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Administrative Assistant Manager

Location:
Houston, Texas, United States
Salary:
$60k
Posted:
April 26, 2018

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Resume:

ROXANA IRIZARRY

Email: ac49bp@r.postjobfree.com Mobile: 832-***-****

Objective

To find an Executive Assistant position focused on performing a variety of high-level projects, assist and support in the organizational and executive goals of the company. Summary of Qualifications

Diligent and resourceful administrative professional adept at supporting all levels of management. Known for the ability to multi-task, meet deadlines and committed to deliver high quality results under minimal supervision. Interacts with cross-functional teams and able to maintain cooperative working relationships. Detail oriented and able to work under pressure and handle difficult situations with composure. Email and calendar management Meeting and travel support Space planning/office moves Correspondence writing and distribution Budgeting Event coordinator Microsoft Office Suite Presentation development Vendor management Bilingual: English and Spanish Expense reporting (Concur) Data management PROFESSIONAL EXPERIENCE

CBRE Capital Markets/Loan Services - Houston, Texas Sept. 2017 – Mar. 2018 Receptionist (contract assignment while pursuing career objectives)

Supported Business Service Manager in all administrative tasks, concentrating in guest services. Provided a professional and efficient reception service; greeted and registered all visitors.

Assisted Compliance Managing Director to compile commercial borrowers’ information for a period dating back eight years, critically needed to ensure that clients met the OFAC (Office of Foreign Assets Control) and SDN

(Special Designated Nationals) protocols.

Supplied building access to employees and visitors. Managed ID badge system, provided reports to Compliance Department for auditing purposes.

Assisted Cash Management department to log borrower/vendor checks in check management system.

Coordinated catering for meetings/company events, secured approvals for catering expenses.

Tracked/open all incoming mail, inbound and outbound courier, and metered mail daily.

Submitted work orders to ascertain all facilities requests were completed. Managed reception area, conference rooms, kitchen, and copy rooms to ensure neatness in appearance. Seneca Resources - Houston, Texas Feb. 2017 – Apr. 2017

Answered incoming calls, determined purpose of calls, and forwarded to appropriate personnel or department. Greeted, assisted and/or directed all visitors to the appropriate staff member. Picked up/sorted mail to ensure it was delivered to the correct recipient. Maintained reception area and employee kitchen in order and clean. Rosetta Resources - Houston, Texas Jun. 2014 – Sept. 2015 Executive Assistant - VP of Investor Relations and Strategic Planning

Provided support to VP responsible for all Investor Relations and Strategic Planning for the company. Duties included heavy calendar management, coordinated all logistics for domestic travel, and vetted calls.

Coordinated IR travel logistics for industry conferences, roadshows, bus tours and investor tours. Prepared briefing materials and coordinated highly detailed travel itineraries for senior management.

Organized meetings with shareholders, executives and staff. Interfaced with analysts on daily basis.

Coordinated the logistics for Quarterly Earnings Release Call, and all follow up calls from analysts and investors and scheduled time for executive team to return the calls.

Facilitated logistics for Quarterly Review meetings, gathered materials from stakeholders across the organization and assembled final presentation to communicate results and key trends to senior executive team.

Retained files for Press Releases, Annual Reports, SEC Materials and Quarterly Review meetings.

Used Thompson One database to track investors meetings and events and updated as data as needed. Updated investor relations information on company website as required.

Handled departmental budget reconciliation, G&A variance reporting and expense reports. Managed corporate merchandise. Reconciled corporate credit card, reviewed/coded invoices, maintained vendor accounts. Roxana Irizarry – Pg. 2

BHP Billiton Petroleum - Houston, Texas Apr. 2013 – May 2014 Sr. Administrative Assistant - VP of Global New Ventures

Supported VP and two Senior Managers and all administrative related functions.

Maintained executive calendar, incoming calls, travel arrangements, expense reports and department invoices.

Assisted in development and updating of management presentations.

Coordinated extensive worldwide travel. Attended security meetings on behalf of VP when traveling to high-risk countries. Arranged visas, agendas, necessary contacts, country information and inoculations as required.

Handled sensitive and confidential information with discretion.

Organized off-site meetings, reconciled AMEX credit card, processed requisitions and purchase orders.

Assisted in office moves of large number of personnel to ensure a smooth transition.

Reviewed and approved expenses, invoices and timesheets on behalf of VP to expedite the process when out of the country.

Devon Energy Corporation - Houston, Texas Mar. 1999 – Mar. 2013 Sr. Administrative Assistant - Chief Geoscientist and Geophysical Manager (3 yrs.)

Oversaw execution and coordinated training of $1,200,000 Nautilus Geoscience Training program for the Canada and USA geoscience community.

Managed a $2,000,000 Corporate Consortia budget, including university research, joint industry projects, and regional studies. Communicated with consortia coordinators on agreements, invoices, and annual meetings.

Coordinated yearly geoscience conference (for 300) geoscientists/engineers, calling for abstracts, posters/core presentations and workshops. Included travel, lodging arrangements and activities. Produced and assembled conference materials for delegates. Managed to accomplish below budget.

Tracked geological and geophysical G&A budget, provided monthly reports. Assisted with budget preparations. Sr. Administrative Assistant, VP Drilling and Well Engineering International Division (4 yrs.)

Provided support to Drilling and Well Engineering VP and international offices staff as needed.

Arranged intensive travel for rotators. Collaborated with passport/visa group to accurately track medical and visa requirements. Coordinated logistics for meet, greet, lodging and transportation with in country personnel.

Scheduled and maintained safety training records for offshore personnel.

Organized arrival of visitors related to working interest partners, teamed up with HR to provide housing, transportation and required training during stay in US.

Aided HR College recruiting team with summer interns and facilitated scheduled events throughout the internship.

Sr. Administrative Assistant, VP of Production Operations and Drilling, Southern Division (3 yrs.)

Supported VP of Operations and Drilling Manager and staff of 60.

Maintained drilling contracts and prepared organizational charts and tracked billable time.

Managed rig tours for Houston’s office employees.

Tracked G&A budget and prepared expense reports. Sr. Administrative Assistant, International Production Operations and Drilling (2 yrs.)

Assisted Ops. Manager and Drilling Manager. Coordinated travel to SE Asia, West Africa and South America.

Organized annual events for Technical Committee and Operations Committee for working interest partner meetings. Coordinated and assisted in Houston based data rooms for divestiture of international assets. Sr. Administrative Assistant, International Exploration and Production (2 yrs.)

Supported VP of Exploration. Prepared presentations, coordinated travel and expense reports. Arranged company’s attendance to NAPE. Organized logistics for annual scout meetings and managed division events.

Managed annual memberships, subscriptions and corporate donations for geological organizations. SKILLS SharePoint, Thomson One, Concur, Video conferencing, Oildex, SnagIt, AS400, working knowledge: WebEx, SAP/CATS, Learning Management System.



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