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Executive Assistant Administrative

Location:
Houston, Texas, 77065, United States
Posted:
April 24, 2018

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Resume:

VIRGINIA DENNARD

Houston, Texas ***** Cell: 832-***-**** ac48mn@r.postjobfree.com

Summary

Resourceful Executive Assistant adept at coordinating domestic and international travel, organizing large scale meetings, and managing third-party vendors. Highly self-motivated with a solid work ethic. Skilled at multi-tasking with strong attention to detail with advanced computer and analytical skills.

Highlights

C-Level Support Analysis and proofreading

Calendar Maintenance Advanced Computer skills

Event planning Business Correspondence

Meeting and travel support Notary Public

Presentation development Report generation

Professional Experience

CONTRACT POSITIONS May 2015 – February 2018

Clients: PatrinelyGroup (C-Level Team), Natixis CIB (Managing Director), Calpine (VP), Tellepsen (COO), AT&T (AVP), Williams Energy (Manager), HP (Controller), LyondellBassell (Director-Public Affairs)

Executive Assistant

•Worked directly with the Executives one on one daily

•Coordinated all office and administrative support duties; including answering the telephone, directing calls to others as appropriate, expense reports, and extensive travel arrangements

•Assisted the Department in the coordination and preparation of PowerPoint presentations, Excel spreadsheets, and Word Documents for meetings

•Managed calendar, setting up meetings and conferences

•Worked directly with vendors on timely deliveries

•Set up Audio visual meetings, dialing in before the meeting started

•Advanced in MS Office and analytical problem-solving skills

•Coordinated hotel and conference room reservations for various meetings and/or training

•Worked accurately and productively with competing priorities and tight time constraints

•Greeted guests, visitors, and clients

•Ad-hoc tasks and projects as needed

•Understands the critical importance of confidentiality

•Self-motivated and proactive, takes initiative in fast paced environment

•Pleasant and friendly demeanor

•Strong time management, organization, and research skills

BAKER HUGHES – Houston, Texas January 2015 – May 2015

Executive Assistant to CIO

•Proactively managed the CIO’s calendar and independently scheduled appointments

•Liaison between the CIO and direct reports, as well as offices of president, board of regents, and general counsel

•Served as the primary point of initial contact for the Office of Information Technology

•Provided assistance and represented the CIO, as appropriate, in communicating with internal and external customers

•Managed work to meet deadlines in a fast-paced environment with multiple priorities; planning ahead to meet deadlines

•Coordinated meetings between the Direct Reports and the CIO

•Provided confidential and administrative support through the preparation of agendas, schedules, room arrangements, and meeting materials

•Coordinated travel arrangements (domestic and international) including planning itineraries, booking flight reservations, hotel, and transportation

•Managed American Express expense reports using Concur

•Set-up audio/visual meetings, created and developed presentations, compiled spreadsheets, and completed ad hoc projects

•Assisted in preparation of confidential documents for Townhalls, correspondence, meetings, and telephone calls

•Facilitated meeting arrangements – including on-site and off-site meetings, small and large conferences; including negotiating contracts, setting up catering, transportation detail, and preparing materials

•Independently researched, prioritized and followed up on multiple incoming issues and concerns including those of a sensitive and/or confidential nature

BP AMERICA – Houston, Texas November 2005 – June 2014

Executive Assistant

Teams worked: Thunder Horse Subsea-PGM, Human Resources-VP, Gulf Coast Restoration Organization-VP, Global Subsea Hardware-VP, Global Wells Organization-Operations Director

•Managed calendars through efficient scheduling and reminders of meetings and appointments, providing related material, and maintaining current itinerary on a daily, weekly and monthly basis

•Prepared special reports as requested; gathering, analyzing and summarizing data

•Worked collaboratively and coordinated with other Administrative Assistants for planning and implementing meetings and events during the year

•Worked closely with the Leadership team; sitting in meetings, being liaison for manager and providing support as needed

•Demonstrated utmost discretion and confidentiality in the maintenance of confidential and sensitive information

•Coordinated travel arrangements, including planning itineraries, booking flight reservations, hotel, and transportation

•Strong team player who managed all confidential activities in a professional manner

•Screened incoming telephone calls. Transcribed accurate messages; when needed, relayed messages and referred calls to other individuals as appropriate.

•Coordinated conference rooms, on-site and off-site, ordering food, and audiovisual equipment

•Prepared documents, entered and reconciled such items as invoices, expense accounts, purchase cards, etc. in accordance with corporate procedures and deadlines

•Arranged for large blocks of hotel rooms for out of town conferences, negotiating arrangements to accommodate the needs of the group

•Managed expense reports for Credit Cards, and other administrative processes and systems, ensuring accuracy and submission in a timely manner

•Coordinated office space; working with BP's Planning Team to acquire more space and remodeling, when needed.

•Booked all Events, Conferences, Crew Engagements, and Holiday parties for the team; (i.e. Baseball games, Golf outings, out of town trips, special Dinners, BBQ lunches, etc.)

•Ordered all promotional items for special events; hats, backpacks, jackets, shirts, bags, etc.

•Prepared, consolidated and issued departmental administrative lists such as, floor Roster, floor Plan, Department Emergency Call Lists, and Organization Chart

•Implemented SharePoint site to easily share information between Administrative staff

•Positive attitude and willingness to do whatever it takes to get the job done

•Mentored and coached 5 other Administrative Assistants

•Provided new hire set-up support; included office moves, computer and phone set-up, laptop deployment, tracking of status/follow-up

•Appointed as Floor Warden and Health, Safety, and Environment liaison including maintaining safety controls and awareness

•Office support; floor planning, office moves, ordering supplies and business cards, master keys, shipping/receiving mail and parcels, filing

MORGAN STANLEY – Houston, Texas 2005

Administrative Assistant (Temporary)

•Supported Investment Banker during his transfer from another Investment Firm

•Created new customer files

•Updated financial spreadsheets, letters, and contract files

•Answered phones, ordered food, set up conference rooms

•Understood the critical importance of confidentiality

•Strong attention to detail

•Typed all correspondence; memos, reports, and presentations using Microsoft Word, Excel, and PowerPoint

HILCORP ENERGY COMPANY – Houston, Texas February 2002 – November 2002

Executive Assistant to Controller

ENRON CORP – Houston, Texas March 2000 – February 2002

Senior Administrative Assistant

RESERVOIRS INC – Houston, Texas March 1999 - March 2000

Executive Assistant to the President

Investment Banking

MERRILL LYNCH – Houston, Texas September 1997 – September 1998

Executive Assistant to Branch Manager

•Supported Branch Manager with a variety of confidential administrative duties, working with minimal supervision

•Updated financial spreadsheets, letters, and contract files

•Coordinated off-site meetings, including room set-up, food, and audiovisual equipment

•Ordered office supplies, business cards, stationery and computer equipment as needed

•Typed all PowerPoint presentations, Excel spreadsheets, and Word Documents for meetings

•Strong attention to detail as well as solid organization/time management skills

MORGAN KEEGAN & COMPANY INC. – Houston, Texas June 1995 – September 1997

Sales Assistant

•Supported Brokers on the trading desk with a variety of confidential administrative duties

•Answered phones, knowing Brokers whereabouts at all times

•Updated financial spreadsheets, letters, and contract files

•Responded to requests for information, gathered and organized materials and completed requests in a timely manner

•Greeted and assisted customers in person and by telephone in a professional and responsive manner

•Ordered office supplies, business cards, stationery and computer equipment as needed

•Worked with various departments throughout the firm and displaying a high level of customer service

•Typed all correspondence; memos, reports, and presentations using Microsoft Word, Excel, and PowerPoint

PAINEWEBBER – Houston, Texas May 1994 – June 1995

Sales Assistant

•Coordinated and arranged travel including preparing detailed travel itineraries, flight, hotel, and ground transportation

•Liaised with clients and their assistants

•Processed and tracked expense reports, reconciled credit card statements monthly

•Organized and maintained appointment calendar using MS Outlook, schedule meetings and conferences

•Answered, screened and routed telephone calls; responded to inquiries, as needed; took and delivered accurate, detailed messages

•Prepared letters, memoranda and presentations

•Created and maintained files

THE WESTCAP CORPORATION, L.P. – Houston, Texas March 1989 – May 1994

Sales Assistant

•Supported Investment Banker with a variety of confidential administrative duties, working with minimal supervision

•Maintained Client book, contacted customers, wrote tickets and verified trades

•Answered phones, knowing Executive’s whereabouts at all times

•Updated financial spreadsheets, letters, and contract files

•Responded to requests for information, gathered and organized materials and completed requests in a timely manner

•Coordinated conference calls or meetings, processed check requests, and performed other duties as assigned

•Worked with various departments throughout the firm and displaying a high level of customer service

EDUCATION

Houston Community College – Houston, TX – Computer Courses

Sam Houston State University – Huntsville, TX – Business

COMPUTER EXPERIENCE

MS Office - Word, Excel, PowerPoint, Outlook, Bloomberg, Salesforce CRM,

SharePoint, Skype, Lync, SAP, Adobe Photoshop, Adobe Acrobat

E-Expense, Concur, Fieldglass, Oracle, OneNote

Texas Notary Public



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