SUMMARY

EXPERIENCE

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g adiirm@r.postjobfree.com www.linkedin.com/in/gina-rudd A committed and versatile EXECUTIVE ADMINISTRATIVE PROFESSIONAL with extensive experience across all of executive support, office management, data entry, file and records management, human resources administration, scheduling, event planning, bookkeeping, training, and inventory management. Boasts a proven aptitude for working collaboratively and remote, communicating with customers, and directing all aspects of job functionality by leveraging personal knowledge and experience. A performance-driven and reliable producer who enhances operations for continuous improvement to help meet company objectives. PrideStaff, Dallas, Texas, 2020-present

Executive Assistant

Providing executive assistant support, personal assistant support, and project coordination on short and long term temporary assignments to VP, President, and C-level executives.

Currently on assigned to VP/CIO of a commercial real estate investment firm providing the suite of EA duties.

Perform any personal assistance requests.

Manage the bookkeeping for business expenses, personal investment accounts, personal home, and personal ranch. MARCONI, Dallas, Texas, 2018-2020

Executive Assistant

Provided comprehensive administrative support for the Patent Development team, including two Vice Presidents, Sr. Counsel, Managers, and lawyers. Managed calendars, coordinated meetings with complex requirements including attendees in multiple time zones and virtual meeting technology. Submit expense reports through Concur; resolve conflicts, coordinate with accounting department and ensure there are no discrepancies and that all policies are followed.

Arranged complex domestic and international travel arrangements with meticulous attention to detail; accounting for impact of date and time zone changes, coordinating hotels, meetings, and transportation.

Maintained patent data in Anaqua.

Managed invoices utilizing Yooz and Intaact.

HUNT CONSOLIDATED, INC., Dallas, Texas, 2014-2018

Tax Coordinator/Executive Assistant

Directly supported the company vice president, director, and tax department managers. Maintained calendar, planned and scheduled meetings, teleconferences, processed expense reports, and organized travel (including international). Prepared information returns, annual reports, periodic reports, franchise tax reports, and Form W-9s for more than 300 entities. Organized, filed, and created instructional spreadsheets for IRS Forms 942, 966, 1045, 1065, 1099, and 7004, applying for extensions as necessary. Coordinated with accounting and treasury departments for all tax-related payments, including quarterly estimated tax payments for all entities. Entered property values into ONESOURCE

Tracked tax refunds and pursued when not received.

Created and maintained the corporation’s organizational chart of over 300 entities.

Ensured the timely filing of all required tax returns. ORACLE, Dallas, Texas, 2007-2014

Executive Assistant

Directly supported the company vice president as well as sales managers for the North American market. Maintained calendar, planned and scheduled meetings, teleconferences, processed expense reports, and organized travel (including multi-destination international). Developed welcome package for new employees and monitored the onboarding process. Utilized online recruitment for job postings, created postings, monitored applications, scheduled interviews, and submitted offers. Utilized Oracle Fusion CRM to run pipeline reports and forecasts and help the sales department transfer leads. GINA M. RUDD

ADDITIONAL EXPERIENCE

COMPUTER SKILLS

Demonstrated extensive knowledge of procurement, vendor, and purchase order processes.

Maintained confidentiality with regard to operations and employee relations.

Served as event planner for annual sales training for over 100 employees, including scouting and organizing venues and providing onsite support during the event itself. Facilities Administrative Assistant

Served as main liaison for local vendors. Obtained quotes for services and set up and maintained new vendors and requisitions. Reconciled weekly invoices against purchase orders and prepared monthly reports to aid in monitoring run rate against budget. Led problem-solving for vendor invoice issues within accounts payable. Maintained building budget and set new budget each fiscal year. Orchestrated space assignments and planning as employees vacated office space. Coordinated conference room calendars. Preserved building site portal on company website. Created front desk and mail coordinator manual. Trained new mail coordinators and temporary receptionists.

Consolidated security data into monthly attendance report, utilizing Microsoft Excel and other software.

Analyzed attendance against space requirements.

Analyzed space assignment needs for business units with more than 300 employees between them, coordinated vendors, opened new building budget, and set up and organized new office space for major office relocations.

Orientated new employees to building site and office policies. METASOLV SOFTWARE (ACQUIRED BY ORACLE), Dallas, Texas, 2005-2007 Executive Assistant

Provided direct support to the vice president of engineering as well as departmental managers. Coordinated schedules, meetings, travel arrangements, and prepared time and expense reports. Handled confidential material relevant to company operations. Administered various analytical special projects. Published engineering page on company website. Logged minutes and sent out summaries of weekly team meetings. Maintained office supplies and ordering. Created and updated the operations manual for front desk operations. Acted as training registrar and organized printing and shipping for training materials and awards. Supervised class registration.

Project Administrator

Set up and maintained development and testing projects in Oracle PeopleSoft. Created and maintained contractor information and reconciled contractor time reports. Tested and provided input in the development of a time reporting portal for contractors, serving as first point of contact for portal issues.

AMERICAN AIRLINES, Ft. Worth, Texas, 1999-2020

Website Support

Provides AA.com customer support in website problem-solving, navigation, and resolution, deploying extensive knowledge of AA.com, Microsoft Windows operating systems, and Internet browsers. Acts as supervisor for customer issue resolution, ensuring issues are approached in the most cost-effective way while maintaining customer loyalty. Instructor

Promoted to training department after only six months in domestic sales department. Conducted six-week training classes for newly hired sales representatives in all aspects of reservation software, sales, customer service, and departmental functions. Acted as class supervisor to ensure training and company policies were upheld. Sales/Reservations Representative/Customer Service Achieved top-ten ranking in sales by incorporating interpretive listening skills, suggestive selling, and assumptive close techniques. Served as a role model to newly trained representatives for sales techniques, call flow, and customer service. Booked new flight reservations and made changes to current reservations. Searched routes, schedules, and fare quotes and rules to provide customers with the widest range of options. Resolved conflicts arising from cancelled, delayed, or misconnected flights. Microsoft Office Suite, Adobe Acrobat, ONESOURCE, Oracle PeopleSoft, Sabre, Concur, Anaqua, Yooz, Inaact

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