MARILYN PETTIGREW

Grand Prairie, Texas, United States

817-***-****

ad4r3f@r.postjobfree.com

Objective

Executive Administrative Assistant with 15+ years of proven success in providing comprehensive support to executive-level professionals. Dedicated and detail-oriented professional with a strong ability to manage multiple tasks and prioritize effectively. Seeking a challenging position as an Executive Assistant where I can utilize my extensive experience, exceptional organizational skills, and strong attention to detail to contribute to the success of the organization. Team player with excellent communication, driven and highly self-motivated.

PROFESSIONAL EXPERIENCE:

Streamlined Communications / Grand Prairie, TX / July 2023 – September 2023

Administrative & IT Support Specialist

Handle incoming and outgoing conference calls for quarterly/monthly organization meetings.

Receive and initiate conference calls using the designated audio-conferencing system.

Provide technical support and troubleshoot any audio or connectivity issues experienced by participants during conference calls.

Assist with organizing, coordinating, and facilitating smooth and effective conference calls, ensuring that participants have a positive and productive experience.

Greet participants joining the conference calls and verify their identity if necessary.

Assist participants with joining or leaving conference calls and provide instructions on using conference call features.

Manage participant lists, ensuring accurate recording of attendees and their roles during the call.

Acted as a point of contact for participants, addressing their questions, concerns, or technical difficulties promptly and efficiently.

Provide basic training and guidance on conference call procedures to new clients or those unfamiliar with the system.

Maintain accurate and detailed records of conference call activities, including call logs, attendance records, and any issues encountered.

Identify trends, recurring issues, or areas of improvement to enhance the overall conference call experience.

Potters House / Dallas, TX / August 2022 – June 2023

Executive Assistant

Managed and maintained COO's executive calendar/schedule.

Arranged and coordinated travel arrangements, including expense reports and visa/passport requirements.

Liaison between departments for reporting and submitting reports to senior leaders.

Monitored team deadlines and prioritized work accordingly to meet deadlines.

Generating and issuing accurate and timely invoices for products and services.

Providing comprehensive and timely reports to facilitate data-driven decision-making and organizational transparency.

Maintained high confidentiality of documents and information.

Prepared invoices, reports, memos, letters, financial statements, and other documents using word processing, spreadsheet, database, or presentation software.

Handled conference calls, including setting up and initiating calls, providing technical support, and troubleshooting.

Project management for special projects, planning and coordinating multiple presentations, disseminating information.

Read and analyzed incoming memos, submissions, and reports to determine their significance and plan their distribution.

Opened, sorted, and distributed incoming correspondence, including faxes and email.

Filed and retrieved corporate documents, records, and reports.

Prepared responses to correspondence containing routine inquiries.

Developed and maintained positive relationships with collaborating organizations and multiple internal departments throughout the organization to ensure appropriate communication throughout various entities.

Assisted with coordinating meetings, agendas, minutes, and records.

Fidelity Investment / Southlake, TX / January 2022-June 2022

Senior Representative, Brokerage Operations

Analyzed account applications and maintenance forms and coded brokerage accounts accurately and expeditiously while utilizing multiple systems.

Managed and reviewed documented client exception lists to ensure client-specific needs are met.

Handled conference calls, including setting up and initiating calls, providing technical support, and troubleshooting.

Maintained accurate and detailed records of conference call activities, including call logs.

Answered incoming calls in a professional manner, addressed inquiries, and provided assistance addressing questions and concerns.

Project management for special projects, planning and coordinating multiple presentations, disseminating information.

Participated in various projects and process improvement initiatives focused on improving the existing workflow, quality, efficiency, and policy & procedure (process improvement).

Maintained customer confidence and protected operations by keeping information confidential.

Ability to work effectively with minimal supervision as well as a team player contributes to a positive work environment.

Ability to prioritize and work effectively in a fast-paced environment with multiple deadlines and processes.

Cummins Sales & Service / Dallas, TX / June 2018 – June 2021

Office Manager/ Executive Assistant

Served as Branch Manager for the local office.

Provided support to Branch Manager and Vice President/Senior Management Team.

Ensured a positive customer experience with vendors, visitors, and all employee engagements.

Generating and issuing accurate and timely invoices for products and services.

Providing comprehensive and timely reports to facilitate data-driven decision-making and organizational transparency.

Overseeing the organization, storage, security, and retrieval of data to maintain data integrity, confidentiality, and accessibility for effective data-driven strategies and decision-making.

Managing timely and accurate processing of employee compensation, deductions, and benefits to ensure compliant and error-free payroll operations.

Provided administrative support and performed numerous duties, including scheduling, writing correspondence, emailing, overseeing visitors, routing callers, and answering questions and requests.

Worked independently and with teams on special and ongoing projects.

Handled conference calls, including setting up and initiating calls, providing technical support, and troubleshooting.

Maintained accurate and detailed records of conference call activities, including call logs.

Trained administrative assistants with special skill knowledge, procedures, and working with new clients.

Acted as a project manager for special projects, planning and coordinating multiple presentations, disseminating information, and organizing company-wide events.

Maintained confidentiality of all corporate, personnel, and research matters.

Maintained appointment calendar, coordinated and scheduled appointments and meetings.

Made travel, conference, and meeting arrangements and reservations.

Triaged telephone calls ensuring that correct action is taken without direction from the Manager.

Opened, read, organized, prioritized, and responded to mail or directed it to the appropriate area for response.

Organized and maintained files of supervisor's correspondence, records, etc., following up on pending matters.

Texas Health Resources Aetna (Contract) / Arlington, TX / June 2017 – July 2017

Executive Assistant

Managed workflow for incoming items to ensure that issues are directed to the appropriate area, particularly in Manager's absence.

Coordinated planning events, general staff meetings, and other related meetings.

Maintained appointment calendar and coordinated and scheduled appointments and meetings.

Made travel, conference, and meeting arrangements and reservations.

Triage telephone calls ensuring that correct action is taken without direction from the Manager.

Opened, read, organized, prioritized, and responded to mail or directed it to the appropriate area for response.

Organized and maintained files of supervisor's correspondence, records, etc., following up on pending matters.

Developed and monitored the budget for cost center(s).

Led special projects.

Authorized to approve expenditures up to the assigned dollar amount.

Drafted correspondence for Manager's final approval.

Exhibited the following Executive Assistant behaviors.

Willis Tower Watson (3 Month Contract Only) / Dallas, TX / March 2017 – June 2017

Pension Benefits Analyst

Prepared moderately complex benefit calculations and trust instructions.

Collected, manipulated, reconciled, and reviewed participant data, identifying and resolving issues as they arise.

Answered plan provision questions.

Exhibited the ability to perform advanced calculations or analysis and gain in-depth understanding of specific areas.

Worked cooperatively with other team members to ensure unified delivery of services.

Used thorough understanding of the plan design (e.g., coverage levels, and options, eligibility, enrollment/change, termination procedures).

Followed and updated documentation materials as directed.

Maintained complete and accurate work papers and audit trails.

Applied Professional Excellence concepts and used tools to ensure efficient and quality output/service delivery.

Adhered to plan documents and government regulations in administering plans.

Contributed to team discussions and training activities.

Trained and reviewed the work of less experienced Benefits Analysts.

Atmos Energy (3 Month Contract) / Dallas, TX / Aug 2016 – Dec 2016

Event Coordinator Assistant

Coordinated the scheduling of management planning sessions, general staff meetings, and other related meetings.

Maintained appointment calendar and coordinated and scheduled appointments and meetings.

Event representative coordinator supporting multiple teams simultaneously, executing multiple critical customers (stakeholders) and employee engagements (e.g., facility visits, large ceremonies) within and outside the United States.

Supporting senior team members with complex engagements by developing agendas and event production details, scheduling, managing logistics (hotels, transportation, catering, etc.).

Handled conference calls, including setting up and initiating calls, providing technical support, and troubleshooting.

Maintained accurate and detailed records of conference call activities, including call logs.

Trained administrative assistants with special skill knowledge, procedures, and working with new clients.

Acted as a project manager for special projects, at the request of the President, which may include: planning and coordinating multiple presentations, disseminating information, and organizing company-wide events.

Maintained confidentiality of all corporate, personnel, and research matters.

Cigna Health Spring / Tyler, TX / Jun 2014 — Jun 2016

Sr. Administrative Assistant/ Office Manager

Office Manager to new branch office

Assisted with preparing and coordinating multiple presentations for on-site manager reviews, disseminating information, and organizing company-wide events.

Maintained confidentiality of all corporate, personnel, and research matters.

Coordinated travel for senior managers.

Completed and submit expense reports for travel and business needs.

Scheduled and coordinated meeting space for staff and provider meetings between various departments.

Assisted with setting up meetings, conferences, and other virtual interactions (including WebEx setup, ensuring projector and/or other AV equipment is sourced and set up, etc.).

Handled conference calls, including setting up and initiating calls, providing technical support, and troubleshooting.

Maintained accurate and detailed records of conference call activities, including call logs.

Trained administrative assistants with special skill knowledge, procedures, and working with new clients.

Acted as a project manager for special projects, at the request of the President, which may include: planning and coordinating multiple presentations, disseminating information, and organizing company-wide events.

Maintained confidentiality of all corporate, personnel, and research matters.

Event representative coordinator supporting multiple teams simultaneously, executing multiple critical customers.

Triaged telephone calls, ensuring that correct action is taken without direction from the Manager.

Opened, read, organized, prioritized, and responded to mail or directed it to the appropriate area for response.

Organized and maintained files of supervisor's correspondence, records, etc., following up on pending matters.

Supported senior team members with complex engagements by developing agendas and event production details, scheduling, managing logistics (hotels, transportation, catering, etc.).

Utilized PeopleSoft to enter in new hires, onboarding, and process transfers, promotions, and terminations.

Assembled new hire information folder. Receive equipment prior to new hire starting.

Researched employee issues to include payroll and benefit questions and worked with appropriate company departments to resolve them by reviewing the company handbook and policies.

Supported administrative team with ordering and distribution of office supplies.

At Home Healthcare / Tyler, TX / February 2010- October 2010 & Jun 2013 – Feb 2014

Staffing Manager/HR Benefits Coordinator

Managed New employee orientation training and benefit enrollment for new hires (medical, dental, vision, life, flexible spending, and retirement benefits).

Assisted with counseling of employees regarding the use of benefits and enrollment process.

Coordinated background checks and pre-employment drug screens on candidates.

Maintained all employee benefit records, verified paperwork, printed reports as requested, filing, copying, faxing, and prepared mail as needed.

Conducted Benefit enrollment ~ (medical, dental, vision, life, flexible spending, and retirement benefits).

Assisted with counseling of employees regarding the use of benefits and enrollment process. Reviewed and analyzed pension benefit applications.

Utilized PeopleSoft to enter in new hires and process transfers, promotions, and terminations. Ensured all employee time punches in the timekeeping system were correct and electronically sent to Home Office.

Researched employee issues to include payroll and benefit questions and worked with appropriate company departments to resolve them by reviewing the company handbook and policies.

Recorded employee attendance, personal and vacation time, and reported all leaves of absence to the benefits department monthly.

Managed 401K Pension administration liaison between the company and John Hancock. Dealt with administrative officers to meet administrative requirements of pension plan operations.

Analyzed existing benefit plans and recommended plan changes and cost containment measures.

Assisted managers in absence; compare deduction reports, employee orientation, open enrollment, and employee relations and training.

Reconciled Invoices for our Vendor providers of benefits.

New Life Worship Center / Tyler, TX / Oct 2010 – Oct 2012

Adult Ministry Coordinator

Developed and coordinated adult programs according to the vision and purpose of the overall church ministry.

Provided coaching and training to leaders over adult programs on a weekly basis. Conducted quarterly leadership training.

Recruited & trained volunteer leaders as well as staff by building teams involvement for effective growth. Networked with churches in the community and other community leaders.

Planned & coordinated church events for Adult Ministries.

Event representative coordinator supporting multiple teams simultaneously, executing multiple critical customers (stakeholders) and employee engagements (e.g., facility visits, large ceremonies) within and outside the United States.

Supporting senior team members with complex engagements by developing agendas and event production details, scheduling, managing logistics (hotels, transportation, catering, etc.).

Oversees Adult Ministry Budget.

Provided assistance to Senior Pastor.

Texas College / Tyler, TX / Jun 2008 – Dec 2010

Executive Assistant to President/Academic Affairs Administrative Assistant

Managed calendar while scheduling office appointments, handled travel arrangements.

Reconciled all travel expenses and settled accounts for payment.

Scheduled and organized meetings for quarterly board meetings and yearly business conferences.

Booked host sites for conferences and directed reports (i.e., booking training rooms, pre-work, send pre-reads to participants) as required.

Attended staff meetings, tracked and followed up on action items, and managed invitations for guest attendees.

Event representative coordinator supporting multiple teams simultaneously, executing multiple critical customers (stakeholders) and employee engagements (e.g., facility visits, large ceremonies) within and outside the United States.

Supporting senior team members with complex engagements by developing agendas and event production details, scheduling, managing logistics (hotels, transportation, catering, etc.).

Typed and proofed all correspondence, documents, and reports while maintaining confidential records and files. Monitored fiscal budgets.

Worked closely with Sr. Vice Presidents, faculty staff & administrative team during executive board meetings while performing administrative tasks.

Prepared academic calendar of events, helped prepare semester and summer class schedules.

Worked closely with HR Director with hiring of candidates by meeting regularly to discuss upcoming recruitment for new hires.

Prepared purchase orders for faculty and staff, appointment setting, greeting the public, and assisting students.

Coordinated Graduation Commencements & Yearly Programs

EDUCATION

John Tyler High School - High School Diploma

University of Texas at Tyler - Psychology/Business Administration

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