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Executive Assistant

Location:
Austin, Texas, United States
Salary:
75,000
Posted:
October 14, 2016

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Resume:

CANDICE CHASTAIN

C-Level Executive Assistant

SKILLS

Excellent presentation, interpersonal & communications skills - both written & oral.

Professional demeanor and ability to liaise confidently with senior management and high profile clientele.

Proven versatility and flexibility relating to job responsibilities and task management in a continuously changing corporate environment.

Possesses excellent skills in workflow management, organization, planning and follow-up activities.

Inherent initiative; ability to multi-task and to meet tight deadlines.

AREAS OF EXPERTISE

Event management – specializing in professional conferences; large groups.

All-inclusive travel arrangements for domestic and international packages; including expense reports.

Company Policy and Procedure establishment, documentation, & development.

Office infrastructure design for optimum team collaboration and functionality.

PERSONAL DETAILS

Candice Chastain

T: 512-***-****

E: acw19g@r.postjobfree.com

LinkedIn: https://www.linkedin.com/in/candice-chastain-11606423

WORK EXPERIENCE

Acxiom Corporation Austin, Texas

Corporate Offices- NASDAQ ACXM

Audience Solutions, Data and Decision Sciences

EXPERT EXECUTIVE ASSISTANT TO CIO, VP ENTERPRISE ARCHITECTURE and VP INFRASTRUCTURE SERVICES November 2015 – September 2016

Duties:

•Managed multiple executive’s calendars, maximizing CIO and VPs’ initiative and priority efficiencies, including managing meetings, calls, travel and to-do lists.

•Acted as chief liaison between CIO and direct reports, clients, and vendors.

•Prepared meeting agendas, created and revised presentation materials acting as a source for ideas and proposing recommendations.

•Conservator of time for the CIO by reading, researching, and routing correspondence; collecting and analyzing information and initiating communications.

•Coordinated global video conferencing for audiences of 750+ per session, including set-up and troubleshooting of audio visual equipment and networking software.

•Partnered with Human Resources to process job requisitions, interview coordination, onboarding assistance and organizational chart updates.

•Facilitated and built interdepartmental relations between team members by creating and organizing activities, eg: annual parties and events, monthly luncheons, competitions, outings, and fundraising events.

•Participated in the Communication Advocate program to ensure consistencies in communications across the IT and Operations organization.

•Coordinated domestic and International travel arrangements, eg: booking flights, hotel and local transportation, providing agendas and itineraries and arranging passport/visa requirements if necessary.

Signet Jewelers-Zale Division DFW Metroplex, Texas

Corporate Offices- NASDAQ ZLC & SIG

3,600 Global Retail Locations

SENIOR EXECUTIVE SECRETARY to CMO & VP, E-COMMERCE Sept. 2013 – Sept. 2015

Duties:

•Assisted CMO and VP, E-Commerce at corporate office of multi-billion dollar retailer.

•Supported a team of 125 employees (Marketing, E-Commerce, Visual, Photography, and Customer Intelligence and Analytics departments).

•Managed Digital systems, including prioritizing meetings, resolving scheduling conflicts, categorizing emails and appointments for multiple departments.

•Built cross-functional relations with key personnel to coordinate schedules, agendas, materials, video conferencing, and locations for executive committee and merger integration management meetings.

•Facilitated and built interdepartmental relations between team members by creating and organizing activities such as annual parties and events, monthly luncheons, competitions, outings, and fundraising events.

•Worked as HR liaison to process job requisitions, interview coordination, onboarding assistance, roster maintenance and distribution, and organizational chart updates.

•Coordinated performance reviews and implemented salary changes for department. Additionally, directly coordinated weekly time keeping and approval for 15 employees.

•Maintained and organized 4 department SharePoint sites, including uploading and archiving departmental documents, collecting and disseminating daily financials and performance reports.

5-D Systems, Inc. Austin, Texas

Corporate Offices

Government Contractor- Drone Systems Engineering

EXECUTIVE ASSISTANT to CEO April 2013 – September 2013

Duties:

•Assisted CEO of defense contractor company and supported the Contracts Administrator and HR manager.

•Managed and provided upkeep of internal records, company website, newsletter, Outlook calendars, internal documents, and personnel information.

•Reviewed proposals, white papers, reports, and presentations for grammatical accuracy and formatting. Prepared collateral for electronic and hardcopy publishing according to company formatting standards. Performed publishing and book/volume assembly as well as final packaging and shipping.

•Supported PM and Contracts personnel in researching compliance with International Traffic in Arms Regulations (ITAR), Operations security (OPSEC), Department of Defense (DoD), and Department of Homeland Security (DHS) requirements.

M&M Engineering Associates, Inc. Austin, Texas

Root Cause Failure Analysis, Metallurgical and Mechanical Engineering

ADMINISTRATIVE ASSISTANT November 2010 – April 2013

Duties:

•Reviewed project proposals, reports and presentations for grammatical accuracy and prepared for electronic and hard copy publishing according to company formatting standards.

•Organized, prepared agendas for, and recorded minutes of board meetings.

•Managed and provided upkeep of contacts database, company website, engineer calendars, internal documents, and personnel information.

•Designed, maintained, and distributed marketing materials.

•Compiled content, designed and published quarterly newsletter (distribution to over 5,000 readers).

•Assisted with the monitoring of domestic and international legal documentation including contracts and rate schedules.

•Assisted the Accounting department on an as-needed basis.

Forward Air Solutions DFW Metroplex, Texas

Corporate Offices- NASDAQ: FWRD

Pool Distribution Services and Last Mile Delivery

Clients: Bath & Body Works, Victoria’s Secret, The Limited, New York & Co, Gap

OFFICE MANAGER April 2009 - August 2010

Duties:

•Managed dispatching and scheduling of freight, including daily transportation rates to shippers and agents. Organized and supervised daily work flow to ensure accuracy.

•Managed support staff of 3 employees (1st, 2nd and 3rd shifts).

•Compiled daily data reports for the corporate office. Maintained daily position balancing, accounts payable, payroll, monthly budget, profit & loss review, month-end accounting, and projections reports.

•Quantified and managed all risk aspects for commodities and all FOB arrangements. Processed lost freight claims to minimize losses.

•Maintained Department of Transportation compliance records and reporting.

•Structured weekly technical training (10+ employees).

Backyard Fantasies, LLC DFW Metroplex, Texas

OFFICE MANAGER May 2005 - February 2009

Duties:

•Provided secretarial support for owners.

•Performed and was responsible for all accounting duties, payroll, account receivables, accounts payable, job costing, bank reconciliation and bank deposits.

•Designed, maintained and distributed marketing materials.

•Prepared and gathered relevant tax records and documentation for CPA.

Northwestern Contractors, Inc. DFW Metroplex, Texas

EXECUTIVE ASSISTANT January 1999 – May 2003

Duties:

•Provided secretarial support for owners.

•Performed and was responsible for all accounting duties, payroll, account receivables, accounts payable, job costing, bank reconciliation and bank deposits.

•Prepared and gathered relevant tax records and documentation for CPA.

ACADEMIC QUALIFICATIONS

2016 – Arizona State University – Bachelor of Science – Technical Communication

2001 – North Central Texas College – Associate of Science

SOFTWARE EXPERIENCE

Microsoft Word (Advanced), Excel (Intermediate), PowerPoint (Intermediate), Access (Beginner), Visio (Beginner), Outlook (Advanced), Publisher (Intermediate), Lync (Advanced), Adobe Acrobat (Intermediate), OneDrive, SharePoint, WebEx, Dropbox, Oracle, Evernote, Slack, BlueJeans Network, Facebook at Work, Amazon Business, LinkedIn, Okta, ServiceNow

CERTIFICATIONS

•Texas Notary Public



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