Denise Piña 254-***-**** ad29t3@r.postjobfree.com – Carrollton, TX 75006

SUMMARY: Texas Notary, Gatekeeper, experienced Senior Executive Assistant for C-level Executives and Program Managers. Startup company experience; In a fast-paced corporate environment and with small businesses. Managing Office Director, Leadership, I’ve managed 5 employees, a strong independent work ethic and as part of a team. High levels of confidentiality; highly motivated; time management skills; financial management; positive attitude; excellent customer service skills; strong analytical skills; organizational skills; attention to detail; the ability to prioritize work; great interpersonal skills; anticipates needs of the C-Suite team for maximum efficiency; ability to work well under pressure, effective problem solver and decision maker, notarize documents and sees tasks through completion; excellent written and oral communication skills; the ability to manage a variety of situations and tasks; multi-task, an outgoing personality; Proposal / Presentation Development; strong computer skills-Microsoft Office Suite, Word, Excel, Access, PowerPoint, Outlook, Chrome River, SAP, Google Suite, WebEx, Zoom, Google Duo, Workday, Lawson, Projecto, Ariba, QuickBooks, Concur & BCD Travel – domestic & international, Oracle - iProcurement & iExpense - Expense Report Processing, Insurance Brokers, Purchase Orders, Budgets, SharePoint, Prolog, Yardi, Research, OneNote, Adobe Pro, SameTime, SalesForce, Calendar Scheduling, Meeting Planning /Facilitation, Car rental, Hotel arrangements, Monthly Holidays, Anniversaries and Birthdays and Event Planning.

EDUCATION - Texas State Technical – Computer Science – Waco, TX 76708

EXECUTIVE ASSISTANT - Labinal, Inc. - Safran Electrical, Denton, TX – 05/2009 to Present

Manage the day-to-day operations of the office and provide high-level executive support to the CEO, COO and Executive team.

Anticipates needs and commitments of the CEO; communicates directly and on behalf of the CEO with the Executive team, their staff and other business partners.

Manages the CEO’s and C-Suite and Executive Team schedule. Accurately and efficiently organize meetings and appointments according to CEO’s preferences. Serves as a liaison, initial point of contact, and gatekeeper.

Manages complex calendars for Senior C-Level, worked across time zones.

Ability to think outside of the box with a sense of urgency.

Project management coordination support and manage a variety of special projects/presentations.

Ensures security and confidentiality of sensitive and/or protected information.

Scheduling and preparing materials for staff meetings; taking and ensuring next steps are communicated and implemented.

Support Senior C-Level Management in creating executive-level reports and presentations; Collect information from various Senior C-Level Management and department heads, consolidate information and create status updates.

Created, designed and develop the assembly of high-level PowerPoint presentations featuring tables, graphs, charts and materials using word processing, slide graphics, spreadsheet and database software applications and report documents for executive staff.

Review documents with executive staff to discuss formatting changes and edits to presentation documents for weekly business meetings. Prepare statistical reports, edit presentations and compile data for analysis.

Worked with senior management to initiate new projects and assist in various processes.

Manages travel for Senior C-Level and staffs' complex and frequently changing travel arrangements using BCD Travel - domestic and international.

Oracle - iProcurement and iExpense reports.

Purchase Orders, maintain Daily, Weekly and Monthly Reports for extensive and detailed client data presentations.

Maintain TACK Clocks for Operations; Database management using Access tracking of electrical wire harnesses.

Notarized documents; performs various tasks contributing to office organization and efficiency.

Birthdays, Anniversaries announcements and Holiday celebrations and Special Event planning for the company.

Maintained office supplies inventory; Negotiated the purchase of office supplies for the operation department.

Ordered Client and In-house catering luncheons and dinners.

EXECUTIVE ASSISTANT - EE Reed, Dallas, TX – 08/2007 to 05/2009

Manage the day-to-day operations of the office and provide high-level executive support to the CEO, CTO, CFO, VP Business Director, Executive Team, Project Managers and Project Engineers.

Provide administrative support for the CEO, CTO, CFO and VP Business Director and Executive Team with meetings, Calendar management, schedules, Hotel, Car rental, Travel arrangements and Expense reporting using Concur, additional ad hoc requests for the C-Suite and Executive Team.

Schedule and coordinate conference calls. Composing Memos and Agendas; updating contact lists and email distribution lists.

Ensures security and confidentiality of sensitive and/or protected information.

Scheduling and preparing materials for staff meetings; taking and ensuring next steps are communicated and implemented.

Assist and develop the assembly of PowerPoint presentations and materials; Prepare statistical reports, edit presentations and compile data for analysis.

Maintain complete confidentiality in all matters regarding employee information, such as performance reviews, bonus incentives and payouts.

Perform various office management tasks, as well as special projects as assigned.

Process weekly payroll from timecards; Maintain Daily reports and Weekly Safety Meeting reports.

Reviewed employment applications to evaluate qualifications. Informed applicants of job duties and responsibilities and compensation. Coordinate and organize new employee hire/benefit packets, terminated files, and I-9.

Coordinate hiring packets are properly completed; verifies personnel documents required for employment.

Supervised and coordinated overall administrative activities for the Office; Supervised the maintenance of office areas and equipment. Distribute building access keys and badges.

Provided project coordination support and manage a variety of special projects.

Assembling proposals and contracts; ensuring contracts were completed properly and received in a timely manner.

Assist in preparing plans for the Subcontractors to pick up for bidding purposes.

Workday; Assist with monthly financial tasks, such as invoice processing - Process Accounts Payable in a multi-system – Prolog and Lawson receiving, verifying and data entry of invoices.

AIA Pay Applications, Contracts, Contract Invoices, General Invoices- Prolog, Lawson.

General conditions (Vendors) coded and processed to payment.

Subcontractors' Certificate of Liability Insurance, Verified Certificate of Liability Insurance using AM Best website.

Created Change Orders per Project Manager; experience with document control, change orders, submittals and cost tracking.

Create and submit Monthly Owner Pay Applications; Create and maintain project directories and files.

Created Contract Invoices from Subcontractors Pay Applications and Suppliers.

Track Subcontractor payments and lien waivers.

Manage Subcontractor's setup and requirements. Purchase Orders, Transmittals, Submittals - Register, track, package processing, log and file.

Provide administrative support to our project managers and meet all assigned project deadlines.

Strong interpersonal skills for communication and collaboration between departments; excellent organizational skills, providing quality customer service.

Birthdays, Anniversaries announcements, Holiday and Special events.

Manage petty cash up to $5000

Managing relationships with 3rd party vendors; Handling internal and external donation requests.

Maintained office supplies inventory; Negotiated the purchase of office supplies, equipment and furniture for the office.

EXECUTIVE ASSISTANT / MANAGING DIRECTOR - Razorback Construction – Realtor Developer Fort Worth, TX – 03/2003 to 07/2007

Manage the day-to-day operations of the office and provide high-level executive support to the CEO, CFO, Executive Team and in-house legal department.

Provide administrative support for the CEO, CFO and Executive Team with meetings, Calendar management, schedules, Hotel, Car Rental and Travel arrangements and Expense reporting using Concur and handle special projects.

Assist with hiring events; Assist recruiting - new hire orientations, compiling all new-hire data. interviews and coordination.

Daily entering new and updating employees’ information; Organize all employment files.

Ensure all employees complete all required paperwork; Ensure all documents are scanned into the file management system.

Completing and distributing daily and weekly reports to C-level management and managers.

Liaison with department managers and security for the badging process for building access and timekeeping

Supervise employees; Administration of benefits, assisting with recruitment, staffing and on-boarding.

Managed weekly payroll; employee payroll data from timecards; Maintain certified subcontractor’s payroll information.

Process employment application to evaluate qualifications; employee rate of pay, absences, attendance and hours; employees’ performance and evaluations; informed applicants of job duties and responsibilities. Post list of opened job vacancies.

Coordinate and organize new employee hire/benefit packets, terminated files and I-9 are properly completed and employment verification; Maintain complete confidentiality in all matters regarding employee information.

General Invoices -process Accounts Payable in a multi-system – Prolog and Yardi receiving, verifying and data entry of invoices; QuickBooks - Invoicing, accounts receivable and accounts payable. Receive and code project invoices.

Purchase Orders; Track and update logs for change orders, submittals.

Review Draws against the Subcontract Schedule to ensure what the Subcontractor is requesting for payment has not been previously drawn and filed in the appropriate Subcontractors’ folder.

Maintained office supplies inventory; anticipating needed supplies; Negotiated the purchase of office supplies for the company. Ordered Client and In-house breakfast, luncheon and dinner.

Birthdays, Anniversaries announcements, Holiday and Special events.

Manage petty cash and budget.

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