Executive Assistant

ANA PAULA VIEIRA

832-***-**** *********@*******.***

PROFILE:

Human Resources Professional and C-Suite Senior Executive Administrative Professional with skills in project management, client interaction, processing orders, and basic accounting. Detail–oriented and proficient ability to prioritize work in a fast paced environment with multiple concurrent confidential assignments. A team player with a positive attitude who can effectively communicate with all levels of management. Self-starter with a focus on quality results, and growth and profitability of the organization. EXPERIENCE:

Petrobras America Training, Development & Assessment Supervisor 10350 Richmond Avenue, Suite 1400 2013 – 04/2016

Houston, Texas, 77042

Duties: Analyzed, in partnership with line management and employees, competencies, training and development needs per position and department by identifying position competencies and individual employee needs. Planned and oversaw execution of annual corporate training program. Identified outside sources/vendors for training courses or programs. Coordinated training classes and/or programs and payment of training fees; ensured all training activities stayed within annual budget. Evaluated courses/programs effectiveness. Ensured job family ladders were updated. Assisted line management and employees with career path. Administered tuition assistance program. Oversaw and coordinated performance evaluation system. Oversaw and planned the Work Environment survey process; analyzed results and formulated action plans with input from HR Committee and other Human resources staff. Formulated/reviewed all policies for the above areas and submitted for HR Manager’s approval. Assisted HR Manager in formulating HR Area’s strategic planning and was responsible for the planning and execution of actions to support the Area’s strategy aligning with main office procedures. Implemented and maintained the International Area Business Model (ProANI) in the HR Area and supported the company on HR related processes. Constant documents and live translations (Portuguese/English) and presentations to all levels of workforce.

Petrobras America Executive Assistant of the President 10350 Richmond Avenue, Suite 1400 2008 – 2013

Houston, Texas, 77042

Duties: Administrative assistant to the President, Senior Vice Presidents, Chief Financial Officer, Legal Area Manager, and liaison of higher Petrobras (headquarters) Executives while in the United States in all business and personal matters. Coordinated domestic and international travels, calendar, meetings, events, catering and address book. Prepared, verified, and tracked expense reports and business travel expense reports for Executives and request of approvals. Translated, edited, composed and prepared presentations, as directed. Create shopping carts, purchase orders, and purchase requisitions, confirmation of deliverables and service entries in SAP according to local procurement policies. Compiled approved travel authorizations, approved PO’s, new contracts, approved CO’s and approved travel expense reports in order to prepare monthly management act and verify limits of competence. Managed executive’s schedules

(planning/arranging events, meetings and trips) including Company Calendar. Screened telephone calls for the executives from both internal and external sources. Took minutes of meetings when needed. Provided support for travel: reservations, contacts, processing expense reports. Routed and tracked incoming and outgoing mail as well as voicemail and responded accordingly. Scheduled weekly department meetings; sent invitations, arranged room and prepared meeting agenda. Assisted in the weekly meetings and prepared weekly Memos for the downstream department. Orders supplies and Business Cards. Sent out absences email to all Department Managers with copy to the appropriate people. Furnished the HR Immigration Services with the I-94 form of the Executives and their family members, every time they go and come from Brazil. Constant document and live translations (Portuguese/English). American Institute of Architects, Houston Chapter Membership Coordinator & Office Manager 315 Capitol St., Ste. 120 2005 – 2008

Houston, Texas, 77002

Duties: Performed assistance to Executive Director, serving an Architectural Member Organization of over 2,200 + members in addition to affiliate firms. Kept track of all Membership related issues such as application, renewals, questions, upgrades, and etc. 1

ANA PAULA VIEIRA

832-***-**** *********@*******.***

Maintained Website Calendars, Documents Orders and descriptions, Job Postings, Find a Firm Section. Retrieve and distribute mail. Prepared, set up for meetings, seminars and various events. Served as staff liaison and events coordinator to committees such as Intern and Associates, Urban Design, Michael Meyers, Gala, Membership and Sandcastle (one of the biggest beach events in the World). Also was in charge of Registrations and R.S.V.P.s for all Seminars, meetings, and events. Maintained membership records and TIMMS database. Monitored and coordinated employees, all purchases for office and events supplies, meeting refreshments and Exhibitions. BP Amoco (Oaks Staffing) Administrative Assistant

501 Westlake Park Blvd. 2003 – 2005

Houston, Texas, 77079

Duties: Performed executive assistance and secretarial support functions for the Vice President of E&P Segment Global SCM, managers, and consultants. Created and projected folders. Scheduled business travel, luncheons, meetings, instant meetings (WebEx), calendars and office relocations. Handled all IT and Building Services needed for all team members. Scanned, emailed, faxed, printed special confidential data and distributed specified documents. Transferred or copied legal documents to CDs to be distributed to overall staff. Managed and tracked all UPS using ICVS system packages to be processed locally or internationally. Ordered and sustained office supplies for entire department. Attended monthly HSE, P2P Team Leads weekly meetings to produce, store, upload, and gather supportive documentation in Microsoft SharePoint program for the P2P Consulting group. Relieved executive assistant, office manager, and/or receptionist if needed.

Beverly Hills Sunset Surgery Center Secretary

9201 Sunset Boulevard Suite #405 2001 – 2003

Beverly Hills, California, 90069

Duties: Determined and coordinated the appropriate staff for all surgeries, scheduled surgeries and appointments. Received and prepared patients for surgery, answered multiple phone lines, performed extensive filing, verified and processed medical insurance, accumulated payments, updated patient's records, maintained medical and office supplies. EDUCATION:

- Graduate of Dance Center of Rio, 1997, Brazil

Degree of study- Dance

- Graduate of Ashworth College, 2005

Course of study – Medical & Dental Office Assistant

- University of Hertfordshire, 2013

Degree of study – Bachelor in Business Administration

- Master Class Management, 2015

Training Certification of studies – Master in Supervisory Management

- Master Class Management, 2015

Training Certification of studies – Master in Business Management

- Alison, 2015

Training Certification of study – Human Resources

SKILLS:

Supervisory, Leadership Development & Management

Technical: Microsoft Office, Publisher, Access, SharePoint, WordPerfect, Outlook, Lotus Notes, SAP, Petronect, X- Perfil, Integra, TIMMS, Cvent, OLS, Sabre & Worldspan. Knowledge of MS FrontPage, Project, Adobe Acrobat Project Suite, all Online mail shipping and instant meetings. Texas Notary & CPR. Languages: Bilingual (Portuguese, English). Knowledge of Spanish. References upon Request

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