GRACE LIRA
A strong level of performance as an executive assistant with great achievements and communication skills
** ***** ** ********** **** global oil and gas companies supporting C-level of executives
Unsurpassed organizational skills and time management
Strive to understand business process risk and controls
Loyal, honest, dependable, committed, self-motivated who pays close attention to detail
Exceptional level of professionalism with award-recognized level of service to customers and internal colleagues
Understand and incorporate work group goals and primary needs of customers in performing job functions
Use critical thinking, complex problem solving, and active listening skills
Use awareness of expected results in the preparation and review of entries or reports
Use clear and concise oral/written skills to respond to or solicit information within and outside work groups. Develop and utilizes effective contacts
SKILLS
Microsoft Word, Excel, PowerPoint, Access, Outlook, SharePoint, ShareFile, Adobe Acrobat, Adobe Sign, Adobe Photoshop, Salesforce, Concur, ADP, OneNote, Microsoft Teams, Access, SAP, QuickBooks, and many others
PROFESSIONAL EXPERIENCE
CHEVRON U.S.A., INC. PRESENT
Executive Support Group Team Lead
Cost allocations/reconciliations for P-card
Gate keeper for any/all equipment orders and heavy supply orders for onsite/offsite project needs
Expense reports for each manager/C-level T-card or P-card
Bookings for conference rooms, meeting rooms, offsite rooms, handling all logistics
Parking pass logistics for all employees including contract members ongoing
SharePoint lead for all documents and reports, manage files and distribution list
Microsoft Teams setup for new projects and communication tool, setting up WebEx and logistics
Project scheduling for all ongoing projects to PRC (Project Resource Company) Group
Setup audio visual and participated within multiple ongoing project meeting, trainings, and conferences
Visa and passport processing for all International travel in various countries Thailand, Kenya, Indonesia, UK, China, Russia, Brazil, Japan, Cyberia, several African countries and many more
Arranged complex travel logistics along with hotel, transportation to multiple destinations within one trip
Maintain large calendar for 42 team members which 12 are C-level
Onboarding/offboarding coordinator for all new members and those transferring to other locations within the business or leaving the company
Ensure and delegate appropriate business support for other teams and departments as needed
C & Y GLOBAL, INC. MAY 2017 – MAY 2018
Operations Lead Executive
Heavy departmental expense/travel allocations to ensure cost does not exceed budget levels
Company vehicle purchases ensuring cost reduction or savings
Managed and controlled all vendor expenses to ensure savings for 9-yard locations
Completed and maintained reconciliation of all company-wide expenses through Concur to ensure no overages
Vendor contract renewals to ensure cost saving and reductions
Gate keeper to all financial records for auditors across all cost expenditures
IT support for any software updates
Generate and maintain expense reports
Generate and maintain budget reports
Bank deposits, wire transfers, invoice processing
Daily material inventory for all 9-yard locations to ensure no material loss
Managed all shipping/receiving schedules
Scheduling for shipping/receiving employees and managers (112 employees)
Generated, maintained and updated office and warehouse procedure manuals
Controlled and managed all company vehicle safety regulations and ensured compliance
Payroll for hourly employees
LEUCADIA - HOUSTON FEBRUARY 2008 - MAY 2017
Executive Administrative Assistant
Direct Support to CEO until Clean Energy project closed out
Effectively managed and maintained electronic confidential documents on share drive for the CEO, president and director of the executive team
Participated and assisted with board meetings, executive and various committee member meetings
Organized and maintained company records, while exercised the utmost confidentiality
Prepared materials for presentations using Microsoft Office and other related software tools as needed
Provided project logistics and support with internal and external team members regarding administrative matters
Provided additional support to executives, work groups and project teams as needed
Records retention management
Closed all financial books and ended contract services with all vendors including staff
Completed reconciliation of all expenses
Developed, implemented, and maintained company wide database
Generated financial reports, expense reconciliation reports, and cost projection reports
Performed bank reconciliations of corporate business accounts to ensure good standing balance
Gatekeeper for all office party expenses, corporate housing, special event, conferences, and international/domestic travel
SHELL OIL COMPANY JUNE 1997 – JANUARY 2009
Executive Administrative Assistant
Supported the CFO and CEO
Timekeeping, auditing and tracking for all passengers aboard Corporate Fleet
Maintained all IT system including software
Generated corporate meeting minutes and distribution
Executive support to CEO while aboard corporate fleet
Accounts payable tracking allocations for equipment, tools, warehouse and fleet
Accounts receivables tracking from outside Shell Oil regarding fleet usage
Purchased all office equipment, supplies, toiletries, and maintenance equipment
Scheduled all home improvement appointments
Maid service schedule - managed all housekeeping for multiple locations
Managed full logistics for special needs and purchases (Christmas, Birthdays and Anniversary parties)
Transportation needs for medical appointments for special family members
Scheduled all logistics to family functions
Organized dedicated events and Holidays
Performed bank deposits and transfers
HSE/Environmental Executive Coordinator
Incident reports
Audits and inspection reports
Ensured every safety compliance record was up to date
Assisted in all aspects to ensure environmental and safety policies procedures remained in compliance
EDUCATION
UNIVERSITY OF PHOENIX FEBRUARY 2006
Associates Degree
CERTIFICATION
National Computer Science Academy – ALL Microsoft Office
(Advanced)