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Executive Assistant

Location:
Dallas, Texas, United States
Posted:
September 11, 2019

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Resume:

PRESENTATION OF QUALIFICATIONS

Qualifications

Certified - C+ Level Support - Executive Personal Assistance

Office Management

Human Resources

Payroll/ Comp & Benefits Coordination

PHR

Corporate Event Coordination/Planning

Internet / Market Research

Marketing & Promotions

Managing Travel Arrangements Domestic & International

Calendaring/Schedule Management

Accounts Payable/Receivable/

Reconciliations

Database Management

Advanced User Microsoft Office Suite

CaterPro & CaterShark

Caterease/ EZ Cater

ICIMS

Taleo

Bullhorn

ADP

PeopleSoft

SAP

Adobe Acrobat Professional

Quick Books Pro

65 WPM Typing Speed/10,000 KSPM

Evernote

Concur

Personal Skills

Communicator, listener, people person/team player

Written and verbal skills

Management & Leadership

Determined & Dependable

Motivated & Goal Orientated

Consistent with meeting deadlines, fast learning capabilities

Multi-Task, Time Management

Manage Multi Projects Simultaneously

MAC & PC Proficient

4/2018 – present Executive Personal Assistant / HR Manager - Private Investor – Commercial Real Estate

Direct support and Personal Assistant to a high net worth private equity investor

Manage Investors appointment schedules and keep them informed of upcoming commitments – Heavy email management

Responsible for the investors image and reputation

Time management

Investor & Board of Directors liaison (Investor on multiple Boards)

Complete HR Functions including benefits administration and onboarding/offboarding

Readily available for investor on all devices and in person 24/7

Handle highly confidential documents and all investor information to include K1 and financial statements and financial interest

Handle confidential VIP contact information and details

Manage all travel arrangements both domestic & international

Assist with any presentation materials/press releases

Personal Assistance for family business/staff

Liaison for Press and Media outlets, Construction Contractors, Financial Institutions & Developers

Human Resources - Implement all policies and procedures for new ventures and investment properties

Streamline standard interoffice business practices

Reconciliation of expenses on investment projects with outsourced Accountants

Event Planning manager

Vendor Management

Ad Hoc Projects as needed

Relationship building with City Officials

Technology savvy – Email, text, audio/video conference

1/2016 – 4/2018 Executive Administrative Assistant to President & CMO/Office Manager (Travel/Hospitality Industry)

Conserve both the President & CMO ‘s time by researching & routing correspondence – drafting letters and documents

Manage both Executives appointment schedules and keep them informed of upcoming commitments and responsibilities to include follow up with attendees

Manage all travel arrangements for the President & CMO both domestic & international

Personal Assistance

Work closely with other Executive Assistants across all brands to coordinate meetings between our Sr. C Level Executive teams

Communicate directly and on behalf of the President & CMO with internal team members, external business partners and organizations

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

Coordinate various offsite meetings and conferences for the senior leadership team includes heavy international planning and coordination

Review and submit expense report documents for the President and CMO

Organize, plan and execute company events luncheons & social events

Oversee the reception area

Manage office (80+ ppl) – including coordinating with IT to ensure all conference room equipment is functioning properly

Maintain all conference room scheduling (9 rooms)

Office Supplies orders

Replenishment of all snacks and drinks

Vendor Management

Fire Warden

Relocation Coordination and Execution

7/2014 – 1/2016 Executive Administrative Assistant to CEO & CFO Eli Daniels Group

Financial, Wealth & Asset Management Executive support to CEO & CFO, Advisory & Board Members in a Professional Services Environment

Calendar & Schedule management

Personal Assistance

Booking conference rooms & meeting coordination

Acquisition Administration & Preparation of Stock Certificates

Front Office management

Coordination of speaking engagements to include all media outlets

Travel coordination including both domestic and international

Process Confidential Information

"Ambassador" for firm as needed

Employee event coordination to include office catering

CRM & Database Management

Ad Hoc Projects as needed

Performing HR Generalist duties as needed

Record keeping of employees as well as formulating new methods that would greatly help in the retention of employees

Operations Data Review and compilations of reports staffing requisitions

Writing job descriptions and postings

Recruiting & Sourcing talent - Staffing support

Performing screenings, assessments and in-person interviews

Utilizing all forms of recruitment tools including social media and networking groups

Daily use of Microsoft Office Suite

9/2013 – 10/2014 Sr. Executive Assistant to the President HW Dallas

Wound Care/Skin Care Company- Healthcare and Physician Credentialing for associated hospitals

Managing, facilitate and follow-up on incoming correspondence: phone calls, emails and contact maintenance for the President/CEO

Maintain detailed calendars - for corporate and non-profit board affiliates as well as social engagements including arranging travel when necessary (domestic & international)

Run personal and business-related errands and complete ‘to-dos’ as requested - medical appointments, Gifting ideas and gift purchases, Oversee and coordinate maintenance of two residences, personal vehicles and house management staff, Bill payment and credit card reconciliation, Process and Reconciling expense reports

Track and process charitable donations

Coordinating complex travel (domestic & International) and itinerary for offsite meetings and appearances

Compilation of data and design to create Advanced Power Point presentations for executive meetings and tradeshows

Financial Reporting

Scheduling and initiating conference calls as well as reserving appropriate conference rooms

Organizing, prioritizing, and handling documents with sensitive and/or confidential information

Planning and coordinating internal and offsite meetings, including premise bookings and on-site administrative support

Corporate & personal event planning and coordination

Contract & NDA Preparation

Process and manage accounts payable/receivable, domestic payroll, and bank and investment accounts - utilizing QuickBooks

File Management and Drop Box Integration

Coordinate project-based work

7/2009 – 6/2013 H/R Manager - Sr. Executive Assistant Partners Global, Inc.

Support of the CEO, COO and SVP - Global High-Tech IT services consulting company with fast-paced responsibilities in Human Resource capacity, multiple project management and assisting problem solving, company certifications and registrations, bidding and client liaison, handle very sensitive and confidential information as the company is a supplier of several government entities

Business development and coordination of marketing materials

Advise and coach managers on HR policies and programs including Recruiting, Staffing, On Boarding & employee relations

HIPAA Compliance - Organizing, prioritizing, and handling documents of a sensitive nature

Manage daily departmental operations, business planning and budget development of HR programs

Database maintenance & management

Ensure policies, procedures and HR programs are consistently administered, aligned with organizational goals and follow professional standards, state and federal regulatory requirements and laws.

Plan, manage and coordinate all human resources initiatives; recruitment, compensation, benefits, training coordination and compliance, schedules, documentation and administration using Power Point Presentations

Organization and coordination of internal and offsite meetings, including premise bookings and on-site administrative support

Organizing and coordinating complex global travel arrangements (domestic & International) and itinerary for offsite meetings, appearances and dual state residences

Corporate event and personal party planning and coordination

Personal assistance & calendar management

Process and Reconciling expense reports

Organize quarterly and annual income tax records for the accountant; produce and process Federal and NYS employment tax filings; process quarterly Sales tax filings; payroll

International staff communication coordination in a quickly changing environment

Diary management, travel and meeting organization and expense management for the CEO and two Senior Vice Presidents within the team. Arranging and coordinating logistics for operations executive meetings; event planning, travel, logistics and communication - coordinating with local logistics contacts in countries where appropriate and general office administration such as filing and archiving

Manage the Chief Operating Officers meeting readiness; providing relevant notes, agendas and briefings

Supporting the Ops executive team ad hoc from a transactional perspective

Acting as a point of contact and support for the CEO's global first line when in Vietnam

1/2003 - 7/2009 H/R Manager - Executive Assistant CPB- Health Insurance

Working directly for CEO and President with various responsibilities including continuous personal assistance, heavy travel arrangements/accommodations and calendar management, coordinate the President meeting appearances, prepare agenda’s, currency exchange for international travel, expense reporting and management of corporate American Express credit account, meeting coordination including lunch/dinner orders and/or delivery, market research, contract/NDA coordination, file maintenance and handling sensitive and confidential information.

Human Resource functions, onboarding, sourcing, office management, coordination and review processes and new hire packages, administer all policies and procedures, payroll, Employment tax filings 940, 941’s, sales and use tax submission. Responsible for all employee related IRS and TWC correspondence and extensive support for all personnel on the executive level. employee relations, small group health insurance administration, insurance quoting and census to qualify candidates for health coverage, quality assurance, employee training and motivation

Quick Books accounting, for journal entries, A/R and A/P, bank reconciliations, month end closing, preparation of the P&L, working with the outside CPA and using all GAAP. generates reports

Education

High School Graduate Skyline High School

Bachelor of Arts, Organizational Management Paul Quinn College

Master of Arts, Human Resource Management Webster University

Additional Experience 1995-2003

Executive Office Suite Office Manager

Adolphus Hotel Concierge

Personal Concierge Assistants

Brick Housing Management

Society of Petroleum Engineers (Oil & Gas) – Executive Assistant 300+ staff Support 4 C-level executives

Fossil- H/R Benefits Coordinator/Executive Admin 500 + staff – Support VP of Human Resources and VP of Benefits

Parking Company of America – Executive Assistant (ONSITE) – 600 + staff Support VP of Transportation - & Operations Manager – San Francisco, CA

Safeco Private Security – Executive Assistant/HR Manager – 300+ staff – Support CEO & Operations Manager Oakland, CA

JcPenney/Eckerd Drug Store – Dallas, TX & Oakland, CA



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