Administrative Assistant Office

Linda M. Stevens

***** **** ****** ****

Richmond, TX 77469-5665

Home: 281-***-**** / Cell: 832-***-****

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

Skills and Accomplishments:

Proficient skills in Microsoft Office Suite, Word, Excel, PowerPoint and email calendar functions

Coordination and teamwork, skill and cooperative environment

Extremely organized, also attentive to details and accuracy is very important

Self-motivated and hard-working

Demonstrates typing ability-Strong written and oral communication skills

Exchange and Internet Applications (IE, Outlook, MSN, etc.)

Google Office application, communication, Gmail, Hang out, Calendar, Google plus

Docs forms, slides.

Air Liquide (Contract / Temp) January 2016 – August 2016

Houston, Texas

Executive Assistant

Job Responsibilities:

Support an executive and an associated corporate functional team

Maintain executive schedules while frequently scheduling meetings and managing calendar

Arrange frequent travel, including booking international/domestic flights, hotel accommodations, rental cars, etc

Assist in preparing presentations, proposals and supporting documentation

Prepare monthly expense reports for executive(s)

Process confidential personnel paperwork

Coordinate meeting arrangements (in office and off-site), often including meal or reception

Assist in planning, coordinating and supporting events and meetings.

Purchasing functions in Oracle (purchase office equipment/supplies, process invoices from consulting firms and various vendors by entering purchase orders, requisitions and Authorizations for Capital Expenditures into Oracle)

Maintain/order office supplies for group-Maintain files

Ensure customer service standards are maintained in any dealings with both internal and external customers

Represent executives by welcoming visitors and answer questions and meeting requests directed to executives

Ensure proper phone coverage and etiquette

Complete projects and special assignments by establishing objectives, managing time, gaining cooperation of others, monitoring progress, problem-solving and, as needed, adjust plans; serve as back-up to other Administrative personnel

Maintain strict confidentially-Comfortable working in a dynamic environment-Accessible and available to occasionally work outside of regular business hours in support of events or urgent work situations

Chevron (Contract) September 2013 – July 2015

Houston, Texas

Executive Administrative Assistant/SA/PZ

Responsibilities:.

Coordinate meetings/events & provide administrative support to the EOR Projects Leadership Team:

Provide support to Project Director, and other PLT members from JO during visits to Houston

Liaison with Project administrative staff, specifically the Project Director’s Administrative Assistant at Joint Operations (JO) to coordinate travel for the Project Director as needed.

Orders office and ergonomic supplies, catering and business cards.

Calendars, coordinates, schedules, and facilitates weekly RI Leadership Team meetings and recurring monthly meetings, handling all meeting ( WebEx, Visitor Management System, etc.).

Review weekly team room schedules and restock beverages and snacks in assigned team rooms as needed.

Actively participates in monthly Admin Business Support team meetings.

Works with other Administrative to provide backup for vacation and assistance during absentee.

On-Boarding and Off-Boarding Coordination

Orientation for EOR Projects new hires/transfers in and terminations/transfer out

Maintenance of process documentation for employees and contractors

Submission of documentation to Document Control for accurate project records storage

Maintain the integrity of the on boarding/off boarding Master Roster

Maintenance of the HOU150 on boarding/off boarding checklists and corresponding attachments

Special projects include but not limited to:

Assists team members with scheduling of domestic and international travel, as requested. (PLT’s) Travel & Expense Accounting (TEA) and maintenance of Projects’ central repository.

Updates Organization Chart and maintain the inventory of Project Appreciation awards

Maintain Saudi Arabian Portioned Zone (SAPZ) EOR Projects distribution lists for the Global (GAL)

Prepare for visitors to the EOR Project.

Foster Wheeler

Houston, TX 77079

Executive Assistant-Proposal Department April 2010 – May 25, 2013

My primary responsibility was to provide Office Management and Executive Assistance Support to the Proposal Department Manager, which included, creating documents, files and correspondence in MS-Word and MS Excel, formatting documents and forms layouts, interfacing at all levels of the organization and with client representatives on issues and concerns..

Other Responsibilities

Assisted in distribution, which includes mailing/emailing, printing, copying and binding

Reviewed timesheets/ Added new jobs as required

Arranged office set-up and computers for new hires, interns, and visitors

Organized office as necessary

Maintained office supply inventory/ordered supplies

Ensured that all records, files and data are readily accessible to staff and stakeholders

Assisted in mailing/shipping final product to Client and in-house distribution

Schedule meetings and work calendar issues/Travel arrangements

Issued new security badges

Updated & maintained current resume database, as employees change or move into new assignments.

Assisted Managers with administrative functions

Researched in OneSource and or Google for Supervisor

Process invoices from Manager’s and vendors.

Managed and entered data from responses for end results

Organized luncheon and catering arrangements ( meetings, anniversaries, birthday’s, retirements.etc)

Resource Staffing

Houston, TX 77056 February 2009 – March 2010

Subcontractor/BHP

Executive Assistant

My primary responsibility was to provide administrative support to the Vice President of Information Technology. Tools used consisted of MS Office Professional, Electronic Document Management System (EDMS), Calendars, Outlook. I also worked with Document Control Specialist – Team Lead on the EDMS system, by performing administrative activities for Document Control communications control. Performed client administrative support to major Oil, Gas & Chemical Projects key activities including receiving technical documents (drawings, data sheets, specifications, etc.) from Engineering as well as third party vendor documents/files and uploading those documents/files into the Electronic Document Management System (EDMS).

Other Responsibilities

Advised other team members on the process to be used for all project document types to be stored

Performed CoreWorx task to automate best practices, mitigate business risks, etc. associated with large scale projects

Developed, implemented and performed follow-up on procedures and work processes

Prepared and filed executive expense reports

Coordinated teleconference calls, managed executive calendars and meeting schedules

Balanced the financial budget for vendors billing

Managed outlook calendars for partners, schedule meetings, book travel arrangements, conference call, and mail distribution for partners

Liaison between partners and professional staff regarding daily client issues. Answered and directed phones calls and messages as needed

Entered time and expense reimbursements for partners and managers.

Maintained CPA license renewals for partners

Responsible for billing invoices, creates service authorization numbers for upcoming client work, adjustments to billing and request for payments for outside vendor contracts.

Backup support to other administrative staff in their absence.

Willis Group Companies

Houston, TX 77056 July 2008 – January 2009

Subcontractor / PetroSA

Office Manager/Executive Assistance

My primary responsibility was to provide Office Management and Executive Assistance Support to PetroSA (South Africa) - US Managing Director. PetroSA owns, operates and manages South Africa’s commercial assets in the petroleum industry.

Other Responsibilities

Verified that the requirements for Petro SA Standards Project Records Management procedures in SharePoint are followed

Developed Daily Status Reporting Spreadsheet

Performed Daily Statistical Analysis Programming (SAP) GUI Applications supporting shipments, purchase orders, reports, customer information and unit pricing

Managed office environment and interfaced with vendors, suppliers, building management, prioritized mail and telephone calls for other manager’s, etc

Prepared expense reports for Managing Director

Setup office filing and purchasing systems

Service Corporation International (SCI)

Houston, Texas May 1990– June 2008

Executive Assistant

My primary responsibility was to provide administrative support to the Vice President of the Tax and Treasury Departments and Federal and State Senior Managers. Globally, SCI is the largest owner/operator of funeral homes and cemeteries.

Organized meetings and travel arrangements for Tax Department Officers and Directors

Collected and coded invoices to ensure proper and timely vendor payment and calendar maintenance

Prepared Federal and State Tax Quarterly and Annual Tax Returns Reviews and Assessments

Performed major projects using MS Word, MS PowerPoint, MS Excel and MS Access

Oversee work of Certified Financial Code Consultants authorized to process employee expense vouchers and bill payments

Organized Company and Department Special Events (meetings, charitable events, etc.)

Collected and organized Weekly Time and Attendance Reporting for Tax & Treasury Department

Performed general and administrative duties as required

Education:

Certification from South Western Business School in Secretary Studies – Houston, TX

Attended Texas Southern University - Business Management-Houston TX

Graduated from Jefferson Davis High School – Houston, TX

Supplemental Business Training Classes:

Service Corporation International Dignity University (In House Training)

Time Management

Successful Business Meetings

SCI Diversity Training, Customer Services Support to SCI Funeral Homes

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