Business Development Administrative Assistant

ANGELA M. GARCIA

Katy, Texas *****

c: 713-***-****

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

OVERVIEW

Texas Notary with over 20 years of professional executive support experience including managing personnel, contracts administration, document control, and office management.

Extensive organizational skills, multi-executive calendaring, international and private travel arrangements including visa processing with confidential information handled discreetly.

Expert Microsoft Office skills, referred to as the in-house Word guru. Easily adapts to new software.

A high-energy, self-motivated, and resourceful individual who can anticipate needs to minimize loss of time, budget, or miscommunication and ensure meeting deadlines.

Experienced in coordinating and hosting staff meetings, company events (400+ attendees), tradeshows, conferences, and client sporting events while staying under budget by negotiating vendor agreements.

Bilingual in Spanish, exposed to executives globally, and communicates well in a multi-cultural group. WORK EXPERIENCE

Sales Support Specialist IV

CTCI Americas, Inc., Houston, TX (lay off) 2022 - 2024

• Assisted the Director of Business Development and the Sales Management Team with organizing and submitting ITBs, RFIs, and EPC proposals.

• Coordinated offsite and onsite client meetings, sponsorships, client events, and tradeshows/exhibits, including catering and marketing materials.

• Created business development presentations and produced materials for quarterly board meetings.

• Managed the Sales System and CRM software capturing all new clients, prospects, proposals, and project scopes of work.

• Sourced marketing materials within budget and inventory management.

• Coordinated social media pages and branding: managed content creation and monitored social media interaction to increase brand awareness and potential business development.

• Coordinated Change Orders with Cost Control and Contracts to update the Sales System for new terms.

• Led Community Outreach: Planned, directed, and coordinated employee-driven activities designed to create and maintain a favorable public image for the organization.

• Assisted HR, Recruiting, and the Office Manager with displays, brochures, and support as needed. Executive Assistant to CEO & CFO / Office Manager

Milestone Environmental Services, LLC, Houston, TX 2021 – 2022

• Gatekeeper for CEO’s professional and personal schedule; daily reminders of outside appointments, organized all meetings, business trips, personal appointments, and memberships.

• Organized Quarterly Board Meetings: produced handouts, interfaced with Board Members and PE firm, and handled highly confidential data and documents.

• Liaison for key clients, their board executives, professional organization members, and State Representatives.

Angela Garcia Page 2

• Coordinated conferences, business development events, and marketing materials for promotional campaigns.

• Approved and noted the management team’s vacation requests, processed credit card reconciliations and expense reimbursements monthly via Paycom.

• Managed the upkeep of office space for staff, conference rooms, and weekly staff pantry replenishment.

• Ordered office supplies, office furniture, and liaised with property management for building maintenance requests.

• Processed vendor credit applications on behalf of the CFO, and handled confidential financial data.

• Intake and filing of executed Company Master Service Agreements, COIs, and W-9s.

• Distributed company announcements, building events and building updates.

• Organized and hosted community charity events, staff socials, and holiday parties. Executive Assistant to Vice President, Americas

MAN Energy Solutions USA, Brookshire, TX (lay off) 2019 – 2020

• Supported VP of Americas with responsibility for US, Brazil, Spain, Mexico and Canada offices.

• Heavy calendaring, management of executive’s schedule, 6 conference rooms, and coordinated connectivity for audio/visual equipment.

• Coordinated international travel, including transportation (car, lift, rail) and visa processing for VP and team of directors using Concur.

• Created presentations and organized materials for meetings, including taking Meeting Minutes.

• Reconciled corporate card, purchase requisitions and expense reports in SAP.

• Coordinated client events, including Continued Professional Development (CPD) hour tracking and certificates.

• Managed budget of corporate sponsorship and exhibition of trade show booth, hospitality suite and giveaways at Turbomachinery & Pump Symposium 2019 at GRB.

• Created a sales playbook/handbook for the global distribution of MAN’s sales processes.

• Inventory of branded items, restocked as needed, and maintained marketing event products budget. Document Control & Project Assistant for Dr. Paul Jukes The Jukes Group, Katy, TX (lay off) 2016 – 2019

• Key support for a start-up company working on a pipeline extension project in the Caribbean.

• Provided document control, executive and personal assistant support to the Project Manager.

• Coordinated project proposals on tight deadlines, revision and tracking of edits/comments, finalizing, and expediting proposal packages.

• Arranged all private and commercial travel by air and train, including Visa processing for the project team and vendor meetings, negotiating with island hotels and local service companies for group rates and extended-hour accommodations.

• Managed expense budget for project, monthly credit card reconciliation, and expenditure tracking for executive and team for project cost reporting to client.

• Client interface for weekly MDR/ledger review, and proof/register all drawings, reports, and general correspondence as per client’s Document Control requirements via SharePoint. Angela Garcia Page 3

Executive Assistant to CEO and CFO

Keane Group, Houston, TX (called back by Dr. Jukes) 2015 – 2016

• Gatekeeper for CEO’s daily schedule, liaison to staff and outside agencies, clients, and board members.

• Personal support included coordinating schedules for family activities, doctor appointments, home staff, and booking vacations/travel.

• Heavy travel arrangements for executive team and board members including private and commercial travel to board meetings.

• Drafted CEO's responses or replies to email requests for information when possible.

• Prepared reports, presentations, conference notes, and board meeting materials for all meetings.

• Developed, maintained, and updated contract filing system for the CEO/Executive team.

• Screened and prioritized all executives’ calls, and emails and ensured timely responses.

• Managed a social budget for company events, picnics, and staff social events.

• Assisted with sourcing and budgeting for rebranding and marketing materials.

• Month-end corporate card reconciliation, expense reporting, and ADP time management for CEO, CFO, and VP providing reports and submission via Concur and ADP. Personal Assistant to President, Dr. Paul Jukes & Office Manager MCS Kenny a Wood Group Company, Houston TX (lay off) 2007 – 2015

• Gatekeeper for the President’s professional and personal schedule; daily tasks, meetings, business trips, and timekeeping.

• Liaison with clients, board executives, professional organization members, and staff.

• Drafted talking points, letters, agendas, and correspondence on the President’s behalf.

• Produced professional accurate and timely reports including templates and branded presentation materials.

• Expense reporting, credit card reconciliation, and reimbursement processing via Oracle.

• Coordinated Continued Professional Development training sessions, course materials, and led the class in the President’s absence.

• Managed office space for 150 staff including all travel arrangements and visa processing.

• Ordered supplies, and liaised with property management for building maintenance.

• Budgeted office move, negotiated office lease and furniture requisition, and office expansion.

• Coordinated industry conferences, business development events marketing materials, and promotional item giveaways.

• Organized company events, community/charity events/fundraisers, staff appreciation events, and planned staff holiday parties.

• Managed a team of 5 administrative assistants for project support and reception coverage. Project Controls Coordinator

M&H Energy Services, Houston TX (company moved) 2006 - 2007

• Reported cost in man-hours for project performance analyses for Offshore and Onshore engineering projects.

• Audited all project staff timesheets and reported field expenses to accounting for weekly client invoicing.

• Updated project performance indexes and percent completed on deliverables to Project Managers. Angela Garcia Page 4

• Weekly capital cost status reports, forecasted cost at project completion, verified personnel billing rates, and correct disciplines charged.

• Implemented project work breakdown structures for new projects, and coordinated with PM, DC, and Procurement to obtain all documents required for setting up successful cost tracking on new projects.

• Provided accounting reports for all Projects and maintained project hours/data in Hummingbird. Contracts Administrator (SAP)

Schlumberger Information Solutions, Houston, TX (contractor) 2004 - 2006

• Worked with the Infrastructure Manager and six Engineers for intake and fulfillment of hardware sales, maintenance, and license agreements.

• Tracked vendor bids, and followed up with clients for new contracts and renewals.

• Compiled equipment specifications and entered client quotes in SAP.

• Tracked contracts hardware maintenance, and verified equipment serial numbers, and terms in the manufacturer’s database for authentication.

• Created purchase requisitions for new/replacement parts, tracked shipping, and distribution of hardware to Engineers.

• Managed media inventory, and processed RMA equipment for trade-in credits.

• Reported monthly billing statements for completed transactions to accounting,

• Managed department files, and submitted timesheets and PTO requests to payroll.

• Ordered office supplies, made travel arrangements, and clerical support to the Infrastructure Department as needed.

CRM Coordinator

Hays Information Management, Houston, TX (contractor) 2002 - 2004

• Implementation and maintenance of the Contracts and Records Management Database

• Trained new Contracts Administrator and Interim Contracts Administrator on the new system.

• Intake of all new contracts and addendums

• Processed customer service issues and inquiries.

• Prepared RFIs and proposals, and submittal of packages on a tight deadline.

• New lead intake, forecasted contract revenues, and reported collection accounts for four Sales and Contracts executives (the company was sold to Iron Mountain). Executive Assistant II (Enron Engagement)

Arthur Andersen LLP, Houston, TX (company closed) 2001 - 2002

• Executive Assistant to the Risk Consulting Partner and a team of six executives onsite for a special consulting project.

• Preparation of weekly job summary reports and detailed invoices with billable codes.

• Processed timesheets and PTO requests, and organized staff annual performance reviews with documentation.

• Maintained all calendars, and coordinated meetings, catering, and audio/visual equipment.

• Created travel arrangements, and expense tracking and submitted for timely reimbursement.

• Organized Risk Consulting project files, screened calls, distributed mail, and ordered supplies. Angela Garcia Page 5

Contracts Processor for LNG & Feedstock Acquisition Department Marathon Oil Company, Houston, TX (acquisition) 1996 - 1997

• Intake of new contracts and transportation agreements into databases, liaison to clients.

• Verified contract terms and processed for execution, distributed finalized contracts.

• Calculated monthly contract prices, verified database prices according to published posted prices, and distributed market reports.

• Maintained database with product location information: bills of lading, traced rail car locations, ran possible route inquiries, distributed rail tracking reports to refineries, and created monthly rail car lease reports.

• Maintained department phone list and back-up to floor Executive Assistants.

• Member of the Contracts Process Improvement Group (20% of work schedule), worked with a team of LNG professionals to create new procedures and standards. EDUCATION

Houston Community College, Houston, TX

Basics course work completed, including English Literature, Finite Math, and Business Speech. Bradford School of Business, Houston, TX

Received Administrative Assistant Technical Diploma, coursework included Time Management, Contracts & Legal Documents, and Conflict Management.

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