Executive Assistant Human Resources

SUMMARY OF QUALIFICATIONS

Highly organized and detail-oriented Executive/Personal Assistant with over 20 years’ experience providing effective and comprehensive support to executives.

Resourceful team-player and independently self-motivated with expertise in interpersonal, communications, human resources, benefits, event planning, calendar management, accounting, payroll, office management, bookkeeping and the ability to build quality relationships and contacts with key clients, vendors and personnel on all levels.

Plan, coordinate ad ensure the executive’s schedule is followed and respected.

Consistently leverage organizational capabilities to facilitate well-run, and streamlined office operations.

Multi-tasker capable of meeting tight deadlines, quick learner, strong analytical skills with attention to details.

Strong verbal and written communication skills.

Ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response.

Ability to perform well in high pressure and fast-paced environments.

Proficient in the use of: Microsoft Office Suite, Lotus Notes, SharePoint, HRIS/ SAP, Quick Books, Documentum, Concur, Adobe, PeopleSoft, Expedia, American Express Travel, Continental, Cisco TelePresence & Tandberg V-Conf Equipment, WebEx, BlackBerry Enterprise, FedEx, UPS & DHL shipping, Projector, Total Benefits Administration (TBA), Plain Viewer, FileNet, AS400, Timewrite, Six Sigma, InfoWorks; Visio

Kashmere Senior High School, Houston, TX General Studies Diploma Texas Southern University, Houston, TX Business Major Lone Star Community College

PROFESSIONAL EXPERIENCE:

BECHTEL OIL, GAS & CHEMICALS September 2012 – November 2016

Executive Assistant

Complete a broad variety of administrative tasks for the General Manager including: managing an extremely active calendar of appointments, complete/approve expense reports; compose and prepare correspondence; arrange complex and detailed travel domestic and international with itineraries and agendas.

Obtain visas and passports/renewals.

Provide a bridge for smooth communication between the Executive and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff.

Act as the point of contact between the executive and internal/external clients and staff.

Work closely and effectively with the executive to keep him well informed of upcoming commitments and responsibilities, following up appropriately.

Conserve executive's time by reading, researching, and routing correspondence; draft/create/edit letters, documents and presentations; collect and analyze information; initiate telecommunications; approve payroll.

Welcome guests and customers by greeting them, in person or on the telephone; answer or direct inquiries.

Prepare reports by collecting and analyzing information.

Maintain customer confidence and protect operations by keeping information confidential.

Maintain professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies.

Process documentation for departments and prepare for entry into electronic data storage system.

Ensure operation of equipment by completing preventive maintenance requirements; troubleshooting malfunctions; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques.

Maintain office supply inventory by checking stock to determine inventory level; anticipating needed supplies; evaluating new office products; placing and expediting orders for supplies; verifying receipt of supplies.

Coordinate and schedule business engagements, arrange for facilities, equipment and catering.

Provide historical reference by developing and utilizing filing and retrieval systems; recording meeting discussions.

Identify, number, and catalog documents into Bechtel Record Management System (InfoWorks/Documentum) per the company record retention schedule.

Prioritize conflicting needs; handle matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.

Organize material for meetings, presentations, and training sessions.

Provide discrete and confidential coordination of sensitive company information.

Secure information by completing data base backups.

Coordinate personnel moves.

Maintain financial security by following internal controls.

Prepare payments by verifying documentation, and requesting disbursements.

Maintain financial security by following internal controls.

Ensure financial records are maintained in compliance with accepted policies and procedures.

Make certain all financial reporting deadlines are met.

Prepare financial management reports.

Ensure accurate and timely monthly, quarterly and year end close processes.

Establish and monitor the implementation and maintenance of accounting control procedures.

Resolve accounting discrepancies and irregularities.

Continuous management and support of budget and forecast activities.

Document financial transactions by entering account information.

Reconciles financial discrepancies by collecting and analyzing account information.

Secure financial information by completing data base backups.

Update banking information.

Prepare for financial audit and coordinate the audit process.

Maintain financial security by following internal controls.

Prepare payments by verifying documentation, and requesting disbursements.

Calculating and checking to make sure payments, amounts and records are correct.

Verify items billed against items ordered and received and reconciles differences through follow-up with the vendor and/or other employees.

Issue invoices to customers.

Issue monthly customer statements.

Update customer files with issued invoices.

Post financial data to appropriate accounts in an automated accounting system.

BAKER HUGHES INCORPORATED April 2005 – August 2012

Executive Assistant (Human Resources)

In the role of Executive Assistant to Vice President and Director of the Western Hemisphere Total Rewards department independently accomplishing administrative support tasks in relation to the needs of the VP and Director of Total Rewards Benefits group that contributed to the overall perspective of the business.

Exercised administrative control to ensure Executive Directors are more productive by effectively maintaining calendars (exclusive control over Executive Director’s calendar/email), scheduling appointments, standard meetings (locally and globally), recurring meetings and customer meetings. Controled arrangement of domestic and international travel logistics and itineraries. Provided assistance on a personal level as needed. Obtained travel Visa’s as needed.

oPrioritized organizational need and negotiated with others adjusting meeting calendars to accommodate ever changing schedule.

oScheduled, planned, and organized all logistical details for in-house/off-site meetings which may include welcoming international visitors, arranging tours of our facilities and local area attractions. Also responsible for employee special event planning.

Processed and reconciled Travel & Living expenses and Procurement card expenses.

Examined expenditures to find possible cost savings before proceeding with order/agreement/payment.

oCoordinated work with administrative staff to ensure expenditures are in line with budget and all administrative tasks were completed.

Worked with HR Mangers to develop recommendations regarding Human Resources issues in corporate and regional offices.

Facilitated the employee’s on-boarding/exit process.

oCoordinated special projects for HR Director in relation to staffing, organizational alignment and recruiting.

Prepared and updated employment records related to hiring, benefits, transferring, promoting, and terminating

Processed personnel action forms and ensuring proper approval.

Provided discrete and confidential coordination of sensitive company information.

Created an Administrative Procedure Manual for the administrative assistant and receptionist staff to follow to ensure all administrative tasks/actions met the same standards.

Coordinated interviews/travel arrangements for globally disbursed applicants.

Maintained confidential files related to company personnel.

Processed retiree death claims which include working with the beneficiary and Life Insurance Company to process the death claim.

Serve as a liaison between the Life Insurance Company and beneficiary to resolve claim issues.

Administered retiree reimbursements for a grandfathered group of retirees.

Managed the International Health Insurance (IHI) inbox which included responding to inquiries regarding the IHI medical coverage and process enrollment forms submitted to the IHI inbox.

Reviewed and approved/declined IRP (International Retiree Plan) forms verifying employee information through SAP and Fidelity website; submitted decision to Fidelity for processing.

Serves as the liaison between Fidelity and the employee to resolve issues.

Processed Qualified Medical Child Support Orders, Medical Questionnaires and Employment Verification request.

Worked with employees to ensure court orders are executed timely and accurately.

Select and purchase ordered corporate apparel and items displaying company logo. Obtained and distributed major event tickets to employees/customers as tokens of appreciation.

Review and analyze payroll data and reports for accuracy, and resolve discrepancies to ensure accurate posting to payroll records.

Manage the printing and distribution of timecards and leave status reports.

Process payroll, payroll deposits and payroll adjustments.

Analyze cost control and provide financial information to support corporate goals.

Prepare, process, and track wage garnishments and child support orders.

Compile reports as required by management and government agencies.

Maintain accounts receivable documentation electronically and on paper.

Process employee exemption certificates, direct deposit and other deductions to update payroll records.

Prepare and process electronic transmission of payroll data such as pension, retirement, insurance and credit union payments.

Process and maintain records of employee leave status.

Maintain filing system for payroll and related records.

Prepare and direct processing of vouchers and deductions.

Assist in the coordination and interaction with federal, state and other agencies on issues pertaining to employee compensation or mandatory deductions.

Superior Wellhead Inc. April 1996 – April 2005

Executive Assistant

Served as the Executive Assistant to the President, Vice President, CFO and supervisor to (2) Administrative Assistants and Receptionist who supported the management and Sales team of the company.

Completed a broad variety of administrative tasks for the President, Vice President and CFO which included: managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries and agendas; and compiling documents for travel-related meetings. Obtained travel Visa’s and Passports as needed.

oPrioritized organizational needs and negotiated with others adjusting meeting calendars to accommodate ever changing schedule.

oScheduled, planned, and organized logistical details for in-house/off-site meetings which may include welcoming international visitors, arranging tours of our facilities and local area attractions. Also, responsible for employee special event planning.

oParticipated in leadership meetings to records action items and informs leaders on administrative agenda, special projects status and of any involvement needed on their part.

Interacted and engaged with individuals on all levels to resolve issues and communicated/presented views on behalf of The Executives.

oServed as the President’s administrative liaison to board of directors.

oAssists board members with travel arrangements, lodging and meal planning as needed.

oMaintained discretion and confidentiality in relationships with all board members.

Facilitated the employee’s on-boarding process with regards to: office space, badges, equipment, permissions/collects materials prior to exit interviews.

Coordinated special projects for the Executives in relation to staffing, organizational alignment and recruiting.

Arranged flights and accommodations for interview candidates and other non-employees when necessary.

Supervised two Sr. Administrative Assistants; distributed assignments and duties on daily or weekly bases.

Maintained multidimensional complex calendar events and created highly effective organized filing system

Booked conference rooms, arranged out of town conferences, travel and hotel accommodations

Drafted correspondence and conducted online research.

Served as a central point of contact for vendors. Created and maintained up-to-date organizational chart.

Monitored emails and replied on behalf of the the Executives.

Prioritized emails, received incoming calls, scheduled board and foundation meetings

Trained staff on procedures, processed bills and incoming mail daily.

Maintained strict confidentiality with sensitive information, financial documents, records and personal matters.

Managed the execution of meetings and events logistics including staffing accommodation, hospitality and production efforts.

Monitored costs and expense reports, negotiated vendor’s contracts.

Utilized discretion and judgment always in dealing with executive’s direct reports, as well as communication with customers and vendors via telephone and email.

Coordinated the communications and logistics of staff meeting, produced materials.

Provided personal assistance when needed.

Performed research, data collection, document generation as necessary to complete special projects and price quotes.

Process payroll and clear payroll GO accounts.

Maintained payroll information by collecting, calculating, and entering data.

Updated payroll records by entering changes in exemptions, insurance coverage, savings deductions, and job title and department/division transfers.

Prepared reports by compiling summaries of earnings, taxes, deductions, leave, disability, and nontaxable wages.

Determined payroll liabilities by calculating employee federal and state income and social security taxes and employer's social security, unemployment, and worker’s compensation payments.

Resolved payroll discrepancies by collecting and analyzing information.

Provided payroll information by answering questions and requests.

Maintained payroll operations by following policies and procedures; reporting needed changes.

Maintained employee confidence and protects payroll operations by keeping information confidential.

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