Dedicated and focused professional with many years of experience providing Executive level Administrative Assistance. Consistently and accurately anticipate needs of senior executives and execute tasks immediately and efficiently to ensure duties are performed in a timely manner while also providing administrative support to improve and streamline workflow. Negotiate with and manage external relationships with various hotel and catering services to obtain cost-effective rates for various company events and functions. Performed assigned duties, including various AP/AR tasks, with minimal direction to alleviate administrative responsibilities and burdens from executive team.

CORE SKILLS & COMPETENCIES

Bilingual Executive Assistance

Database Management

Master Schedule Management

Accounts Payable & Receivable

External Relationship Management

Executive Expectation Management

Executive Travel Coordination

Stock & Inventory Control

Corporate Meeting Planning

PROFESSIONAL EXPERIENCE

Executive Assistant Exaro Energy III, LLC Houston, TX 01/2010 – 10/2018

Key Responsibilities:

Expense Reports: Prepare monthly expense reports, tracking, categorizing, and coding all charges and payments while also generating separate reports for executive management to reimburse personal expenses by company.

Database Management: Manage, update, and input client and company information into internal databases and spreadsheets, tracking, organizing, and maintaining various service agreements, insurance summaries, and other forms for immediate access upon request.

Executive Expectation Management: Provide necessary support and assistance in all projects and tasks from senior executive management, relieving administrative burdens, while constantly anticipating needs of executive team.

Confidential Documentation: Receive, handle, and archive confidential documents including private medical information and license, confidentiality and consulting agreements, adhering to standard privacy protocols.

Employee Vacation Scheduling: Developed spreadsheet system to track, schedule, and manage staff vacation and time off, documenting time and duration of vacations to notify and update other staff.

Corporate Meetings: Schedule, plan, manage various corporate meetings with external stakeholders and VIPs, arranging catering services and deliveries as needed.

Accommodation Negotiations: Liaise with various hotels to negotiate corporate rates for travel accommodations, regularly reviewing hotel services to ensure company receives optimal and most cost-effective rates.

AP/AR Duties: Perform general accounting duties including issuing and running checks, managing invoices, generating and printing reports, and preparing monthly bank deposits. Provide necessary accounting material and documentation for 3rd party accountant as needed.

Inventory & Stock Control: Manage and control inventory, regularly evaluating office and kitchen stock to inform supply orders and ensure necessary meeting materials, including binders and white boards, are available. Place and expedite orders, verifying receipts and stocking items upon arrival.

Equipment Maintenance: Maintain office equipment, including rented copy machine and office television, performing general installations or repairs and scheduling repair services when necessary.

EARLIER NOTEWORTHY EXPERIENCE

Assistant Sales Manager Liberman Broadcasting Houston, TX 2007 – 2010

Weekly Sales Analysis: Produced reports for sales meetings.

Future Clients: Prepared proposals reports

Sales Order & Media Kits: Monitored reports for all the sales orders and power point presentations for media kits

Financial Reports: Managed monthly sales excel reports

Customer Service Berry Healthcare Services Houston, TX 2006 – 2007

Referral Logs: Maintained the logs in a weekly basis for potential clients

Medical Compliances: Controlled the maintenance of company certifications

Products Requested: Authorized and verification of client’s benefits

SKILLS

Microsoft Excel

Microsoft Word

Power Point

Microsoft Office (Outlook)

Star builder Payroll Program

Oil and Gas Information System

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