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Executive Assistant Manager

Dallas, Texas, United States
April 25, 2019

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Etna Gray -- 214-***-****

Summary of Qualifications

Skillful and dedicated Executive Assistant with extensive experience in the coordination, planning, and support of daily operational and administrative functions for C level executives.

Demonstrated capacity to provide comprehensive support for executive-level staff including scheduling meetings, coordinating travel, and effectively managing all essential tasks.

Proven track record of accurately completing research, reporting, information management within budget requirements and timeframes.

Adept at developing and maintaining detailed administrative and procedural processes that reduce redundancy, improve accuracy and efficiency, and achieve organizational objectives.

Highly focused and results-oriented in supporting complex, deadline-driven operations, able to identify goals and priorities and resolve issues in initial stages.

Successfully managed event coordination of business functions for up to 300 employees at out-of-state facilities

Proficient in Microsoft Office System (Word, Excel, PowerPoint, Publisher, Visio, Project Manager, SharePoint, and Outlook), Lotus Notes, SAP, Prodagio, SmartSpend, Concur, and accurately type 75 wpm.

Professional Experience


Executive Assistant/HR Lead (downsized)

Provided high-level administrative support to Vice President-Human Resources, Vice President-Operations, Vice President-Marketing, and Director-Operations on a daily basis. Responsibilities included high level administrative support, i.e., calendar maintenance, heavy domestic and international travel, expense reporting, off-site conferences and meetings, new hire processing, processing all HR invoicing, HR reporting, tracking HR data for BOD presentations. Texas state Notary.

AVI-SPL, Inc. – TAMPA, FLORIDA 6/2011 to 9/2014

Executive Assistant (spouse employment relocation)

Provided high-level administrative support to Chief Financial Officer and Executive Vice President-Legal. Responsibilities included certificate of insurance, state licenses, contracts, domestic travel, expense reports. Florida state Notary.

Kellogg’s – TAMPA, FLORIDA 12/2009 to 6/2011

Executive Assistant (restructured downsizing)

Provided high-level administrative support to Vice President – Sales, as well as functioning as office manager. Performed a variety of key administrative functions to include all travel (air, hotel, and limo) logistics, customer presentations, domestic travel, and expense reporting.

Stevens transport – Dallas, Texas 1/2007 to 5/2009

Executive Assistant (spouse employment relocation)

Provided high-level administrative support to Vice Chairman. Performed a variety of key administrative functions to include all travel (air, hotel, and ground transportation) logistics, customer presentations. Designed and maintained customer (26) utilization monthly reports. Texas state Notary.

Freedman Foodservice – Dallas, Texas 2005 to 2007

Executive Assistant

Served as Executive Assistant to President and Vice President. Provided all administrative and project support efforts. Developed presentations and scheduled all executive-level meetings and travel. Prepared time, expense, and travel reports. Coordinated and hosted successful executive team meetings, creating invitations and promotional materials, booking venues, pre-meeting dinner and entertainment, and selecting guest speakers.

Martin Preferred foods – Houston and Dallas, TX 2002 to 2005

Executive Assistant

Recruited by prior Alliant Foodservice president following corporate downsizing due to merger of two national companies. Provided administrative support to Vice President. Played key role in implementation of sales commission restructure, as well as tracking and trending of sales on a year-to-date, monthly, customer type basis. Provided ad hoc sales reports.

Alliant Foodservice – Garland, TX 2000 to 2002

Executive Assistant (downsized due to merger)

Provided administrative support to President, Vice President-Human Resources and sales team. Prepared expense reports and credit card reconciliation. Implemented and facilitated training in use of office computer resources. Sales: Provided ad hoc sales reports; designed and implemented monthly sales revenue reports. Streamlined office procedures regarding supplies, overnight delivery process, and sales reports; designed and facilitated in-house software training for all employees. Additional responsibilities included support to Vice President-Human Resources: provided day-to-day administrative support; established Human Resource policy and procedures; established Employee Guidelines Handbook

ameritech/southwestern bell (AT&T) – Chicago, IL/Dallas, TX 1985 to 2000

(Ameritech merged with Southwestern Bell May 1999 thereby creating a corporate restructure and downsizing)

Manager, Business Events and Training

Managed Management Development curriculum in its entirety for the southwest region (five states)

Established and implemented "best practice" region-wide streamlining training processes

Developed and implemented monthly key measurements providing the standard for forecasting and budget for training programs

Negotiator in vendor contract for Marketing Division accredited curriculum

Executive Assistant (Corporate Director-HR)/Project Manager

Provided calendar maintenance, expense reporting, expense reconciliation, correspondence, event and meeting coordinator, travel arrangements (director traveled 80%), liaison for all departmental issues

Point of Contact regarding all personnel/payroll issues for 500 employees

Subject Matter Expert for transition to SAP process (Human Resource Information System)

Created and implemented monthly financial budget tracking reports, measurement analysis process reports, documentation for Labor Relations (union issues)

Supervised clerical staff

Executive Assistant (Chief Executive Officer)/Planning Analyst

Responsible for administrative support, domestic and international travel arrangements, calendar management (business and personal), meeting coordination, expense reporting

Provided Chairman of the Board and Board of Directors monthly financial analysis relating to company's international investments

Created financial models, participated in benchmark projects relating to international and domestic telecommunication industry.

Executive Assistant (Chief Financial Officer) Office Manager/Project Manager

Provided calendar maintenance, expense reporting, expense reconciliation, correspondence, function/meeting coordinator, agendas, travel arrangements (domestic and international)

Team leader for Lotus Notes transition, database designer and administrator

Hardware/software purchase, installation, and maintenance

Facilities management and personnel activities for five-state region

Supervised clerical staff of five support secretaries

Facilitated internal software training sessions for Macintosh and IBM platform

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