging accommodations, and creating detailed travel itineraries.* Prepare and organize travel-related documents for meetings and events.* Assist with planning and executing strategic projects, tracking progress, managing timelines, and ensuring deadlines are met.* Coordinate with internal departments and external stakeholders to gather information and support project objectives.* Conduct research and provide insights to support decision-making processes.* Prepare expense reports and maintain up-to-date donor databases, tracking CEO actions and activities.* Plan and coordinate events, including conferences, workshops, and fundraising activities, ensuring seamless execution.* Maintain and organize files, records, and databases, ensuring accuracy, confidentiality, and easy access.* Provide administrative support for the board, including travel logistics, documentation, and scribing during meetings.* Manage CEO and board member interactions, ensuring effective communication and coordination.

Education

• Tarlac State University

  Bachelor of Arts, Psychology

  2005 — 2009

• Elementary: San Francisco Elementary School

  PRIMARY SCHOOL

  1995 — 2001

• Santa Ignacia High School

  SECONDARY SCHOOL

  2001 — 2005