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