Operations & Administrative Support
Delivered consistent administrative support that improved scheduling accuracy, communication flow, and daily operations.
overview
From inboxes to spreadsheets, I make sure nothing slips through the cracks. I help teams stay organized by managing messages, setting appointments, updating reports, and keeping schedules on point. Whether it’s daily admin or project-based support, I’m here to take tasks off your plate so things run smoother.
SELFishly Aesthetic & Wellness Clinic
On-call Virtual Assistant
SELFishly Aesthetics & Wellness, a San Francisco-based medspa offering personalized treatments. I supported their campaigns for injectables, skin treatments, and wellness services. I helped the team stay on top of client requests by managing their Boulevard inbox, replying to messages, and taking care of appointment bookings. From confirmations to cancellations, I kept the calendar organized. I also handled voicemails, did light sales outreach, and pitched in with any ad hoc tasks.
August 2025 → Present
Objective
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Provided weekend administrative coverage by managing voicemails, text messages, patient inquiries, PT schedule concerns, cancellations, reschedules, and consultation bookings, preventing Monday backlogs and maintaining continuity while staff were offline.
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Maintained and organized the Boulevard platform and clinic inbox, addressed patient treatment questions using approved pocket guides, and guided patients to consultations prior to scheduling.
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Supported marketing and sales efforts by drafting email campaigns, assisting with content planning and graphic design, conducting sales outreach and follow-ups via consultation trackers, and updating performance metrics including email engagement and conversions.
outcome
Confirmed 95% of PT appointments before Monday and resolved weekend voicemails and text messages through Virtual Assistant coverage, reducing Monday disruptions and scheduling gaps. Maintained a well-organized Boulevard inbox and improved response times across patient communications. Supported light sales outreach and consultation follow-ups that resulted in new bookings, while iterative improvements to the email marketing approach generated $10K+ in revenue early this month.
overview
At CareerLearning, I oversaw the full lifecycle of webinars and product offerings, from identifying business goals and validating ideas through data-driven insights to executing launches and marketing campaigns. I managed presenter coordination, schedules, materials, and payments while tracking ROI, attendance, and campaign performance to ensure results aligned with business objectives. Additionally, I prepared leadership reports, managed product updates on Shopify, and analyzed trends, regulations, and sales data to inform new products and continuous improvements.
Career
learning
I supported the Senior VP of Product by managing webinar schedules, coordinating with presenters, and keeping team inboxes organized. I also prepared reports, assisted with planning, and processed presenter payments. Through this experience, I became deeply familiar with products and recognized patterns from my sales and success roles. My attention to detail and ability to identify outcomes were recognized by the SVP, who promoted me to Product Specialist. This role strengthened my understanding of the product lifecycle, data-driven decision-making, email marketing, GTM strategies, and trend recognition. It challenged me beyond my comfort zone and became a major opportunity for growth.
October 2023 → December 2023 | Promoted to Brand Manager
Objective
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Identify business outcomes and generate product ideas for webinars and offerings across multiple brands.
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Validate product concepts and make data-driven decisions to guide execution and marketing strategies.
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Coordinate presenters, including recruitment via LinkedIn, interviews with the SVP, onboarding, and familiarizing them with webinar platforms.
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Maintain webinar schedules, securing presenter slots months in advance, and manage cancellations and attendance tracking.
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Collect and organize presenter materials such as presentation slides, contracts, and headshots.
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Monitor and forecast ROI for webinars and campaigns, and prepare reports, dashboards, and budgets for leadership.
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Manage marketing schedules, campaigns, and track email marketing metrics for each initiative.
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Upload products to Shopify, manage iterations, and conduct A/B testing for user or new product testing.
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Process presenter payments, collect W-4s, and coordinate with accounting for accurate disbursements.
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Prepare six-month webinar schedules, especially for year-end planning, and analyze sales reports to identify top performers and high-conversion months.
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Review marketing pages, cart experience, and campaign performance to implement necessary updates.
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Track emerging trends, regulatory changes, and proposed rules impacting products, particularly HR offerings.
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Create new products or refresh existing ones based on insights, sales data, and market trends.
outcome
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Streamlined scheduling and planning for all webinars and product sessions, ensuring consistency across multiple brands and six months of advance preparation.
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Automated dashboards to track product- and brand-level performance metrics, enabling quick insights and actionable reporting.
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Maintained an 85% ROI per product while protecting healthy profit margins across all brands.
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Controlled monthly spending, keeping all projects within a $20K budget cap.
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Enabled repeatable, data-driven planning through centralized reporting and tracking of email marketing performance metrics.
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Recruited and onboarded top-tier presenters, including an award-winning PhD consultant with experience at Meta, Amazon, and Mayo Clinic, and a Payroll expert hosting a leading industry podcast.
"Kaleb started his journey with us in customer service and sales, where he quickly showcased his remarkable intelligence and aptitude for learning. His analytical skills and ability to see both the big picture and the finer details set him apart from the beginning. "
Racheal Gallegos, Senior Vice President of Product
