Executive Assistant, Assistant Operations ManagerExecutive Assistant, Assistant Operations Manager

Key Achievements:

Key Responsibilities Provided executive and administrative support to the VP of Operations and cross-functional team members. Managed calendars, coordinated meetings across US and Mexico time zones, and handled scheduling updates and follow-ups. Tracked tasks, deadlines, and project updates using Teamwork and Basecamp to maintain visibility and accountability. Assisted with financial administration, expense tracking, reimbursement follow-ups, and financial reconciliation. Reviewed receipts against financial transactions, investigated discrepancies, and organized supporting documentation. Coordinated operational activities across departments, including Engineering, Construction, Installation, Sales, and Project Management. Prepared meeting agendas, organized business documentation, and maintained process records. Supported employee onboarding, training documentation, and 30-, 60-, and 90-day KPI check-ins. Assisted with CRM updates, invoicing coordination, payroll-related checks, and other operational projects. Used AI tools to support research, documentation, process organization, and workflow improvement. Key Achievements Built Terra University: Took the initiative to address the lack of structured training materials in an established solar energy company. Helped develop a GoHighLevel knowledge base containing SOPs, process documentation, training materials, and FAQs for multiple departments. Identified financial discrepancies: Went beyond matching receipts to transactions during a financial reconciliation assignment, investigated inconsistencies, and identified a significant discrepancy within two days. Improved internal knowledge sharing: Collaborated with process owners across departments, gathered operational knowledge, and organized it into accessible documentation to support employee onboarding and consistent processes. Strengthened task visibility: Used Teamwork and Basecamp to organize assignments, track deadlines, and follow up on outstanding tasks so priorities remained visible. Supported cross-functional coordination: Helped coordinate meetings and operational follow-ups across geographically distributed teams working in different time zones. Demonstrated proactive problem-solving: Completed assigned work efficiently and looked for opportunities to improve documentation, organization, and day-to-day workflows rather than waiting for every next step to be assigned.