Executive Assistant Manager

Pamela Angeles

Lead Executive Assistant/Office Manager

Houston, TX

**********@*****.*** - 512-***-****

WORK EXPERIENCE

Lead Executive Assistant/Office Manager

Hartman Income Reit - Houston, TX - September 2013 to Present Support CEO, Executive VP and CFO, VP of Property Management, Chief Information Officer and HR Director

• Manage, train and mentor a team of 32 staff members and oversea the support of 160 employees

• Coordinate and manage allocation of office space and departmental moves efficiently

• Manage, track and assist with questions/concerns with PTO, medical leave, FMLA and payroll processing procedures

• Coordinate all meetings; daily, weekly, month and quarterly

Coordinate travel domestic and international; flight, hotel and transportation

Manager calendars; company wide, and multiple staff members: CEO, Executives and Managers

Manage and administer all company events; food, location; set up of meeting area, audio and visual equipment and schedule speakers and guests

Itemized travel expenses

Reconciled corporate card statement and tracking/submitting expense reports

Draft meeting agendas, supply advance materials and execute follow-up meetings and team conferences

• Coordinate all company team building activities and excursions

• Develop yearly budgets and implement them accordingly

• Reconcile AP, AR, yearly budgets, monthly/yearly budgets; proven analysis skills

Process weekly, semi-monthly payroll

Prepare/ generate detailed expense reports and submit

Manage weekly, semi-monthly and monthly reports for individual staff members

• Set up new vendors, negotiate new vendor contracts, reconcile all accounts, timely payment of all invoices and administer/audit month and yearly close outs

• Purchase all equipment and supplies for office

Maintain accurate inventory of all equipment

PO creations/online

• Organize files, develop spreadsheets, fax reports and scan documents

• Organize workflow, prioritize accordingly and trouble shoot any issues that arise HR Generalist:

• Develop and implement personnel policies and procedures

• Prepare and maintain employee handbooks, procedure manuals and policies

• Participate in developing of departmental goals, objectives and new/old systems

• Post job postings on internal and external boards, manage all activity on boards

• Conduct recruitment efforts; screen candidates; administer background checks and drug testing

• Prepare interview packets and schedule interviews for hiring managers

• Process offer letters, send to candidates via mail and email; send out rejection letters all in a timely matter

• Administer all onboarding requirements and employment verification (I-9)

• Handles employee relations counseling, outplacement counseling and exit interviews

• Maintain company organization charts and employee directory

• Oversee compliance with federal and state regulations concerning employment

• Handle human resource records and compile reports from internal database

• Assist in evaluation reports, decisions and results of department goals

• Administer compensation program; monitor performance evaluations and revise as necessary Executive Assistant/ Office Manager

Easy & Fast K - Houston, TX - August 2011 to September 2013

• Supported CEO, CFO and Production Unit

• Handled all TXDOT and licensing permits per individual states

• Processed, updated and issued documentation required for professional licenses and certifications

• Scheduled training classes and coordinated travel logistics

• Coordinated domestic deliveries

• Created and maintained client relations with drivers, vendors and brokers

• Reconciled AP, AR, yearly budgets, monthly/yearly budgets; proven analysis skills

Processed weekly, semi-monthly payroll

Prepared/ generated detailed expense reports and submit

Managed weekly, semi-monthly and monthly reports for individual staff members

• Spearheaded all aspects of training, prepared packets and held orientation for all new employees

• Posted jobs, tracked candidates, scheduled interviews, background and drug tests, all onboarding requirements and administered employment verification (I-9)

• Managed, tracked and assisted with questions/concerns with PTO, medical leave, FMLA and payroll processing procedures

• Assisted with preparation of management presentations, agendas, meeting materials/packets at time with very short notice and overnight delivery to various locations

• Created spreadsheets, composed correspondence, managed databases and created reports and documents using Word, Excel and PowerPoint

• Managed various projects as dictated by business requirements in relation to transportation

• Handled sensitive and confidential company and employee information

• Scheduled, organized and coordinated required department courses, events, offsite meetings and conferences

• Coordinated all calendar and travel arrangements for executives, both international and domestic

Itemized travel expenses

Reconciled corporate card statement and tracking/submitting expense reports

Drafted meeting agendas, supplied advance materials and executed follow-up meetings and team conferences

• Purchased all equipment and supplies for office

Maintained accurate inventory of all equipment

PO creations/online

• Organized files, developed spreadsheets, faxed reports and scanned documents

• Organized workflow, prioritized accordingly and trouble shoot any issues that arise

• Answered phone inquiries/route calls for multiple executives Executive Assistant

M. D. Anderson Cancer Center - Houston, TX - January 2008 to January 2011

• Supported several staff members including Vice Presidents, Directors, Senior Management Analyst, and the Insurance Verification Unit

• Scheduled, organized and coordinated required department courses, events, offsite meetings and conferences

• Scheduled training classes and coordinated travel logistics

• Handled sensitive and confidential employee and company information

• Spearheaded all aspects of training, prepared packets and held orientation for all new employees

• Assisted with preparation of management presentations, agendas, meeting materials/packets at time with very short notice and overnight delivery to various locations

• Purchased all equipment and supplies for office

Maintained accurate inventory of all equipment

PO creations/online

• Processed and managed payroll for 300+ employees

• Managed, tracked and assisted with questions/concerns with PTO, medical leave, FMLA and payroll processing procedures

• Created spreadsheets, composed correspondence, managed databases and created reports and documents using Word, Excel and PowerPoint

• Reconciled all COBRA accounts monthly and annually

• Drafted meeting agendas, supplied advance materials and executed follow-up meetings and team

• Coordinated all calendar and travel arrangements for executives, both international and domestic

Itemized travel expenses

Reconciled corporate card statement and tracking/submitting expense reports

• Processed, updated and issued documentation required for professional licenses and certifications

• Administered all COBRA patients' financial arrangements and documentation

• Coordinated departmental activities

• Organized workflow, prioritized accordingly and trouble shoot any issues that arise

• Answered phone inquiries/route calls for multiple executives

• Provided back up coverage for site Admin Assistants in their absence Event Center Valut Teller

Toyota - Center, TX - August 2007 to December 2009

• Managed large cash-on-hand for Event Center

• Maintained and balanced sole vault

• Reconciled and budgeted daily internal balance sheets Dental Assistant/Receptionist

Oficina Dental del Doctor Humberto - Ciudad de México, D. F. - January 2005 to July 2007

• Translated English/Spanish documents and conversations for patients, physicians, and staff

• Maintained patient accounts including billing, insurance and medical information

• Organize workflow, prioritized accordingly and trouble shoot any issues that arise

• Maintained day to day scheduling and appointments

• Coordinated communication between patients, physicians, other staff members and laboratory personnel

• Managed patient scheduling

EDUCATION

Bachelor in Business Management

University of Houston - Houston, TX

Associates in Arts

Houston Community College - Houston, TX

2011

SKILLS

Proficient in MS Office (Word, Excel, Access, PowerPoint, Outlook), Kronos, Oracle PeopleSoft, Concur, ADP, Yardi (10+ years)

ADDITIONAL INFORMATION

SKILLS

• Years of Office Manager experience combined with extensive Human Resources responsibilities

• Administrative/Logistics Specialist with over 10 years of experience including effective customer rapport

• Excellent time management and prioritizing skills, ability to work in a team environment or independently with/without supervision

• Fully Bilingual in Spanish and English

• Proficient in MS Office (Word, Excel, Access, PowerPoint, Outlook), Kronos, Oracle PeopleSoft, Concur, ADP, Yardi

Contact this candidate