PHYLLIS

HARPER

ad15o4@r.postjobfree.com

832-***-****

SKILLS

Visitor Greeting

Meeting Minutes

Data Research and Compilation

Critical Thinking

Budget Preparation

Microsoft, 2010, 2013 and 365

Google Docs, Calendar

Video Conferencing Software/Zoom/Skype

Concur Suite Software

Meeting Agenda Preparation

SAP

Customer Service

Bookkeeping and Basic Accounting

Oracle and Concur Software

Document Filing and Retrieval

Reports and Financial Statements

Travel Arrangement Coordination

Executive Schedule Management

Executive Presentations

Verbal and Written Communication

Record keeping and Documentation

Calendar and Scheduling Software

Decision Making

Correspondence and Memos

Problem Solving

Goal Minded

Oracle E-Business Suite Financials

Analytical Thinking

Creative Thinking

Canva Experience

Focused and Determined

Honest and Ethical

EDUCATION

Queens Community College

New York City, NY

Associate of Arts: Business Administration

PROFESSIONAL SUMMARY

Skilled Senior Executive Assistant that takes pride in the professional quality of work and having an uncompromising determination to achieve excellence in everything undertaken. work highly energetic, organized and a detailed administrative professional providing skillful support to senior executives. Dedicated, focused, and able to prioritize to complete multiple tasks in achieving projects deadlines. Take on challenges with a can-do attitude using communicating, proactive, problem-solving and administrative skills. Driven and resourceful administrative professional with 15 years of experience assisting with work of high-achieving executives. Track record supporting professional needs with well-organized precision. Successfully manages high-volume workloads in rapidly changing environments. Always open to learning more and growing which will benefit me in endeavors to become successful in a new position. Assurance that due to many years of administrative support, I am an asset and not a liability to any company that gives me an opportunity to prove it.

WORK HISTORY

Citigroup Inc - Sr. Executive Assistant

Houston, United States • 04/2017 - Current

Investment Banker administrative support for 12 bankers

Organized and logical travel arrangements to ensure there are no incidents

Remain available to communicate if any changes arise

Ownership of bankers' calendars

Actively invoiced in the set-up of client meetings and logging in client meetings

Proficiency in setting up calls, dealing with conferences and event logistics

Take precise and clear messages and communicate to bankers in a timely manner

Build trusting relationships with clients through written and verbal communication

Process expenses using Concur, understanding all the platforms to have them processed and approved timely

Responsible and effectively reconcile bankers' corporate cards through CitiManager platform

The P2P system is used for invoice processing, ordering supplies and pulling reports

Clear and precise meeting invites and conference arrangements

Resourceful in knowing the steps it takes to process invoices and having them paid timely

For example, who to contact, what each vendor allows, is it 30-60 day pay period and staying on top of any changes to the process

When supporting 12 staff members you learn to become very flexible by accommodating each request quickly and efficiently

Broussard Partners & Assoc/St. Hope Foundation - Administrative Assist/Executive Assistant

Houston, TX • 06/2016 - 02/2017

Temp assignment to both companies

Executed all aspects of office functioning efficiently and effectively

Answered phone and took precise messages

Updated accounts receivable and payable, updated cases in Star Audit, and updated timesheets

Arranged GoToMeetings and made conference travel arrangements

Responsible for travel, meetings, taking minutes, conference, google docs, calendar management, and marketing initiatives

Communicated with Board members to keep them abreast of meetings and special events

Organized logistics and materials for each meeting, arranged spaces and took detailed notes for later dissemination to key stakeholders.

Parker Drilling Corporation - Executive Assistant

Houston, TX • 02/2014 - 10/2015

Provided administrative support to CAO/General Counsel, interacted and handled requests for Leadership Team, Compliance, Legal, HSE, Risk Management, Global Security, Human Resource, and Marketing

Liaison to board members; making sure all appointments, meetings requests, board retreats were handled efficiently and expeditiously

Daily upkeep of CAO/General Counsel calendar, scheduling appointments; ensured that there were no conflicts

Entrusted to respond to emails when CAO was not available

Challenges faced and handled daily to keep CAO/General Counsel abreast of all activities within all departments

Reached out to CAO direct reports to keep them informed of timeframe for budget reports

Organized Annual Stockholders meetings

Responsible for booking location, security, handouts, sign-in sheets

Trusted with highly confidential material when preparing for SEC filing

Knowledgeable of 10-K, 10-Q, Proxy Statements and the importance of proofreading or obtaining signatures for final printing

Participated in webcasts, communicated with PR Newswire

Confidentiality was critical in this position due to numerous subjects and contacts involved

Handled files of acquisitions and special projects with code names

Sent out invites related to Corporate Governance, Audit, and Compensation meetings

Counting practices used to code and input information in Oracle for processing

Quick learner of policies, procedures, and learning culture of companies

Coordinated domestic and international travel arrangements, flight, hotel and car service

Continuous communication with board members; answering their questions, directing them to appropriate person

Used Board Vantage to upload, create folders and submit documents to Board members

Organization skills used daily to have work processed without any incidents

Processed expense reports from P-Cards and check requests

Used word processing daily to create letters, memos and proofread correspondence

Facilitator for Board Retreats

Researched to find a location and once selected handled every aspect of the event

Organized activities, assisted in location for dinner and menu selection, prepared material, made changes when requested

Stayed onsite at Board Retreats and handled all requests from CEO, CAO, CFO and Board Members

Obtained and requested materials from executives to upload into Board Vantage in a timely manner for Board members to review prior to meetings

Assisted in budget input and monitoring by reviewing budget reports in Hyperion

Research and input data for presentations

Participated in holiday events, arrangements, and volunteer at different charities, Ronald McDonald House, United Way and American Heart Walk.

NCI Group, Inc - Executive Administrative Assistant

Houston, TX • 08/2008 - 01/2014

Provided administrative support to V.P

Of Corporate Marketing, Creative Director and Brand Managers, as well as support staff

Interacted daily with executives, salesperson, customers, internal departments, vendors and co-workers in a professional manner, for overall success of marketing initiatives using my administrative, communication, presenter and listening skills

Ensured that requests from stakeholders were handled respectfully and discreetly for successful outcomes

Processed Amex expense reports using GERS system for department in a timely manner

Prioritized workflow in case of unexpected interruptions

Managed executives and brand managers' calendars using Outlook

Scheduled meetings, canceled meetings, inviting attendees, updating appointments, conferences, video conferences and other features

Processed weekly calculation of vacation, sick and PTO time for marketing team; inputting data into Datamatics payroll system

Responded to emails, making sure they were answered in a timely manner for the V.P of Marketing and support staff

Screened phones, took messages thoroughly, and forward them to appropriate person

Established relationships with account executives of magazines, billboards, promotional items and radio stations to make sure our requests were expedited

Coordinated flight and hotel travel arrangements, both domestic and international correctly

Organized events and training sessions held; met and visited with venue representatives

Also, had input on food and beverages served

Created table cards and name badges for events

Participated in decision-making of new employees and orientated them in office policies and procedures

Received sales leads via email; input data into Excel, sorted by location and forwarded to regional managers

Compiled data for budget reports; created spreadsheets with total amounts of invoices in correct accounts, making sure we did not go over amount allocated

Reports were sent weekly to VP and CFO of components division

Supported business development team in market research to create market analysis reports using the internet, and Hoover research application

Collaborated in edits, proofing and binding of investor presentation for CEO, using Power Point.

Nsoro Corporation - Administrative Assistant/Project Assistant

Houston, Texas • 01/2007 - 01/2008

Assisted project managers and worked within a team environment to carry out a full range of project deadlines

Communicated with project managers when asked about budgeted equipment for projects

Also, performed accounts receivable duties for various projects including reconciling sales orders, cost budgets, billing, and invoicing

Assisted executives with detailed project schedules, which included administrative tasks

Made travel arrangements and handled executive calendar

Trained and supervised team in setting up purchase orders in Oracle program

Resolved any invoice or purchase order discrepancies

Created essential Discoverer reports for executives

Assisted Controller with schedule of meetings, conferences and travel arrangements

Implemented changes in preparing reports that improved time-management

Created URR Report (Un-invoiced Receipts Reports) making sure it was reconciled by end of day

This report was essential and had to have correct information so billing could take place in the same week; time-management was an essential factor

Reconciled sales order totaling in millions so that projects were funded correctly.

AFFILIATIONS

Administration: Office Managers, Executive Assistants, AAs - Administrative Assistant Office Professionals, AAOP Personal Assistant and Office Manager, PAOM

COOKING

Looking at cooking channels and trying out new dishes.

WALKING

Morning walking are the best! They are invigorating and causes your blood to flow benefiting every area in your body.

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