Administrative Assistant Executive

Stephanie Kalka

Cell: 281-***-****

******@**.***

Resourceful Customer Focused Detail Oriented Dedicated

**/**** – 01/2016

Teen and Family Services – Executive Assistant to CEO Houston, TX

Responsible for the CEO of the organization

Travel arrangements for the CEO

Calendaring in Outlook

Arranged lunches with clients

Attended Board of Directors meetings to take minutes

03/2013 – 08/2014 Austin, TX

Commemorative Brands – Sr. Administrative Assistant

Responsible for the CTO of the organization

Travel Arrangements

Prepare budget reports

Prepare expense reports

Heavy calendaring in Outlook

Code invoices for processing

09/2012 – 12/2012

Intel – Administrative Partner - Temporary Austin, TX

Primarily responsible for managing calendars for three managers

Travel arrangements

Expense reports

Order supplies

Create budget shopping carts

03/2012 – 05/2012 Huntington, WV

Manpower – Payroll Processor/Supervisor

Primarily responsible for over-seeing payroll for all temporary employees is processes on time

Assisted with processing payroll for 1,000 temporary employees

Reviewed various reports

10/2010 - 11/2011 Las Vegas, NV

Nevada State Bank – Administrative Officer to CEO/President & Bank Secretary

Responsible for Board of Directors meetings, minutes, board packages, expense reimbursements

Managed calendar and office for CEO

Prepared travel arrangements for CEO

Prepared expense reports for CEO

Supervisor to administrative assistant

Liaison between CEO and Governor of State of Nevada Brian Sandoval

Coordinated meetings and luncheons with the banks’ top clients

6/2007 - 8/2010 Austin, TX

Adjacent Technologies, Inc. - Office Manager/Executive Assistant

Process payroll

On-boarded new hires and workspace including phones

Managed health benefits for employees

Account payables and account receivables

Audited expense reports

Processed corporate quarterly tax payments

Prepared monthly sales tax filings

Prepared and filed of year-end 1099-MISC and 1096

Assisted employees with travel arrangements

Set up booth space and items needed for trade shows

Ordered supplies and all items for the office

Typed correspondence

Prepared and filed reports with the state of Texas for the company’s state contracts

8/2002 - 6/2007 Austin, TX

Texas Mutual Insurance Company - Senior Administrative Specialist (Executive Assistant)

Responsible for providing technical support to the field operations division

Assisted with departmental administration, planning and organization of day-to-day functions

Coordinated all offsite and statewide meetings, agent lunch meetings and departmental meetings

Other duties included compiling statistical information and reports

Typed correspondence to agents and executives

Maintained the calendar for the vice president of field operations

Managed and made travel arrangements for the vice president of field operations

Prepared expense reports and audited reports of support staff

Filing and special projects as assigned

Gathered information from the regions to compile information to prepare various monthly reports

Maintained files and filing system

Answered all incoming calls

Other duties included assisting the Vice President of Marketing with expense reports, travel, trade shows and reports

Software: Microsoft Outlook, Word, Excel, PowerPoint, Access, Lotus Notes, Quickbooks, Internet savvy, ADP Payroll Software.

Education: University of Texas at El Paso

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