Executive Assistant, Office Manager, Project Coordinator
Resume:
Tracy Victor Snow
Mobile: 310-***-****
Email: **********@*****.***
www.linkedin.com/pub/tracy-victor-snow/17/a01/69b
SUMMARY
Dedicated and technically savvy Executive Assistant with versatile a dministrative skills with over twenty years of experience as a business profession.
Excels at adapting to environmental, workflow and process changes.
Served as point person for studio principals, senior level executives, project managers, sales teams, administrativ e support teams, vendors and clients
to ensure proper lines of communication.
Demonstrated problem resolution abilities.
Able to work in both team-oriented and self-directed environments while maintaining strong to attention to detail, as well as an excellent work ethic
and communication skills both oral and written maintaining a high level of confidentiality
Equally effective at providing comprehensive support for executive level staff, scheduling meeting, coordinating travel and m anaging all essential tasks.
EDUCATION
State University of New York, Plattsburgh, NY
BA, Liberal Arts
COMPUTER SKILLS
Proficient in MS Office 2007 & 2010, Outlook, Visio 2007, MS Project 2007, Adobe, MAC, Google Email &
Calendar, Studio IT/Webware, CRM, Deltek Vision, Filezilla and Ebuilder. Familiar with QuickBooks, Timberline and Lotus Notes.
EXPERIENCE
Buda Design, Los Angeles, CA February 2013 to June 2013
OFFICE MANAGER/ PROJECT COORDINATOR
Provided day to day administrative support to the Principal and Senior Designers.
Assisted in preparation of Client Presentations.
Obtained vendor quotes.
Responsible for tracking multi project time lines using Studio IT/Webware.
Responsible for scheduling sub contractor meetings.
Coordinated and scheduled delivery and installs.
Maintained office calendar.
Prepared Time Billing and Reimbursable Expense summary reports.
Implemented new and more efficient Policies and Procedures.
Implemented office standards.
Trained and managed administrative support personnel.
Maintained personnel records.
Maintained inventory of office supplies.
Kilroy Realty Corporation, Los Angeles, CA 2012 to 2013
EXECUTIVE ASSISTANT/SENIOR PROJECT COORDINATOR (Contract Position)
Provided administrative support to the Senior Vice President of Development & Construction Services.
Prepared and issued Agreements, Purchase Orders, Professional Service Agreements, Consultant Agreements Change Orders, Additional Service
Agreements, Letters of Intent and Notice to Proceed.
Routed contracts to all offices in the Western Region.
Maintained and updated Contract Documentation Log
Created Construction Department Manual including templates.
Reviewed and prepared Construction Documentation T.I. approval letters.
Prepared and coded invoices for approval.
Prepared Tenant billings for Tenant Improvement projects.
Responsible for archiving the departments files spanning the last decade.
Gensler, Los Angeles, CA 2007 to 2011
EXECUTIVE ASSISTANT/SENIOR PROJECT-STUDIO COORDINATOR
Provided administrative support to two high profile Practice Area Principals.
Coordinated video conferences, conference calls, scheduled meetings both on and off -site.
Prepared meeting agendas, took, transcribed and distributed meeting minutes.
Coordinated travel and created itineraries.
Prepared and reconciled T/E reports.
Reported Principals hours both billable and non-billable
Coordinated construction activities between General Contractor, Consultants and Architectural/Design teams on high profile TI /HQ projects.
Assisted four Project Managers on multiple projects simultaneously with project budget s as high as $25MM.
Balanced and maintained Practice Area staffing.
Created Consultant and Client Contracts and Work Autho rizations.
Complied, issued and analyzed RFPs.
Processed and logged submittals.
Produced furniture take-offs and specifications.
Complied Project Manuals and Specifications using Masterwerks.
Assisted Studio Principal and Studio Director with Firmwide launch and awareness of new Practice Area.
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Tracy Victor Snow
Mobile: 310-***-****
Email: **********@*****.***
www.linkedin.com/pub/tracy-victor-snow/17/a01/69b
Aref & Associates, Los Angeles, CA 2010
PROJECT COORDINATOR-SENIOR ASSOCIATE (Contract Position)
Provided administrative support to firm Principles.
Coordinated travel and created itineraries.
Coordinated construction activities between General Contractor, Consultants and Architectural/Design teams on high profile TI/HQ projects.
Assisted three Project Managers on multiple projects simultaneously.
Coordinated travel and created itineraries for firm Principal.
Balanced and maintained Practice Area staffing.
Created Consultant, Client Contracts Change Orders and Work Authorizations.
Complied, issued and analyzed RFPs.
Created Project Manuals.
Produced and maintained Project Schedules for multiple on-going projects.
Kaiser Permanente, West Los Angeles, CA 2006 to 2007
EXECUTIVE ADMINSTRATIVE ASSISTANT (Contract Position)
Provided administrative support to the Transition Team Leader and the Team.
Prepared meeting agendas, took, transcribed and distributed meeting minutes for six sub -committees that met bi-monthly and the project oversight
committee that met monthly.
Coordinated conference calls, scheduled meetings both on and off-site.
Created, maintained and distributed Project Schedule, Critical Path and Hot -Issue reports on a weekly basis.
Universal Studios Home Entertainment, Universal City, CA 2005 to 2006
EXECUTIVE ASSISTANT (Contract Position)
Provided administrative support to the Senior Vice President of Publicity.
Rolled calls and Maintained Call Sheet.
Coordinated video conference calls, conference calls and meetings both on and off-site.
Coordinated travel and prepared itineraries.
Prepared and reconciled T/E reports.
Prepared and distributed meeting agendas.
Maintained and distributed DVD release calendar.
Identified and distributed pertinent PR articles within the PR department and to senior level executives.
Hospitality Furniture, Los Angeles, CA 2004 to 2005
OPERATIONS MANAGER
Provided administrative support to t he President and Vice President.
Coordinated conference calls, scheduled meetings both on and off -site.
Prepared meeting agendas, took, transcribed and distributed meeting minutes.
Prepared and reconciled T/E reports.
Responsible for over-hauling and reorganization of order entry processes and importation of furniture via combining containers whenever possible t o
expedite final delivery while minimizing costs.
Implemented new procedures and systems.
Created employee incentives to improve productivity and morale.
Provided support to the National Sales Force including creation of product specifications and quotations.
AZCAST Design, LLC, Hawthorne, CA 2002 to 2004
NATIONAL SALES MANAGER
Initiated nationwide product awareness campaign resulting in recognition and specification of AZCAST Design products on Archi tectural/Interiors
projects.
Increased annual sales by $1.5MM.
Conceived and created marketing campaigns, including Direct Mail, Epromotions and Trade Shows.
Presented existing products and introduced new products to the Architectural/Interiors community.
Responsible for managing the Showroom located at the manufacturing facility including factory tours.
JKB & Associates, Los Angeles, CA 1995 to 2002
LEAD GENERATION MANAGER
Provided leadership and management of Lead Generation department resulting in $12MM of qualified prospective investors.
Created training and incentive programs for TSR operators utilizing custom designed software.
Provided administrative sales assistance for various Account Directors.
Touhy Furniture/Carolyn Hill Associates, Pacific Design Center, CA 1991 to 1995
SHOWROOM MANAGER
Created and developed product presentations for multiple product lines both on and off -site.
Provided product specifications to Architectural/Design Community, regional and local Sales Reps.
Responsible for generating all monthly sales reports.
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