SHARLA STUART

***** ********** * *****, ***. *** / Houston, TX 77029

832-***-****

aczkja@r.postjobfree.com

STRENGTHS

Administrative professional with over 20 years of experience in various fields

Skilled at efficiently managing an office environment, including proficiency in numerous computer applications, running office equipment, handling various administrative tasks and supervising a Support Staff

Recognized for a take-charge personality and the ability to make important decisions in a stressful environment, while keeping a sense of humor intact

Adept at handling confidential information with the utmost discretion

Productive in a team environment, as well as working independently

Able to get along with all types of personalities; comfortable working with executives and mid-level managers, as well as administrative and field personnel

SKILLS

MS Word

MS Excel

MS PowerPoint

MS Outlook

Ultipro (HRIS)

PeopleSoft

QuickBooks

Lotus Notes

CRM

Concur

Internet Proficiency

Typing (65 wpm)

SharePoint

EXPERIENCE

08/2016 – 02/2017 Interfaith Ministries for Greater Houston – Houston, TX

(contract) Executive Assistant to the President & CEO (contract position through temp agency)

Duties include, but are not limited to:

Handling all CEO’s day-to-day administrative functions including efficient management of high priority meetings, including virtual meetings, and preparation of presentations and reports.

Fielding and prioritizing incoming phone calls, handling accordingly and closing the communication loop with the CEO.

Acting as a host to clients, colleagues, board members, donors and members of the community while ensuring that people who need access to the busy CEO are taken care of before, during and after their meetings.

Proactively developing systems of communications and conserving the CEO’s time by anticipating his needs; this includes reading and research, routing correspondence, drafting letters and documents, collecting and analyzing information, as well as initiating daily “downloads” with the CEO and after meetings to ensure delivery of his promises.

Booking travel, then tracking and processing business expenses including mileage and other reimbursements that need to be organized and easily accessible at all times.

Supporting the Executive Team and attending all C-Suite meetings.

Supporting CEO’s management activities maintaining appropriate confidences.

Coordinating schedules and communications between and among Board of Directors and CEO.

Performing all duties related to Board activities including scheduling and planning of meetings, taking minutes, compiling reports, preparing presentations, providing materials and information, ordering food and serving as host.

Maintaining Board minutes, records, rosters, reports, etc., as directed by CEO and Board Secretary.

Ordering office supplies, stationery and promotional items for department.

Issuing birthday greetings to staff from CEO by preparing small gifts and cards.

Assisting the Chief Operating Officer as requested (approximately five hours per week).

Assisting the CEO with milestone planning, detail and deadline management.

Communicating proactively, asking questions and experimenting with systems & processes until the best way to optimize the relationship with the CEO is found.

Coordinating special projects between internal and external participants.

Performing any other duties necessary to ensure the organization is running as smoothly as possible and the CEO is where he needs to be and prepared for all activities.

11/2015 – 08/2016 Worked various temporary assignments as an Executive Assistant while searching for

the right permanent position

Sharla Stuart, continued Page 2

01/2015 – 10/2015 Universal Weather & Aviation – Houston, TX

Executive Assistant to the Senior Vice President, International Division

Duties included, but were not limited to:

Coordination of Outlook calendar for Senior Vice President, including working with other executives’ assistants and their calendars, as well as booking conference rooms and scheduling catering

Travel arrangements for Senior Vice President, Director and other departmental employees

Processing expense reports for Senior Vice President and myself

Handling telephone calls for Senior Vice President

Coding and processing invoices

Updating business unit Organizational Charts

Creating PowerPoint presentations for Board Meetings

Ordering office supplies for department

Miscellaneous clerical and organizational tasks including processing international FedEx shipments that require Customs forms

11/2010 – 01/2014 Key Energy Services – Houston, TX

Executive Assistant & Training Coordinator (see position-specific dates, below)

(12/2011 – 01/2014) Executive Assistant to the Vice President, Global Sales & Marketing

Duties included, but were not limited to:

Coordination of Outlook calendars for Vice President & Sales Manager

Scheduling conference rooms and meetings in Outlook

Travel arrangements for Vice President and Sales Team

Setting up vendors then processing and coding invoices for each

Verifying expense reports for accuracy before managers sign-off (for the entire department)

Assisting Vice President with expenses and mileage reports

Processing Vacation and PTO requests for department

Setting up new departmental employees; included processing request forms for network accounts, hardware/software and communications equipment, as well as ordering business cards, company credit and fuel cards, and setting up Runzheimer mileage accounts for Sales Team

Registering and coordinating participation of group events and processing payments for such (clay shoots, hunting trips, various industry events)

Maintaining and tracking department’s ticket inventory and allocations (Houston Livestock Show & Rodeo, Texans football, Astros baseball, Cynthia Woods Mitchell Pavilion events, etc.)

Updating marketplace organizational charts and customer account information

Creating PowerPoint presentations utilizing marketing materials for various industry events

Ordering office supplies for department

Miscellaneous clerical and organizational tasks as needed

Serving as Secretary on the Key Charity Committee; this also included participating in the planning and execution of charity events, attending various charity events throughout Houston and assisting in the annual budget planning for the committee

(11/2010 – 12/2011) Training Coordinator

Duties included, but were not limited to:

Preparing all necessary materials for trainers & training participants

Creating & tracking safety badges for employees in the field

Registering employees in computer-based learning system & assigning them to pertinent courses; tracking & reporting employees’ compliance in required courses

Providing technical support for company-wide computer-based learning system

Tracking domestic & international new hires & providing reports when requested

Scheduling & coordinating all aspects of bi-weekly New Employee Orientations for corporate office

Tracking & categorizing all departmental expenses in custom spreadsheet for budgeting purposes

Ordering, monitoring & maintaining office supplies for the department

Various administrative tasks including handling all FedEx shipments for department

11/2005 – 06/2010 Hughes Transportation & Technology – Houston, TX

Office Manager

Duties included, but were not limited to:

Creating all master forms & documents

Creating Load Confirmations for customers, then following up on each (verifying timely delivery of freight, resolving problems, etc.)

Sharla Stuart, continued Page 3

Turning completed Load Confirmations into Invoices and sending them out to customers

Tracking all invoices sent, customer payments and money owed to carriers and vendors

Processing weekly Accounts Payable

Advising CFO of seriously delinquent accounts

Handling confidential matters for the President & CFO

Ordering, monitoring and maintaining office supplies

Supervising a Customer Service Representative

Proofreading most outgoing correspondence

Other administrative tasks including answering telephone calls and routing accordingly, opening and routing daily mail, internet research

Customer Service via telephone

10/2004 - 06/2005 Resource Optimization, Inc. – Knoxville, TN

Executive Assistant to the President

Duties included, but were not limited to:

Handling confidential matters for the President

Scheduling and coordinating meetings for President

Typing memos, letters & general correspondence

Planning and coordinating all company functions, including ordering refreshments for meetings & trainings

Creating ads for trade magazines

Negotiating advertising rates with magazine publishers and online recruiting firms

Handling all aspects of various trade show preparations (including booth design and ordering, preparing marketing materials, researching trade show visitors and exhibitors)

Ordering, monitoring and maintaining office supplies

Producing and expediting employees’ Expense Reports

Handling travel arrangements

Maintaining the company’s Contacts Database

Programming company telephone system, including employees’ user-preferences

Creation and maintenance of employee extension lists & email addresses

Performing basic maintenance/troubleshooting of standard office equipment

Handling office shipments & mailings (utilizing FedEx, DHL, US Mail)

Various administrative tasks including proofreading most outgoing correspondence, answering telephone calls and routing accordingly, opening and routing daily mail, internet research, other general office duties as needed

11/1999 - 07/2002 Duke Energy International – Houston, TX

Legal Secretary II & Executive Assistant to the Senior Vice President & General Counsel

Duties included, but were not limited to:

Handling confidential matters for the Senior Vice President & General Counsel

Scheduling & coordinating meetings for Senior Vice President, in-house attorneys & visitors, including ordering catering and scheduling audiovisual equipment

Maintaining Vice President’s calendar (electronically)

Training new hires within the department

Reconciling monthly American Express statements

Producing & expediting employees’ Expense Reports

Handling extensive travel arrangements for VP & attorneys (domestic & international)

Coordinating conference calls & Staff Meetings

Maintaining the department’s Contacts Database

Back-up Reception relief

Tracking employee attendance & submitting monthly timesheets for each

Organizing social events for the department

Keeping track of attorneys’ continuing education requirements & updating their bar card information for various states

Coding incoming invoices for the Accounting Department

Renewing trade magazine & newspaper subscriptions

Creation & maintenance of employee extension lists

Various administrative tasks including typing letters, memos & general correspondence, ordering office supplies, answering telephone calls & routing accordingly, greeting the department’s guests & escorting them to their destinations

Sharla Stuart, continued Page 4

12/1997 - 11/1999 Genesis Telecom, Inc. – Houston, TX

Office Manager

Duties included, but were not limited to:

Handling confidential matters for the CEO, President & Vice President

Creating reports for the CEO, President, VP & Sales Staff, including spreadsheets & graphs

Interviewing, hiring, training & supervising a Support Department of four, including maintenance of personnel files, planning & chairing weekly meetings, goal planning & delegating clerical tasks to support a 50-person office

Creating all master forms & documents

Organizing social events for the company, as well as for the President personally

Developing a quarterly client newsletter & a semi-annual internal newsletter

Scheduling & coordinating meetings for executives

Customer Service via telephone

Maintaining client & employee databases

Ordering, monitoring & maintaining office supplies

General accounting duties

Creation & maintenance of employee directory & extension lists

02/1992 to 11/1997 Universal Weather & Aviation, Inc. – Houston, TX

Reservations Agent (Crew Accommodations)

Duties included, but were not limited to:

Arranging world-wide hotel bookings for corporate aircraft crews via telephone & written communication

Heavy data entry documenting every detail of each transaction, phone call, etc

Customer Service via telephone

Maintaining & updating world-wide Hotel Database & Client Preference Database

Misc. clerical duties (faxing, filing, making Xerox copies, etc.)

EDUCATION

09/2006 – 01/2007 The Center for Advanced Legal Studies – Houston, TX

FIELD: Paralegal Studies – Completed several courses towards an Associates Degree

08/1989 - 06/1990 Tri-County Technical School – Eldon, MO

FIELD: Business & Office Technology – Received a Certificate of Completion

June 1990 Eldon High School – Eldon, MO

FIELD: High School Diploma

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