Executive Assistant Office

MIAUTRA L. DIAS

**** ****** ** *** *****, #****, Frisco, TX. •626-***-**** •********@*****.***

CAREER SUMMARY

Professional Administrator and Project Leader proficient at developing and maintaining detailed administrative and procedural processes that reduce redundancy, improve accuracy, efficiency and achieve organizational objectives. Brings a combination of project management, consulting and technical skills.

SKILLS

Excellent verbal & written communications Business writing

Self-directed Dedicated team player

Strong interpersonal skills Create expense reports

Event and Conference planning Report development

Accurate and detailed Manage daily operations

Excellent planner & coordinator Project Management

Advance MS Office Suite Knowledge Training & Development

Researcher Calendaring for group managers

PROFESSIONAL EXPERIENCE

Toyota Financial Services, Business Technology Solutions

Executive Assistant, Enterprise Project Management Office Administrator,

Core Receivables Support & Corporate Strategy – Plano, TX.

(Contractor) October 2016 – Current

Provide administrative and logistical support to the Director of Project Management Office

Make travel arrangements, schedule meetings, catering and event planning for Executives, Corporate Managers and team members

Create and submit expense reports, process payments and invoices using eMarketplace

Reconcile department purchase-card; process requisitions and check requests

Serve as liaison to internal/external contacts

Coordinate departmental meetings

Office support for department projects

Process on/off boarding team members, contingent workers and interns

Perform advanced office duties such as order office supplies, maintain records and manage project systems

Process eTime review and reporting for associates’ timesheets

Support facilities requests for department

Responsible for creating organizational charts, preparing agendas and corporate documents

Arrange for deskside support for Executives and Corporate Managers

Ensures operation of equipment by completing preventive maintenance requirements; maintaining equipment inventories; evaluating new equipment and techniques

Maintains professional and technical knowledge by attending educational workshops;

Project review, Resource planning, Budget and Documentation Management

Maintains project schedule by monitoring project progress; coordinating activities

Upholds continuity among corporate, division, and local work teams

Provide other administrative support and functions as needed

Southern California Gas Company (Sempra Energy)

Supply Chain & Business Management – Los Angeles, CA.

Admin II/Community Relationship Manager – (Contractor) January 2016 – July 2016

Provided primary administrative support to Director-and-higher-level personnel. This includes support for travel and meetings, organizing departmental calendars, group meetings and other support as needed to support department objectives

Trained new administrative assistants on policies and procedures

Provided primary support for major group functions including annual summit, regional Innovation meetings, and department holiday and personal recognition outings.

Provided office support for all personnel within SRM. This includes support with IT and facilities, office supplies and office maintenance

Coordinate purchasing and budget reconciliation together with Director. Receive purchase requests from personnel. Confirm scope, need and budget fit with appropriate department head. Issue purchase requisition. Track PO through system. Reconcile invoices with requestor and obtain formal approval from budget owner. Report expenditures vs. budget on a regular basis to budget owners and Director of SRM

Trained personnel on purchasing process and all associated corporate policies. Ensure department is compliant with all corporate purchasing policies. Act as point of contact to address invoicing issues with purchasing department and service vendors

Oversee resident relocation services; assist with office duties as needed; process claims for displaced residents

Serve as liaison between residents, temporary housing providers and business stakeholders

University of Southern California

Keck School of Medicine, Office of the Dean – Los Angeles, CA.

Administrative Assistant II – November 2014 to January 2016

Composed and produced a variety of business correspondence

Guided the work of staff who produces reports and related materials

Ensures confidentiality and controls access to sensitive information

Responded to inquiries and requests for information requiring knowledge of departmental policies and procedures

Served as internal resource to faculty, administrators, staff or students on department and university actions

Received records and processed all incoming goods, inventory for division

Researched information as requested and relayed official interpretations

Maintained currency on revisions to department, school, and/or university policies and procedures

Performed administrative duties associated with scheduling and coordinating meetings and planning events

Arranged with vendors for services; prepared agendas, gathered and organized supporting information

Received incoming calls and provided customer support

Routed, sorted, and distributed incoming and outgoing mail

Coordinated the preparation, development and production of major documents, such as proposals, manuscripts and accreditation reviews

Coordinated efforts and contributed to multiple staff and/or faculty affairs

California Institute of Technology – Pasadena, CA.

Gifts and Records Specialist (TEMP/CONTRACT) – May 2014 – August 2014

Responsible for creating, maintaining and consistently verifying various types of information entered into the alumni/development database

Enhanced effectiveness by providing accurate gifts and constituent record keeping

Updated information provided by internal and external sources

Maintained and created training and procedural documentation

Performed and provided database entry functions

Managed multiple projects and assignments

Monitored and checked data being electronically transferred from various campus databases

Verified corresponding resource materials

Processed financial gift transactions

Prepared reports and reconciled financial data for gift entry batches

Performed retrievals from the database for ad-hoc information

Attended divisional and departmental meetings

Participated in Development and Institute Relations events and projects

Operated office equipment and evaluated new equipment and techniques

Routed, sorted and distributed incoming and outgoing mail

Preserved professional and technical knowledge by attending educational workshops and/or webinars

Monitored and provided support related to the daily work queue

Ordered and maintained office supplies

Managed all financial transactions and deposits

Performed special projects as needed

Guidance Software, Inc. – Pasadena, CA.

EnCase® Certification Administrator – January 2010 – December 2013

Responsible for the organization and management of the EnCase® Certified Examiner (EnCE®) and the EnCase® Certified Examiner eDiscovery® Practioner (EnCEP®) programs

Processed applications and registered candidates for testing

Issued login credentials for online testing

Processed financial transactions

Created pricing quotes/invoices

Received calls and provided customer service and support

Maintained all data related to both certification programs

Proctored testing exams

Manually graded Phase II exams and assigned certification numbers

Prepared and shipped exams and certification packages

Monitored and ordered supplies

Maintained certified professional directory

Ensured website and database accuracy

Partnered with marketing department to coordinate promotions and testing sessions for annual computer forensics conference

Installed and maintained electronic files

Cross trained with training coordinators and provided back-up assistance as needed

Composed and organized assigned projects and activities

Provided administrative support to other key members of the team to ensure a smooth running office and department

Performed special projects as needed

Lake Avenue Church – Pasadena, CA.

Executive Assistant – February 2004 to April 2010

Provided daily executive support to the CEO

Communicated on behalf of CEO to internal and external contacts

Implemented office operations, procedures and policies

Acted as liaison to Senior Pastor/CEO connecting with internal and external units of the organization

Managed an extensive calendar

Completed special projects by organizing and coordinating information and requirements; planning, arranging, and meeting schedules; monitoring results

Prepared meeting spaces and greeted visitors

Provided communication systems by identifying needs, evaluating options; maintaining equipment; approving invoices

Scheduled meetings and appointments

Coordinated, monitored and analyzed department budget providing recommendations for budget revisions/budget support

Reviewed expense reports and verified expense documents

Coordinated travel arrangements

Created spreadsheets, composed correspondence, managed database and created presentations

Provided training to subordinate administrative staff

Planned special staff events

Maintained department equipment

Ordered office supplies

Managed speaking engagement calendar

Maintained confidentiality in all situations

EDUCATION

Azusa Pacific University – Azusa, CA.

Bachelor of Science, Organizational and Christian Leadership, September 2006

Kaplan University – online

Masters of Public Administration, (projected graduation December 2018)

KEY STRENGTHS

Consistently act with professionalism, integrity and creativity

Complete understanding of and respect for confidentiality

Very proactive, strategic thinker and capable of working independently

Exercise and apply self-determining judgment and action

Exceptional detail and superior focus with the ability to multitask

Outstanding team player who can easily establish rapport with all levels of personnel

High ethical principles with an eagerness and commitment to contribute toward a company’s goals

Success oriented

Crisis, Project and Budget Management Experience

Strong organizational, analytical, and administrative skills with ability to balance multiple priorities simultaneously

Ability to work at both detail and high level

Ability to communicate to multiple audiences

Proactive and self-managing

Proficient use of Microsoft® Office, Word, Excel PowerPoint, Outlook/Entourage, EMS, SAP, Oracle®, SharePoint, Vision, ILearning, Sage Millennium, OpenAxes, OneDrive, Skype-for-Business, Zerochaos, WISP, Clarity, Kuali & E-market

Basic and Advanced computer support including VPN, SCCM, BitLocker, Microsoft Office and Windows, iOS Skills - Computer Operations-Expert-2, Computer Support Industry Knowledge-Expert-2, Microsoft Office365-Expert-2, Microsoft Outlook Software: Use-Expert-2

Capable use of Windows®-based PC and Macintosh computer applications

*AAC Collaborative Business Partnering Group*

*WIIT Women Influencing and Impacting Toyota Business Partnering Group*

Personal References Furnished Upon Request

Contact this candidate