Executive Assistant Management

Professional Summary

A loyal professional with practical business experience in and a solid understanding of a diverse range of business operations, as well as experience utilizing and training others in the use of various software programs – Microsoft Suite (Word, Excel, Power Point, Access, Outlook, as well as Company Proprietary Tools, etc.).

Outstanding Customer Relations skills, top-performer in high pressure situations and savvy negotiator.

Counted on for attention to detail and highly valued contributor to management & cross-collaboration teams.

Work closely with upper and mid-level management to ensure the efficient operations of the Group and the company.

Understands and maintains Confidentiality.

Background and experience reflects demonstrated accomplishments managing daily office operations as well as providing exceptional and professional executive support to the top levels of the organization utilizing strong people skills to enhance and build strong working relationships at all levels of the organization.

Recognized as providing outstanding support to the Group by the Vice President of Global Quality of a multi-billion dollar, Fortune 100 company (Hewlett Packard Enterprise).

Expertise

Executives Support

Support Group Managers

Verbal Communication Skills

Microsoft Office Proficiency

Analysis Skills

Reporting Skills

Presentation Skills

Organizational Skills

Time Management

Administrative Writing Skills

Expense Reports

Big Event Planning

International/Domestic Calendar Management

International/Domestic Travel Arrangement

Meeting Organization – International & Domestic

PROFESSIONAL EXPERIENCE

HEWLETT PACKARD ENTERPRISE Nov 2013 – Present

Executive Assistant II for the Vice President of Global Quality and Engineering

Successfully provide administrative support for top executives. Accomplishments include assisting executive and managerial as well as supervisory and non-supervisory employees with numerous complicated processes to accomplish their goals such as preparing/editing presentations to C Level Executives, compiling data for reports, assisting with maintaining the cost centers’ budgets, scheduling appointments and meetings, screening telephone calls, preparing expense reports, making travel arrangements, distributing mail, greeting and escorting visitors, on-boarding new employees, and additional ad hoc tasks. I am responsible for performing tactical and strategic administrative support tasks for upper level management in a dynamic environment. I also maintain the calendars for several Directors, and I make international and domestic travel arrangements, ensure staff’s visa/passports are up-to-date and complete. I coordinate the administrative workflow within my group. I utilize my strong software skills to create and maintain numerous databases, create PowerPoint presentations, and maintain SharePoint webpages for various departments. I am the Project Coordinator during a number of Kaizen Training (a Quality Program for The Global Supply Chain) initiatives held throughout the year. A Kaizen event has 200+ attendees and VIPs attending. I ensure that the event runs smoothly. I create requisitions and purchase orders for departments worldwide, act as the liaison between vendors and the department management, negotiate payment rates with vendors, reconcile departmental PO amounts vs. actual spend and track invoices from vendors to ensure they match the amount listed in the PO.

HEWLETT-PACKARD April 2011 – Nov 2013

Engineering Coordinator (Contractor)

Successfully provided administrative support for a Global Supply Chain organization. Responsibilities included assisting executive and managerial, as well as supervisory and non-supervisory employees, with numerous administrative processes. These duties included compiling data for reports, assisting with administrative tasks associated with the cost centers’ budgets, scheduling appointments and meetings, answering/screening telephone calls, preparing expense reports, preparing/editing presentations, making global travel arrangements, distributing mail, greeting/escorting visitors, on-boarding new employees, duplicating, filing and record maintenance, and I also maintained the calendars for several Directors. In addition, I made international and domestic travel arrangements, ensured staff’s visa/passports were up-to-date and complete, and maintained office supplies. My software skills were utilized to create and maintain various databases, created PowerPoint presentations and maintained SharePoint webpages for various departments. I created requisitions and purchase orders for departments worldwide, acted as the liaison between vendors and the department managers, negotiated payment rates with vendors, reconciled departmental PO amounts with actual spend and tracked invoices from vendors to ensure they matched amount listed in the PO.

PRIDE INTERNATIONAL Jan 2011- March 2011

Contract Coordinator (Contractor)

I analyzed contracts and conferred with various department heads to detect ambiguities, inaccurate statements, omissions of essential terms, and conflicts with possible legal prohibitions and reviewed Certificates of Insurance for conformity to contracts between Pride and outside vendors. Also, assisted with maintenance and integration of the Contracts Department’s filing systems; performed contracts file room and filing system management and organizing tasks, as well as merging, assessment and organization of all contracts files and electronic documents from two separate corporate contract systems. I tracked the status of files, while also coordinating the combining them into one unified, cohesive, organized system. Updated and added commercial contract reviews, revised status and other information in Customer Contracts Database and Vendor Contracts Database. In this position I also created reports and generated information and lists from the Customer Contracts Database and Vendor Contracts Database.

DELOITTE AND TOUCHE - Tax Department Jan 2006 – Nov 2009

Executive Assistant

In this position I supported three Partners and a Director, answered phones, created and submitted Time and Expense Reports for Partners and Principals and Directors (PPD’s). I also maintained calendars for PPD’s and Senior Managers, arranged international and domestic travel arrangements, including flight, hotel and car service - as well as ensuring visa and passports were up-to-date and complete. Another responsibility was the coordination of both internal and external meetings, conferences, entertainment, receptions and dinner arrangements. I maintained contact listings for PPD’s, initiated conference calls for partners and arranged booking for conference rooms, catering, audio visual and telephony equipment for meetings and conferences. I was also responsible for updating mailing and phone lists, processing incoming and outgoing faxes, compiling materials for training and meetings as well as the creation of invoices utilizing the DPS system, reconciling Diners Club statements with expense reports and reconciling expense reports. I have an in-depth knowledge of Word, Outlook, Outlook Meeting Planner, Access, Power Point, Excel, DTE, DPS, Arriba, CampusShip and Travelport software programs.

DELOITTE AND TOUCHE - Audit Department, Oil & Gas Department,

ERS Department Jan 2005 – Jan 8, 2006

Contract Worker (Temp to Perm)

In this position I supported partners and a director, answered phones, created and submitted Time and Expense Reports for Partners/Principals/ Directors (PPD’s). I also maintained calendars for PPD’s and Senior Managers, arranged international and domestic travel arrangements, including flight, hotel, and car service. As well as ensuring visa/passport was up-to-date and complete. Another responsibility was the coordination of both internal/external meetings, conferences, entertainment, receptions and dinner arrangements. I maintained contact listings for PPD’s, initiated conference calls for partners, and arranged booking for conference rooms, catering, audio visual and telephony equipment for meetings and conferences. I was also responsible for updating mailing and phone lists, processing incoming and outgoing faxes, compiling materials for training and meetings, the creation of invoices utilizing the DPS system, reconciling Diners Club statements with expense reports, and reconciling expense reports. I have an in-depth knowledge of Word, Outlook, Outlook Meeting Planner, Access, Power Point, Excel, DTE, DPS, Arriba, CampusShip and Travelport software programs. I also performed other duties as needed.

COANE & ASSOCIATES LAW FIRM April 2001 – June 2005

Senior Executive Assistant

In this position, I supervised 3 employees. My responsibilities included a variety of administrative and supervisory duties, such as assigning work to other clerical employees, creating and interpreting policies and maintaining reports, coordinating office services, greeting visitors, travel arrangements, and managing the appointment schedule for the head lawyer. In addition to these duties, I also was responsible for creating invoices, both manually and electronically, utilizing Timeslips software. I organized conferences for the American Immigration Lawyers Association (AILA), as well as seminars for aliens who wanted to become citizens.

CONTINUUM HEALTHCARE SYSTEM, INC. June 1998 – Dec 2000

Executive Assistant and Network Administrator

As Executive Assistant and Network Administrator, I supervised 8 staff members and several contract employees. In the performance of my duties as Network Administrator, I oversaw the administration and the performance of Network connections and configuration (NT 4.0), assuring the integrity of the communication and connections. I also managed the performance of major software packages, which was utilized by all employees at the facility. Training of all other staff members in the use of these software packages was a primary responsibility of mine. I supervised all of the Administrative Secretaries in the Corporate Office and directed special projects such as ensuring that 689 medical charts were complete, accurate and mailed in a timely manner to Medicare, which resulted in potential Revenue of $5 million to the organization.

UNIVERSITY OF TEXAS HEALTH SCIENCE CENTER HOUSTON

Network Administrator August 1996 - May 1998

In this position I supervised 3 employees, managed and monitored the design and structure of a large, complex Local Area Network configuration, oversaw the performance of network connections and configuration (Novell 4.11). I oversaw and performed the physical setup of the network, assuring integrity of communications and connections. In this position I acted as Help Desk and provided software training for all users on campus and at satellite sites. In addition, I developed reports and procedures to optimize the benefits of network capabilities and planned and implemented the roll out of the computer system to all satellite facilities.

Senior Executive Assistant 1994 – 1996

I was responsible for preparation of slide and transparencies for the lecture presentations, educational materials and general correspondence; coordinating and arranging meetings; maintaining and updating faculty CV files, CME attendance records, appointment records, hospital credentialing, administrative information, current licensure, and DEA information; maintaining records and file maintenance; managing and coordinating the director's calendar scheduling, travel expense and reimbursement records; processing routine incoming mail and fax documents; responds to correspondence; initiating, coordinating and processing travel arrangements and reimbursements; exercising independent judgment in the disposition of all incoming communications including email; interacting with faculty, staff and students.

EDUCATION

Major – Business Administration

LETOURNEAU UNIVERSITY Houston, Texas

Major - Political Science

UNIVERSITY OF HOUSTON Houston, Texas

DBASE IV - Certificate

Kingwood College Houston, Texas

Office Administration/Word Processing - Certificate

Mansfield Business School Houston, Texas

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