Administrative Assistant Executive

Betty F Bonnin

********@***.***

cell: 281-***-****

Senior Executive Administrative Assistant

Summary: Top-performing administrative professional with 18+ years’ experience in the oil and gas industry working in a project task force environment providing superior customer service to internal and external clients. Possess excellent oral and written communication, multitasking and perseverance to task completion. Maintain confidentiality and familiarity with HR policies and procedures. Proficient in executive support; coordinating travel, expense reporting, handling appointments and messages; taking minutes, and writing correspondence as well as mentoring project support technicians. Strong background in Lotus Notes, MS Word, Excel, PowerPoint, and Outlook as well as experience using Adobe, Visio, MS Access and SAP.

Specific Experience:

Part-Time (04/2020 – 09/2023)

Personal assistant to an attorney.

Duties include but not limited to:

Pay monthly bills; maintain calendar; schedule meetings and appointments; monitor bank accounts; scan documents to OneDrive; filing; submit bills to insurance company for reimbursement and follow up on payment; maintain miscellaneous spreadsheets entailing monthly autopay accounts, credit cards, and household expenses; coordinate move from one location to another which included movers and setting up/cancelling utilities. Fluor Enterprises, Sugar Land, TX (09/2001 - 01/2020) Fluor provides engineering, procurement, construction, fabrication and modularization, operation, maintenance and asset integrity, and project management services. Piping Department Administrative Assistant/Sr. Executive Administrative Assistant (12/2016 – 01/2020) Provide administrative support for approximately 225 piping engineers, 4 operations supervisors and department manager.

Duties included but not limited to:

• Monitored department manager’s emails that need immediate attention; Approve timesheets on manager’s behalf; Prepare and submit expense reports for department manager and employees.

• Scheduled meetings for department manager and operations managers; Handle logistics for meetings and lunch-&-learns. Forward PAAF (Personnel Approval Authorization Form) information to projects for assigning engineer; Review Weekly Labor Utilization report – transfer to department specific spreadsheet;

• Budget - review monthly reports and submit correction/changes which includes drilling down in SAP to determine charge numbers and costs; Prepare yearly budget spreadsheet.

• Maintained employee database using MS Access; Maintain records for employee rankings and prepare letters for yearly salary increases and/or bonuses; Arrange service award and retirement events; Welcome packages to new hires.

• Submitted SPA's (Salaried Personnel Action) for employees leaving for LOA (Leave of Absence) or returning from LOA; SPA’s include obtaining personnel information using SAP; Maintain spreadsheet of OUM (Organization Unit Manager) & Matrix Managers and update in ESS (Employee Self-Service); Submit IMAC's (Information Management Action) for new and leaving employees; Arrange moves of employees to projects; Record training hours for employees; Maintain spreadsheet and notify employee of expiring PE licenses. Pull weekly reports from SAP showing employees available TOWP (time off with pay) hours.

Betty F. Bonnin

• Assumed lead in planning of Employee Holiday Luncheons and handled the budget spreadsheet with submittal of expenses to accounting office in Manila. Logistics for these events were met with ease and under budget.

• Updated Administrative Desktop Procedure Guideline book to be used by admins throughout the office. Administrative Assistant/Sr Project Technician – Multi-Projects (MPG) (01/2016 – 12/2016) Provide administrative support for approximately 15-20 projects and the MPG Project Director.

• Maintain Project Director’s calendar and his incoming calls interfacing with individuals from the Sales Department and Project Management.t

• Ensure project documentation and correspondence are maintained per company procedures.

• Coordinate meeting requirements including kick-off meetings and catering.

• Process expense reports; make travel arrangements including visa processing for international travel.

• Maintain project rosters and org charts.

• Ensure all required documents are loaded into Coreworx for final closeout of projects.

• Gather resumes needed for client approval and billing.

• Maintain log for tracking PAAF and network access approvals.

• Format project documents for formal issuance (i.e. Scope of Work, IBT, etc.).

• Assist international clients with obtaining ID badges, parking permits, office setup, obtaining their LOI’s for coming to work at our office, assist in arranging meetings for their housing, and arranging VIP welcome when their executive officers arrive as well as ground transportation while in Houston.

• A member of the Emergency Action Team as active searcher for emergency evacuations. Administrative Assistant to VP Construction – Sasol Project (07/2014 – 12/2015) Administrative Assistant supporting the VP of Construction and team members.

• Responsible for maintaining VP’s calendar, produce expense reports and reconcile expenses to corporate card statements, and approve timesheets and expense reports on his behalf.

• Assisted Project Business Services department with reconciliation of expenses reports in ESS.

• Act as mentor to site admins when needed with direction on company procedures, etc.

• Other duties included organizing construction group team building activities; formatting Commissioning/Turnover documents for issuance by PDDM and maintaining OU&I unit action items list per conference notes.

Lead Client Administrative Assistant (assigned to client) (09/2001 - 07/2014) Projects:

• ExxonMobil Iraq West Qurna Project (08/2010 – 7/2014)

• ExxonMobil Sakhalin Island Project (11/2003 - 08/2010)

• ExxonMobil Kizomba A& B Project (09/2001 – 11/2003) Assigned to client as Lead Client Administrative Assistant supporting client Project Manager and management team. Acted as administrative liaison between company and client to provide Client Services Excellence to in- house clients.

Duties included but not limited to:

• Prepared expense reports for project managers.

• Review/approved employee expense reports on behalf of project manager.

• Maintained correspondence and distribution between client and company.

• Attended weekly Leadership Management meetings as scribe and distributed notes to staff.

• Facilitated off-site workshops, team building activities and town hall meetings.

• Prepared Powerpoint slide decks used in meetings.

• Made travel arrangements for clients (domestic and international.)

• Coordinated with company’s IT department and facilities department to ensure everything was set up prior to clients’ arrival (i.e. desk, computer, phone, ID badges, facility orientation.)

• Submitted monthly space reports to company facilities for billing purposes. Betty F. Bonnin

• Scheduled conference rooms and luncheons when needed for meetings and workshops.

• Supervised and delegated work to project support technicians ensuring they were mentored in the client’s procedures and familiarization of client network.

• Coordinated social events (i.e. holiday luncheons, outings for international clients, etc).

• Active member of the Emergency Action Safety Team participating in monthly walk-arounds of the floor(s) to ensure safety issues were addressed and resolved in a timely manner. Accomplishments:

• Developed a system of handling Work Orders which proved to be efficient and workable for client. This included routing Work Order and supporting documents in-house and to Dubai office for approval signatures; after which approved Work Order would be transmitted to company via letter. Maintained files of original Work Orders and supporting documentation.

• Reduced office supply costs by 50% and maintained inventory with cost efficiency.

• Instrumental in moving project personnel from company’s main Sugar Land campus to a satellite office location and return to the main campus as workforce decreased. Recognized by client management for successful move and set up (Sakhalin Project).

• Developed an excellent relationship with client, in that they specifically requested me for their projects

(Client Services Excellence.)

Past Experience includes:

Software Consulting companies – Office Manager, Executive Administrative Assistant Banks – Lobby & Drive Thru Teller, Proof Operator

Food Management Company – Executive Administrative Assistant Dental HMO – Administrative Assistant, Office Manager, Customer Service

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