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Administrative Assistant Executive

Location:
United States
Salary:
70
Posted:
November 12, 2018

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Resume:

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)



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