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Executive Assistant Manager

Location:
Houston, Texas, United States
Posted:
April 26, 2018

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Resume:

Diedra A. Glenn

Houston, TX

713-***-****

ac49fn@r.postjobfree.com

Professional Summary

Accomplished executive assistant offering about 20 years of administrative experience.

Consummate professional dedicated to making the lives of busy executives easier.

Serve as an effective gatekeeper; prepare well-researched and accurate documents; manage busy calendars; and efficiently handle daily office tasks.

Proficient user of MS Office (Word, Excel, PowerPoint, Access, Access 7.0, Visio, SAP, Arriba and Adobe Acrobat).

Arranging all business travels both domestic and international travel. Arranged travel in advance to get the lowest cost possible.

Provide administrative support for a Unit Manager and Technical Team of 60+ employees

Organize and handle workload with minimal to no supervision.

Coordinated conferences, luncheons, meetings and travel arrangements.

Managing calendar on a daily basis.

Worked in SAP and Arriba reconciling statements – redirect charges as appropriate

Act as the liaison between staff and HR, Security, ITC, and Ergo staffs to ensure onboarding of all new hires, transferees, summer intern

Able to work with minimum supervision in a team based environment.

Enjoy fast paced positions and considered to be a self-starter with a strong work ethic.

Possess strong commitment to quality and excellence.

Education

Texas Southern University.

Received certificate in Business Administration from Houston Community College

Software

Microsoft Word for Windows, Microsoft Excel, Microsoft PowerPoint, Microsoft Access 7.0, SharePoint, Visio, SAP and Arriba, Adobe Acrobat

Professional Experience:

Multiple Contracts since July 2006 to Present

GE, Houston, TX Jan 2017 – Present

Executive Assistant

Supporting VP with prepare correspondence, forms, reports, etc.

Schedule appointments and maintain calendar

Monitor and maintain VP’s areas of responsibility and support for safety of engineering staff..

Review and distribute incoming and outgoing mail to appropriate person.

Perform other duties as assigned by

Process expenses and generate and manage correspondence

Responsible for handling calls, answer incoming calls and take messages.

Assist with travel arrangements as needed and

Prepared travel expense report.

Demonstrate initiative to develop needed skills applicable to performance of assigned duties.

Maintain confidentiality of information

Act as liaison between departments to facilitate communication at the executive level

Analyze important data and create reports for the benefit of executives’ review

United Recovery Systems November 2015 to May 2016

Executive Assistant

Prepare correspondence, forms, reports, etc., for the Chief Financial Officer

Schedule appointments and maintain calendar of the Chief Financial Officer

Review and distribute incoming and outgoing mail

Maintain physical and computerized files for office

Perform monthly bank reconciliations of district financial accounting

Develop an understanding of the accounting requirements for proper recording and reporting

Post budget amendment requests with the approval of the Manager of Budgets & Benefits

Answer incoming calls and take reliable messages

Conduct data searches, compile financial information and prepare reports as needed; to include copying and binding materials for distribution

Assist CFO in the graphical design of district finance-related presentations and reports

Assist CFO in preparing board agenda items

Assist CFO in preparing and processing semi-annual bond payments

Monitor and maintain CFO’s areas of responsibility on the District’s website

Greet visitors and respond to routine inquiries from staff: refer appropriate inquiries or problems to CFO

Assist with travel arrangements as needed for department heads assigned to the CFO, including making hotel reservations and turning in conference registration forms

Demonstrate initiative to develop needed skills applicable to performance of assigned duties.

Maintain confidentiality of information

Perform other duties as assigned by the Chief Financial Officer

BP Energy Company July 2013 to August 2015

Executive Assistant

PA to the VP, Wells Technology in Upstream Technology

Managed demanding calendar on a daily basis

Supporting the Wells Operations Director in GoM including his director reports: 4 Well Operations Managers

Act as liaison between departments to facilitate communication at the executive level.

Support the VP of the Remediation team

Assist managers and executives with scheduling appointments and events.

Supporting the Brand Manager of Communication in Media/Marketing

Manage travel and logistics details for staff.

Process expenses and generate and manage correspondence

Prepare event briefing materials for executives

Update executives on the status of important corporate clients

Maintain inventory of office supplies and equipment

Prepare periodic staff movement sheets

Cameron February 2013 to June 2013

Executive Assistant

Supporting the VP of HR in the Benefits and Compensation Department

Act as liaison between departments to facilitate communication at the executive level

Act as a first point of contact by representing the company in a positive manner

Managed demanding calendar on a daily basis

Manage office budgets and prepare budget addition requests

Process expenses and generate and manage correspondence

Screen telephones and direct calls to appropriate staff members

Schedule and organize departmental project activities

Provide project support by managing research activities

Analyze important data and create reports for the benefit of executives’ review

Maintain inventory of office supplies and equipment

BP Energy Company Jul 2012 to Dec 2012

Executive Assistant

Supporting the Managing Attorney on the GCRO oil spill

Managed demanding calendar on a daily basis

Assist managers and executives with scheduling appointments and events.

Act as liaison between departments to facilitate communication at the executive level.

Manage travel and logistics details for staff.

Process expenses and generate and manage correspondence

Prepare event briefing materials for executives

Update executives on the status of important corporate clients

Maintain inventory of office supplies and equipment

Prepare periodic staff movement sheets

Spectra Jun 2011 to Jun 2012

Executive Assistant

Supporting the VP of Supply Chain

Manage schedules for executives, directors and CEOs.

Assist managers and executives with scheduling appointments and events

Managed demanding calendar on a daily basis

Manage travel and logistics details for staff

Ensure that all departmental deadlines are met

Create and deliver presentations in order to facilitate staff inductions

Update executives on the status of important corporate clients

Coordinate attendance of participants by managing complex schedules

ExxonMobil Feb 2010 to May 2011

Administrative Assistant

Supporting Upper Management on the Papua New Guinea project

Ensure that all travel details and logistics are managed properly

Liaise with board members to schedule meetings and preparing materials

Perform clerical tasks such as answering telephone calls and filing records

Research information and draft letters and documents

Greet guests and visitors and provide preliminary information

Collect and analyze data to create meaningful reports

Assist executives in preparing and delivering presentations

Shell Apr 2007 to Dec 2009

Executive Assistant

Supporting the VP of Marketing. The VP of Marketing supported the President of the entire company.

Arranged logistics for the President when he was scheduled to be on CNN, Larry King, etc.

Take staff meetings on behalf of the executive

Ensure that inventory of office supplies is maintained efficiently

Manage staff and volunteers

Provide personal assistant services to executives

Manage photocopying and faxing activities

Prepare meeting and seminar agendas

Follow up on contacts and new business ideas

BP Energy Company Jan 2007 to Mar 2007

Executive Assistant

Supporting the EEOC Managing Attorney in The Legal Department

Managed demanding calendar on a daily basis

Coordinated conferences, luncheons, meetings and travel arrangements

Prepare event briefing materials for executives

Update executives on the status of important corporate clients

Maintain inventory of office supplies and equipment

Chevron Energy Technology Company, Houston, Texas Mar 2000 to Aug 2006

Executive Assistant / Administrative Specialists (Exploration & Production)

Provide administrative support for a Unit Manager and Technical Team of 60+ employees

Organize and handle workload with minimal to no supervision

Coordinated various technical forums which included (high-level personnel from the Kuwait Ministry), arranging travel, hotels, ground transportation, creating technical reports, hiring photographer, coordinating flags and working to ensure the Kuwait personnel had a successful and pleasant visit Ordered food that was appropriate for those observing Muslim customs

Act as the liaison between staff and HR, Security, ITC, and Ergo staffs to ensure onboarding of all new hires, transferees, summer intern

Preparation of technical reports and memorandums for Engineers and Geoscientists

Coordinated training manuals for on- and off-site training courses 52 per year

Process expense reports for Unit Manager and teams

Worked in SAP and Arriba reconciling statements – redirect charges as appropriate

Coordinate travel schedules and visa arrangements

Coordinate meeting arrangements

Plan and coordinate events within the department (such as: luncheon; Christmas parties, farewell/retirement functions)

Responsible for Special Recognition and Awards programs. Also, on the Recognition and Awards committee team.

Executive Assistant (Exploration & Production)

Chevron Energy Technology Company, Houston, Texas

Provided backup support to the President of ETC when his assistant was out for any reason

Managed his demanding calendar on a daily basis

Managed all aspects of the President’s office, providing support with a high level of independence and initiative, understanding goals and objectives, and anticipating President’s needs, organized his daily activities, and managed his schedule as priorities changed

Served as integral communication link between direct reports and the President

Ensuring information flowed during the President’s absence

Effectively juggled multiple assignments

Ensured President and staff were informed so as not to miss key dates and deadlines

Ensured deadlines are met

Received incoming correspondence and electronic mail so it could be disseminated in a timely fashion

Scheduled appointments and worked out any conflicts

Arranged meetings and logistics

Composed routine correspondence

Handled confidential documents and reports

Maintained correspondence files as well as highly confidential files

Sent email announcements as requested (upon many occasion sent to the entire company)

Arranged all business travel both domestic and international travel. Arranged travel in advance to get the lowest cost possible

Processed his expense reports

Often sought out for opinions on administrative and procedural issues

Programs Administrative Assistant Nov 1997 to Jan 1999

Baker Petrolite, Programs Administrative Dept., Sugar Land, Texas

Processed and Maintained Safety Summary Reports

Processed and Maintained Safety Awards

Processed and Maintained Employee Accidental Reports

Processed and Maintained New and Lost Business Reports

Processed and Maintained Customer Survey Reports

Processed and Maintained Employee Database

Processed and Maintained Employee Appraisal Reports

Panhandle Eastern Corporation, Transmission Department, Houston, Texas Aug 1988 to Feb 1993

Secretary

Provided administrative support for a Manager and Technical Staff of 50+ employees

Received all incoming calls from the US and routed accordingly

Coordinated conferences, luncheons, and meetings

Processed timesheets and expense reports

Processed and Maintained vacation/time off data

Coordinated travel arrangements

Prepared and processed staff itineraries

Distributed and maintained computer Ids for Network PC users

Maintained corporate hardware database inventory

Typed correspondence, generated reports, ran printouts and maintained files for staff personnel



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