Customer Service Executive Assistant
Resume:
SHARLA STUART
***** ********** * *****, ***. *** / Houston, TX 77029
**************@*******.***
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
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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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