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Executive Administrative Assistant

Location:
Spring, Texas, United States
Posted:
February 05, 2019

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Resume:

A highly accomplished Executive Assistant, with ** years of expertise in a fast paced and dynamic organization requiring attention to detail and cross-functional support. Displaying an exceptionally organized and disciplined profile. Exhibiting strong interpersonal skills and ability to work with others in a supportive, cooperative team environment. Maintaining an elevated level of respect for company records and confidentiality. Also having strong computer and social media skills with emphasis in the Microsoft Office Suite. Exercising sound judgment, excellent oral and written communications skills, working well under pressure and takes initiative when required.

Experience

Executive Administrative Assistant

Houston International Insurance Group, Houston, Texas October 2010 – present

Provide detailed administrative support to the SVP of Corporate Affairs

Assist SVP with management of calendars, coordinating meetings, and prioritizing schedule

Prepare and reconcile expense reports for multiple C-Level executives in SAP/Concur system

Screens incoming calls / mail and as appropriate, provides requested information, takes messages or redirects inquires to appropriate staff member

Organize and maintain company org charts through Visio

Ensure proper process of invoices, travel expenses and purchase cards (P-cards) statements for team employees

Archive and maintain SVP's electronic documents including private files through Image Right including develop of electronic filings system for maintaining reports and documents

Provide and prepare deliverables/proposals in presentation format

Coordinate the execution of special projects in addition to working with other Executives & Assistants to keep SVP's agenda items moving forward

Process invoices for outside vendors and contract employees through SAP/Concur

Book and coordinate travel arrangements and plan itineraries

Organize logistics for internal and external meetings

Provide Notary services as needed

Liaison between Executives and staff regarding office collaborations and events

Onboarding Process; coordinating and facilitate all needs of new employees in department

Provide logistical support for visiting executives in coordination with other departments

At times assist HR department with job requisition forms and background checks using HireRight

Oversee departmental PTO requests in internal UltiPro/ADP system

Track and steward vacation for team per internal process

Lead effort for coordinating time keeping for individuals on the team

Develop and maintain multiple internal “Share point sites” for accounting department (BOD and AC

site, monthly financials, IRS tax audit sites). Produce and assemble Quarterly Audit Committee and Board of Directors books

Assist Treasury department: enter daily checks into CAS system (Cash Application Services)

Coordinate logistics for Board of Directors and Audit Committee meetings and assist with materials and agendas

Maintain confidential information related to overall corporate policy

Manage team calendar, schedule meetings and audio conferences

Executive Administrative Assistant/ Office Manager

Demlow Marketing Inc., Houston, TX November 2001 - April 2009

Provided executive-level administrative support to the President/CEO, upper management and outside sales staff

Data entry- maintained client database, input profiles, notes and updates

Answered multi-line phone; vendor calls and customer service product questions

Typed emails, memos, and reports. Copied and distributed correspondence as requested.

Maintained electronic and hard coy files

Supported outside sales team; expenses reports, solved problems as needed, providing customer service, samples, literature, assisted with research and compiled information of prospective clients and followed up on sales leads

Planned and coordinated corporate luncheons, organized events, conferences and assist sales team with meetings, supplies and samples

Received guests and office vendors

Organized the details of special events and travel arrangements and other events as needed

Ordered and maintained warehouse samples for 27 manufactures. directed business relations and distribution of company literature

Received and distributed all mail, shipments, faxes, company letters and literature

Managed capital purchases, directed vendor relations, generated and maintained equipment tracking records

Processed daily commissions and monthly expenses for office and outside sales staff of 12

Ordered and maintained office and kitchen supplies also in charge of office equipment and leases

Demonstrated ability to improve procedures and meet demanding deadlines

Office Manager & Human Resource Manager

Shaw Carpet and Contract Flooring, Houston, TX January 2001 – November 2001

Managed Weekly Accounts Payable & Receivables

Coordinate and aid in office move

Reporting enhancements and reconciliation

Acted as Human Resource Liaison for Corporate office out of state

Recruited when needed, filled positions for reception and warehouse staff. Counseled and terminated employees as required by management

Managed all office equipment and service contracts

Ordered supplies and maintained office computers, programs and software updates.

Welcomed guests, vendors and customers

Planned special events for staff (luncheons, picnics and Holiday parties)

Education

San Antonio College, San Antonio, Texas

St. Phillips College, San Antonio, Texas

Kapi'olani Community College, Honolulu, Hawaii

Community Service and Volunteer Work

1999 - Present

Houston Live Stock Show & Rodeo

2009- 2010

Commemorative Airforce

2010 – Present

Fun Committee; Involving employees in fund raising and Non-Profit organizations as well as raising team health in the office. Including but not limited to; Susan G Komen, Boots for Troops, Houston Food Drive to name a few.

Skills and software

Microsoft Office Suites

Multiple C-Level Calendar support

Travel Coordinating

Multiple Executive Management Support

Accounting Administrative Support

Notary Public

Onboarding

Meeting planning

Data base management

SAP/Concur

Internet

Prophix

Blackline /SunGard

Citrix

Risk Master

Image right

GoTo Meetings

ADP & UltiPro



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