Executive Team Assistant

Results-oriented and seasoned professional with over 20 years of diversified experience in fast-paced corporate environments. Demonstrated expertise in executive support, including extensive experience supporting C-level executives. Adept at managing a high volume of tasks and projects with minimal guidance, responding with appropriate urgency to situations requiring quick turnaround, and maintaining a high level of integrity and discretion when handling confidential information.

Possesses a strong background in project management, event coordination, office administration, and personnel management. Consistently meets objectives by delivering work that is thorough, accurate, and meticulously organized. Highly adaptable with a proven ability to work independently, exercise sound judgment, maintain confidentiality, and anticipate needs effectively.

Hobas Pipe USA, Inc. March 2024-Present Executive Assistant to CEO & Executive Team

Coordinate and manage calendars for the executive team, including scheduling meetings, appointments, and travel, while proactively resolving any scheduling conflicts.

Serve as the primary point of contact for the executive team.

Translate documents, presentations, or speeches for the executive team.

Organize weekly executive meetings and other team meetings, including preparing agendas, arranging meals, and providing necessary materials.

Meet regularly with the executive team and update the CEO on quarterly goals progress.

Manage extensive travel arrangements for the executive team.

Assist with special projects as assigned by the executive team.

Coordinate events with internal and external stakeholders.

Houston Hispanic Chamber of Commerce May 2023-October 2023 Executive Assistant to President & CEO

Coordinate and manage the CEO’s complex calendar, including scheduling internal and external meetings with stakeholders such as CEOs, elected officials, and candidates.

Manage the CEO’s email, including responding to internal and external communications on behalf of the CEO.

Work closely and effectively with the CEO to keep her well-informed of upcoming commitments and responsibilities, following up appropriately.

Exercise high emotional intelligence and effectively work with a variety of personality types.

Conduct research, gather information, and prepare meeting agendas, meeting minutes, reports, and presentations as required.

Manage ad hoc projects, initiatives, and assignments.

Proactively identify areas of improvement by streamlining processes and implementing solutions to enhance overall productivity.

Maintain ongoing reports, databases, trackers, and files.

Train and mentor other counterparts as needed.

Prioritize conflicting needs, handle matters expeditiously and proactively, and follow through on projects to successful completion, often under deadline pressures.

Schedule, coordinate, review, and send edits for all media interviews for CBS, Univision, Quest, and Audacy, reaching an audience of over 1.5 million every month.

Create social media content for weekly airings on CBS, Univision, and Audacy television and radio.

Kelsey Seybold January 2022- May 2023

Executive Senior Administrative Assistant - Sales Department

Arrange and coordinate meetings with internal and external stakeholders, including members of the management team, physician leaders, health system leaders, community representatives, clients, and vendors.

Proactively build and foster positive relationships with patients/customers, coworkers, and management to enhance the value of services delivered.

Prepare, edit, and/or design correspondence, presentations, invoices, and reports, and take meeting minutes using MS Suite.

Create and implement new agent onboarding for Broker channel agents.

Develop onboarding/offboarding processes and documentation for new sales employees.

MD Anderson Cancer Center October 2019-November 2021 Senior Administrative Assistant

Acted as the focal point for five faculty members, including the Department Chair, MR Lead, and CT Lead.

Implemented and spearheaded various protocol documents for the new department, including Leave Protocol, Weekly Conference Tasks for Faculty, and Virtual Meeting Guide.

Maintained weekly group tracking for onsite employees during the Covid pandemic.

Collaborated in creating the weekly trainee schedule for Baylor residents and UT fellows.

Responsible for maintaining faculty CVs, FRP, licenses, certifications, CME, and RME records.

Served as the timekeeper for the department.

Led the Wellness Committee for the division, presenting various topics at bi-weekly townhalls, hosting events, and collaborating with the committee to continuously add value.

Held a ProCard for the department.

Volunteered and took on screening shifts during the peak of Covid.

Nutrition by Crave Fitness, LLC July 2011- May 2019 AdvoCare Intl.

Ranked in the top 10% company-wide.

Developed the business market for products nationwide, with a specific focus on the Hispanic market.

Created and executed ongoing product, business development, sales, and leadership trainings.

Earned incentive trips in 2017, 2018, and 2019 by achieving over $30,000 in sales within a 6-month period.

Provided a structured onboarding process for team members on self-generating leads and hosting promotional events.

Worked collaboratively with internal and external partners to achieve sales goals.

Shell Oil Company (Inc.) June 2003- September 2016 Human Resources Policy Associate

Provided backup support for other policy team members and the Senior Human Resources Administrative Assistant to the VP of Human Resources.

Coordinated Retirement Planning and Financial Planning seminars across various locations.

Created and processed financial invoices for over 35 vendors monthly.

Led and coordinated logistics for site-wide events, including the Go Texan and SHEN Hispanic Heritage events, with over 300 attendees.

Implemented the use of the StarCite tool to eliminate unnecessary practices and ensure accurate registration for financial and retirement seminars.

Streamlined the invoicing process for over 60 vendors.

Conducted high school student interviews for hiring across various departments within Shell.

Assisted in streamlining the Metro bus process and facilitated its handoff to the service desk in Manila.

Shell Oil Company (Inc.)

Administrative Assistant-US Latin America Tax Group

Provided comprehensive support, filling in for the loss of two administrative assistants who were not replaced.

Created and maintained systems for IRS correspondence, audit/waiver/payments, officers/directors listing, customs, and corporate revisions.

Analyzed and composed notices for the indirect advice team.

Developed and maintained reports, charts, graphs, and other documents for tax teams using various word processing tools.

Shell Global Solutions Inc.

Administrative Assistant- Operations & Excellence/Oil Conversion Consultancy Department

V.P. of Shell Global Solutions Inc.

Managed entrance, transfer, exit, and retirement processes for employees.

Organized extensive travel arrangements for executive management, ensuring all details were meticulously planned.

Reconciled invoice and expense reports to maintain accurate financial records.

Maintained a daily group tracking system to ensure compliance with company requirements.

Created and maintained essential documents including employee onboarding materials, a Live Meeting cheat sheet, and a hurricane plan.

Assisted with IT management and served as the SERP Super User, as well as roles in ergonomics and floor warden duties.

EDUCATION:

Bachelor of Arts in Psychology & Minor in Global Business – University of Houston Licensed in Life, Accident and Health Agent, Texas Department of Insurance

SKILLS

SOFTWARE: Microsoft Suite, Teams, WebEx, Zoom

SAP, Access, SERP, Oracle, DropBox, Google Sheets

LANGUAGES: Bilingual (English, Spanish)

ACCOMPLISHMENTS

Co-Op Program Acceptance: One of 20 students in the entire high school selected for the prestigious Co-Op program.

Guest Speaker and Fitness Ambassador: Invited as a special guest speaker at a national convention and featured as a fitness ambassador in a corporate magazine, February 2018.

Incentive Trip Earner: Achieved over $30,000 in sales within a 6-month period, earning incentive trips in 2017, 2018, and 2019.

REFERENCES AVAILABLE UPON REQUEST

Contact this candidate