Patricia S.
✨ Newly AddedExecutive Assistant
Notable Highlight
6+ years supporting international clients across operations, executive assistance, and event logistics. Currently overseeing daily salon operations while managing financials, travel coordination, and premium client experience for luxury beauty.
Experience Summary
Virtual Assistant and Operations Support Specialist with 6+ years of experience supporting international clients across the US, Australia, and New Zealand. Expertise spanned executive assistance, event coordination, travel logistics, operations management, and financial tracking. Proficient in property management platforms, ecommerce tools, and financial systems with a strong background in premium customer service and multi-country remote operations.
Key Achievements
- Provided executive and operational support for a Los Angeles-based lifestyle and streetwear brand, coordinating domestic and international travel, pop-up activations, event logistics, vendor relationships, and Shopify operations. - Built operational dashboards and financial tracking systems for a luxury salon business, monitoring sales, expenses, cash flow, and operational reporting to improve visibility and decision-making. - Managed Shopify product uploads, inventory tracking, customer service operations, and operational reporting while developing workflow trackers and reporting systems using Google Sheets and Airtable. - Managed guest communications, reservations, onboarding, and payment reconciliation across Airbnb, VRBO, and Booking.com for short-term and long-term rental properties. - Performed bookkeeping using Zoho Books, including invoice preparation, accounts payable and receivable tracking, bank reconciliation, and financial reporting. - Coordinated shipping documentation, logistics paperwork, and wholesale order fulfillment for department store accounts while supporting bookkeeping and invoice management. - Supported executives and leadership teams through calendar management, scheduling coordination, professional communications, and project tracking across multiple international businesses. - Developed expertise across operations, executive support, financial administration, hospitality management, customer service, and e-commerce operations while maintaining professionalism in high-pressure, client-facing environments.
Skills
Work Experience
Operations Manager
S5 · USA · Jun 2025 – Feb 2026
- Oversee daily salon operations while maintaining a high standard of premium customer service and client experience.
- Manage appointment coordination, scheduling, customer communication, and operational support in a luxury beauty environment.
- Support the business owner with executive and personal assistant tasks including travel coordination, hotel bookings, calendar management, budgeting, expense monitoring, and financial tracking.
- Create dashboards and financial tracking systems for sales, expenses, cash flow, and operational reporting.
- Assist with inventory management, operational planning, workflow organization, and team coordination.
- Coordinate with staff, vendors, and management to ensure smooth daily operations and an organized client-focused environment.
- Maintain operational documents, reporting systems, and internal processes to improve efficiency and business organization.
Operations Support & Executive Assistant
4S · USA · Feb 2021 – Mar 2026
- Provide executive and operational support for a Los Angeles-based lifestyle and streetwear brand.
- Coordinate domestic and international travel arrangements including flights, hotels, transportation, itineraries, and scheduling for team members during pop-ups, brand activations, and events.
- Manage event logistics and operational coordination while ensuring all schedules, bookings, documents, and event-related details are organized and executed smoothly.
- Handle customer service operations including inquiries, order concerns, returns, exchanges, and maintaining a positive customer experience.
- Coordinate with vendors, suppliers, warehouses, and wholesale partners to support smooth day-to-day operations.
- Manage Shopify product uploads, inventory tracking, ecommerce support, and operational reporting.
- Create trackers, reports, and workflow systems using Google Sheets and Airtable to improve organization and efficiency.
- Support leadership with administrative management, communication, scheduling, and operational tasks in a fast-paced environment.
Administrative Support
LRP · New Zealand · Jul 2023 – Dec 2024
- Manage guest and tenant communications across short-term and long-term rental properties, handling high volumes of inquiries, bookings, and guest concerns through platforms such as Airbnb, VRBO, and Booking.com.
- Coordinate bookings, calendar management, and guest onboarding, ensuring smooth check-in processes and accurate travel and property information.
- Utilize property management systems including Guesty, Breezeway, Renti, Palace, and PropertyMe to manage bookings, tasks, and property operations.
- Handle escalations, guest concerns, and refund-related issues with a focus on maintaining high guest satisfaction and resolving issues promptly.
- Maintain organized inboxes, task trackers, and property records to ensure timely responses and efficient day-to-day operations.
- Perform payment tracking and reconciliation, ensuring booking and rental records are accurate and aligned with financial reports.
- Coordinate with property managers, contractors, and team members to address maintenance issues and ensure a seamless guest experience.
Data Entry Specialist
LLP · Australia · Jan 2024 – Jun 2024
- Support the Co-Founder and two Leadership Facilitators with daily administrative operations and scheduling coordination.
- Manage calendars and day-to-day diary management, ensuring meetings, workshops, and client sessions are properly scheduled.
- Assist with meeting coordination and time management for leadership programs and internal planning sessions.
- Draft professional email communications for client correspondence and internal updates.
- Coordinate scheduling and communication between facilitators and clients to ensure smooth program delivery.
- Maintain organized records of schedules, meetings, and administrative documentation.
- Participate in monthly Microsoft Teams training sessions and team meetings to support operational updates and workflow improvements.
Data Entry Specialist
CW · Australia · Jan 2024 – Jun 2024
- Enter order details from scanned handwritten documents into the company's new order management system.
- Capture and record key information including customer details, product specifications, quantities, and pricing.
- Maintain high standards of data accuracy while meeting daily order entry targets.
Administrative Support
Zef. · New Zealand · Sep 2023 – Jan 2024
- Process daily customer orders and enter order details into the company's internal ordering system.
- Record and update customer payments to ensure accurate tracking of sales transactions.
- Maintain organized records of orders, invoices, and payment information.
Data Entry Specialist
KTE · Australia · Jul 2022 – Jan 2023
- Manage customer inquiries and schedule service bookings for electrical projects.
- Coordinate job scheduling and site visits using Tradify and Asana.
- Assist with preparing and processing invoices and administrative documentation.
- Support project administration and client communication to ensure smooth job coordination.
Administrative Support
Oli · USA · Jul 2022 – Dec 2022
- Assist in organizing and reviewing expense reports, ensuring records are accurate and ready for financial review.
- Help set up and organize the Honey CRM system to streamline invoicing and financial tracking processes.
- Organize research notes and operational documentation using spreadsheets for easier tracking and reference.
- Assist with maintaining structured business records to support daily administrative operations.
Executive Assistant/Project Manager
MM · Malta · Oct 2021 – Jan 2024
- Manage executive inbox, calendar scheduling, and day-to-day administrative operations supporting business leadership.
- Perform extensive bookkeeping using Zoho Books, including invoice preparation, tracking accounts payable and receivable, and maintaining accurate financial records.
- Reconcile bank transactions and financial reports to ensure accounting records remain accurate and up to date.
- Maintain and update company websites using WordPress, including minor content updates and page management.
- Conduct website compliance checks and monitor required updates to maintain site functionality and security.
- Assist with domain and SSL certificate renewals to ensure uninterrupted website operations.
- Coordinate project timelines and track deliverables to ensure tasks are completed on schedule.
- Create basic logo designs and visual assets for websites being developed.
- Maintain organized project documentation, reports, and operational records for internal use.
Major Accounts Executive/Bookkeeper
AC · USA · Jun 2021 – Jul 2022
- Prepare shipping documentation and logistics paperwork for department store orders and wholesale shipments.
- Coordinate order processing and shipment preparation to ensure timely fulfillment of retail accounts.
- Manage operational task lists and workflow coordination using Asana to track production and shipment requirements.
- Generate shipping labels and documentation through UPS and FedEx systems.
- Review invoices and billing records to ensure accuracy before shipment processing.
- Assist with bookkeeping tasks, maintaining financial records and supporting invoice tracking.
- Coordinate with internal teams to ensure all documents and requirements are completed prior to shipment release.
Technical Support Analyst
DT · Philippines · Aug 2021 – Dec 2022
- Respond to support requests and identify the nature of the issue.
- Provide technical support to end-users and guide them through problem-solving procedures.
- Escalate issues to appropriate teams when necessary.
- Respond to user inquiries and troubleshoot technical problems by analyzing symptoms, diagnosing causes, and providing solutions.
Customer Service Associate
Tel. · Philippines · Sep 2020 – Jul 2021
- Assist customers with inquiries related to health insurance claims and explanation of benefits.
- Process customer transactions including monthly premium payments and account updates.
- Provide clear guidance to clients regarding their insurance coverage, claims status, and account information.
- Maintain accurate documentation of customer interactions within the system.
- Deliver professional customer support while meeting service quality and performance standards.
Technical Support Representative
HGS · Philippines · Aug 2014 – Mar 2017
- Provide technical support to customers by assisting with account access, login recovery, and portal navigation.
- Troubleshoot and resolve technical issues through phone, email, and chat support.
- Document customer concerns, troubleshooting steps, and resolutions within the support system.
- Escalate complex technical issues to appropriate teams when necessary.
- Deliver timely and professional customer service while meeting performance and quality standards.