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Executive Assistant Manager

Location:
Houston, TX
Salary:
Nego.
Posted:
February 23, 2020

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Resume:

PROFILE

****-**** ******* ******** **** Briarpark Dr., Houston Texas 77042; Executive Assistant to General Counsel & SVP. Provide administrative services and paraprofessional legal support to General Counsel and corporate attorneys in the legal, risk and compliance departments in a competent and professional manner. Provide supplemental direct administrative support to executive(s). The role required the ability to manage several tasks simultaneously while meeting deadlines with good organizational and interpersonal abilities. Assist with preparation and drafting of corporate disclosure and other legal documents including board materials and minutes. Assisting in departmental budgets and emphasis on cost cutting details. Bifurcating domestic/international invoices, confidential wire request processes, monitoring DOJ payments quarterly and Board special project budget caps. Intricate details to setting up new vendors, overseeing multiple international law firm monthly spends (Actual Spends). Primary “go-to” Serengeti database administrator - creating spend reports for Board review, law firm access/profile and providing monthly law firm audits - including matter content. Working closely with bankruptcy agent, DOJ to facilitate firm payments and allocate firm judgments and high-level decision making regarding firm payments changing bi-weekly settlements per court approvals monthly. Contracts administrator uploading Master Agreements/Vendor/Drilling contracts into Blueprint database.

2011- 2014 W&T OFFSHORE – 9 Greenway Plaza, Suite 700, Houston, Texas 77046; Executive Assistant to Chairman & Founder. Anticipate CEO daily initiatives, reaching daily goals with high-level international travel. Assist with various businesses commingled with energy business. Organizing multiple annual bank meetings and board meetings. Assist closely with the executive team and general counsel’s office to achieve Board and CEO initiatives. Preparing annual board meeting gatherings domestic and international locations. Traveling with CEO domestic/international locations to ensure various businesses were represented. Overseeing and property management for residences and rental properties. Ensuring logistical travel details for CEO's family. Managed corporate travel with corporate pilot and logistics that are pertinent to CEO’s itinerary. Assist in organizing corporate investor road shows and speaking engagements. Assist in managing Corporate American Express expenditures and access for company employees. Assist in highly confidential matters and filing regulated government documents.

2007–2011 HORIZON WIND ENERGY/EDP Renewables 808 Travis Suite 700, Houston, Texas 77002; Chief of Staff & Executive Assistant to Chairman, CEO and Board. Managed professional and personal affairs for CEO and family. Primary contact for the CEO and Board coordinating the CEO’s schedule, working as gatekeeper and lead travel coordinator for the CEO. Assists in the compilation, formatting and distribution of materials such as proposal, bids and presentations. Supervising driver for the CEO/Chairman and family, overseeing schedules and daily itineraries. Organized annual meetings, directors and officer’s dinners and hosting office visitors daily. Supporting international board members and working closely with international counterparts to fulfill daily goals. Organizing internal and external meetings with internal customers.

2004- 2007 PRIDE INTERNATIONAL, INC., 5847 San Felipe, Suite 3300, Houston, Texas 77057; Legal Affairs Coordinator & Executive Assistant to Senior Vice President, General Counsel & Secretary. Ambassador to President, Senior Vice President and Chairman. Preparing in advance board of director’s books and executive books for quarterly meetings. Revising PowerPoint presentations for Senior Vice President for board presentations. Visiting and planning offsite board meetings and annual shareholders meetings, reviewing hotel contracts, audio visual equipment contracts, dial-in numbers for special investigation matters. Testing offsite procedures for video conferencing, coordinating logistics etc. Working closely with “GC, Senior Vice President providing document production for litigation matters, contacting outside counsel and risk management. Working closely with General Counsel and outside counsel regarding employee contracts - special cap-off provisions case-by-case basis. Implementing “paper-less” procedures, scanning various documents and contracts for in-house use. Conducting offsite visits with various resorts and vendors for various annual board meetings. Scheduling international locations for offsite board meetings, reviewing vendor contracts and providing manifests for travel agendas and private transportation/ reservations for board members and executive team. Managed several high-level matters with extreme emphasis on confidentiality. Trained new employees and CEO assistant’s regarding board fundamentals and company protocol. Worked closely with board and CEO/President managing board logistics on several private matters. Achieved “paperless processes” for executive files/records 2004 thru 2007. Coordinated new equipment/devices with IT department to keep department updated/current. Maintained absence tracker for department. Supervised records coordinator position and coordination of file documents, invoices in stock option room and legal file room. Translated foreign expense reports for CEO/President monthly. Worked closely with Mexico/Paris/Argentinean/Brazilian office regarding special projects/updated contracts and weekly department meetings. Research/organize invoicing for high-level matters due to deficient processes regarding authorization processes. Provided Senior Vice President with department document deficiencies and various options. Researched domestic/international invoices coordinated W-9 forms with outside vendors/expert witnesses, regarding payment methods with accounts payable/ treasury departments to ensure proper payment executions. Provided monthly/ quarterly/ annual department accounting reports for executives. Requested outside vendor monthly accruals for budget purposes and accounts payable department. Maintained personal/business appointments for executive and extensive travel itineraries. In addition, administering two annual department retreats for the entire department, accommodations, transportation, menus and presentation materials. Facilitated volumes of new employees to the department and executive team. Updated department organizational chart as changes occurred. Allocated American Express statements/payments with back-up documentation for reimbursements to CEO/President and Senior Vice President. Primary notary for the company and board. Processed passports, visas and photos for various trips abroad for executive and board members. Assisted in various aspects of the department budget and working closely with accounts payable for final presentations to the executive team and board. Executed and assisted in several confidential high-level projects for the Senior Vice President and CEO. Worked diligently on the matter management project. Provided various historical information to the sponsor for e-billing project. Worked closely with Mexico outside counsel and registered agent to provide foreign government apostilled documents and process POA’s for various entities. Primary contact for all subpoenas, lawsuits for company advising risk department and any insurance liabilities.

2003 – 2004 UNIT PETROLEUM COMPANY, 24 Greenway, Houston, Texas 77057; Land Assistant. Reviewed high volume of contracts daily and coordinated with Land Manager various aspects for division of mineral rights and drilling specifics per contract. Coordinated with corporate office receipt/logistics of each contract inventoried logs of each document into the Houston database. Maintained the integrity of the land files daily. Worked closely with drilling section and assisted in formatting various contracts and documents. Scanning large volumes of contracts and maintaining logs with specifics. Acting office manager for land section and miscellaneous everyday actions. Organized and prepared morning drilling reports for morning executive meetings – researched any delays in reporting drilling reports for morning executive group. Cross-trained with office manager and drilling assistant to provide optimum coverage.

1998 – 2003 APACHE CORPORATION, 2000 Post Oak Blvd., Houston, Texas 77056; Senior Legal Assistant. Worked closely with Corporate Counsel and assisted in all closings. Revised various documents for the closings coordinated with the financial institutions various documents for signage to facilitate each closing. Revised and redlined various documents for execution. Coordinating various redlined versions to outside counsel in order to facilitate closing. Negotiated with outside counsel verbiage on various contracts. Coordinated menus for weekly department meetings for Vice President and department. Translated for Vice President when discussing logistics with outside Mexico contacts. Worked closely with two counsels to ensure document integrity. Notarized various POA’s and employee documents for various company personnel. Assisted executive team with logistics and departmental assistant coverage. Assisted international counsel in translating various verbiage for telephone conferences with outside persons and farm-out purposes. Coordinated new scanning system to implement “paperless process” processes. Working closely with accounts payable in order to secure code names for confidential projects and line codes. Assisted in preparing for annual shareholders meeting at offsite venues and assisting board with logistics while offsite. Worked on special projects regarding new deals and setting volumes of documentation for high-level projects – preparing contracts and documents to be set and bound by specifics on each deal. Verifying type-set for the printers before final printing. Working closely with the executives and accounting in regard to the several revisions of the 10-Q’s and 8-k’s securing each department’s coverage and corrections on each section before final printing and revising formatting accordingly.

1986 – 1995 PROPERTY MANAGEMENT SYSTEMS – 5755 W.L. South, Houston, Texas 77056; Senior Executive Assistant to President, CEO & COO; Implemented a program for emergency 24/7 coverage for various properties. Provided executive team with support regarding travel and executive scheduling. Prepared presentations and contracts for executive team. Reviewed various contracts redlined various contracts/riders for outside counsel. Notarized contracts and attended/assisted in closings. Assisted board with various high-level special projects and supplied linguistic support as needed.

1981 – 1986 RIO COLORADO DRILLING – 333 Greens Road, Houston, Texas 77090; International Benefits Coordinator, Executive Assistant to Executive Vice President and General Counsel. Translated company policies and international benefits to foreign employees. Traveled abroad to Brazil, Peru, Buenos Aires and Mexico in regard to enrolling foreign nationals for benefits and OSHA guidelines. Maintained claim files for domestic and international employees. Worked closely with Executive Vice President to prepare board documentation and presentations. Notarized volumes of documents for international group, company entities and board purposes. Coordinated visas for the board of directors and executive team. Provided global benefit and monthly OSHA reports for executive meetings. Primary interpreter for foreign board and employees. Opened the legal section in Houston worked closely with outside counsel Coudert Brothers on high volumes of drilling contracts and implementing riders and general support for legal team. Coordinating logistics for two General Counsel’s abroad and domestic with sister company SAIPEM/AGIP.

●Primary Education SFA High School – Houston, Texas; 1979 - Universita di Parma; 1980 Conservatorio di Bussetto, (PR) Philharmonico Summer Programs; Houston Community College

●Linguistics – Primary English, Italian, Spanish, French, knowledge of Portuguese

Notary of Public – Good Standing 25 years

SKILLS:

●Microsoft Applications

●Serengeti Program

●Blueprint Program

●Internet

●Workday Program

●Scanner/Copiers

●PowerPoint Program

●SharePoint Program

●20-year professional background in the energy industry and global international settings.

●20-year notary experience [in good standing]

●High-level confidentiality experience and diversity

●Transferable skills

●Strength self-starter and going the extra-mile to achieve objectives and annual and departmental goals.



Contact this candidate