Executive Assistant Administrative

Executive Administrative Professional

Accomplished Executive Assistant with diverse experience reporting to corporate officers. Responsibilities have included drafting correspondence, calendar management, travel management, office management, personnel supervision, budget, creation of business forms and promotional brochures, and ordering office supplies and equipment. Creative event planner with a reputation for high attention to detail and exceptional organization with the tenacity to successfully juggle multiple priorities.

Core Competencies

Office Management Project Coordination Budget Management Event Planning Event Management Travel Planning Calendar Management Visio Adobe Typing (80-90 wpm) Oracle Concur Windows Ten Key Microsoft Office Suite (Word, Excel, PowerPoint, Access, Project, Publisher, Outlook) Notary Public for the State of Texas

Professional Experience

CHARLES SCHWAB, Westlake, TX October 2021 – January 2024

Specialist, Administrative Services

This is a continuation of the previous position with TD Ameritrade. TD Ameritrade has been purchased by Charles Schwab which is currently downsizing.

TD AMERITRADE, Southlake, TX June 2016 – October 2021

Executive Assistant

Supported Managing Director and his team of six as well as brokerage operations Managers as needed.

Main contributor to the editing and creation of documents for the Legal Department.

Managed travel for all staff members.

Created documents and presentations for staff members.

Scheduled, setup, and managed vendor and staff events. Including an annual event in Omaha, NE.

Managed calendars, set up meetings (internal & external), worked closely with vendors, completed expense reports and drafted confidential correspondence. Created PowerPoint Monthly Reports.

Managed implementation of an awards system.

Ordered office supplies to ensure everyone had tools needed for their position.

Fulfilled miscellaneous requests and took on special projects as needed.

CRESCENT COMMUNITIES, Irving, TX. September 2015 to January 2016

Senior Office Assistant

Supported Senior Vice President (SVP), Financial Officers, Marketing Director. Acted as Office Manager.

Managed office security, cameras, and telephones to ensure they remained in working order.

Ordered office and kitchen supplies to ensure everyone had tools needed for their position.

Managed travel for all staff members.

Revised and updated entire filing system so that files were easier to locate.

Created documents and presentations for staff members.

Assisted with marketing for conferences and EXPO shows.

Managed calendars, set up meetings, worked closely with vendors, completed expense reports and drafted confidential correspondence.

Fulfilled miscellaneous requests and took on special projects as needed.

FIDELITY INVESTMENTS, Westlake, TX April 2008 to July 2015

Executive Assistant

Began tenure supporting two SVP and a Senior Manager all of whom retired during the first four years. Then retained to stay in the department supporting the entire Real Estate Group consisting of 20 people whom office around the United States.

Managed project contracts and balanced project tracking sheets to stay within budget for over 100 projects for two different project groups. Ensured that all invoices were paid within the yearly budget by working closely with Accounts Payable Staff.

Managed travel reservations and calendars.

Generated, compiled and assisted with reports, presentations, and budget documents.

Fulfilled miscellaneous requests and took on special projects as needed.

ASALLIANCES BIOFUELS, Irving, TX February 2007 to February 2008

Executive Assistant (Company relocated to S. Dakota in February 2008)

Supported five company officers to include the Chief Operations Officer, SVP of Operations and Business Development, VP of Project Management and Construction Services, VP of Technical Services, and VP of Quality, Safety & Environmental Affairs.

Arranged travel and managed calendars

Created presentations, company newsletters, drafted confidential correspondence.

Attended meetings and took minutes for distribution to the team.

Created policy / procedure template and managed the creation of the policy and procedure manual.

Created forms utilized company-wide.

Created a file system that made files more easily accessible.

ATC LOGISTICS & ELECTRONICS, Ft. Worth, TX May 2000 to September 2006

Executive Assistant

Reported to the President. Responsible for managing calendars for the President and VP of Operations, supported three Business Development Directors, scheduled meetings and travel arrangements. Assisted the Leadership Team of 15 people.

Prepared Sales Team for conferences and expo shows

Purchased promotional products and office supplies, reducing office supply costs over $100,000 annually

Budget preparation

Composed correspondence

Supervised administrative staff, streamlined office personnel of two people to work efficiently for over 30 people.

Functioned as event committee chairman for four years coordinating ten events per year.

Reduced cell phone costs over $55,000 annually.

Coordinated a customer event for over 50 people to include meetings, outings and dinners and organized a grand opening event for over 700 people to include media.

TEXACO, INC., Houston, TX October 1999 to May 2000

Senior Secretary (hired from Primary Staffing until relocated to Ft. Worth)

Reported to the GM, International Drilling. Responsible for making international travel arrangements, drafting correspondence, scheduling meetings, and ordering office supplies.

Coordinated safety training, included making reservations for dinner, hotel rooms, and car rentals.

Major projects included revamping the filing system and streamlining the Intranet Web Page.

Participated as a team member of the Contract Revision Committee.

Assisted approximately 20 Drilling Supervisors located internationally including acting as liaison when GM was out of office, making travel arrangements, and any general office work required.

PRIMARY STAFFING, Houston, TX March 1999 to October 1999

Administrative Assistant - Worked for several different firms in the Houston area while with this temporary agency including Texaco starting in May 1999.

ST. JOSEPH’S/CANDLER HEALTH SYSTEM, Savannah, GA November 1996 to 1998

Administrative Assistant

Reported to the VP of Medical Group Management and acted as liaison for Practice Managers, Physicians, and Patients. Supervised courier and clerical staff.

Responsible for overall day-to-day operation of the office accountable for operating within a set budget for supply costs.

Maintained schedules for the VP and the Director of Operations, drafted correspondence and presentations for training purposes.

Scheduled and attended meetings, sent reminders, and created informational packets for Manager’s Meetings, Physician’s Meetings, and Board of Directors Meetings using discretion.

Instrumental in creating policies and procedures for JCAHO accreditation.

Created forms used by the network and designed New Employee Orientation templates.

Responsibilities included major purchases such as furnishings and office equipment.

Coordinated office moves for administrative office and several physician practices.

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