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Executive Assistant Manager

Location:
Humble, TX
Posted:
April 30, 2020

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Resume:

Ashley Evans Stevenson

281-***-****

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

www.linkedin.com/in/ashleyaevans

Objective Senior Level Assistant with more than ten years' experience providing office management and administrative support to vice presidents, senior managers, executives and office personnel. Serve as primary point of contact and liaison between management, sales team, office personnel, clients and vendors. Proven ability to manage/maintain confidential functions, detail-oriented and able to multi-task effectively in a fast-paced environment. Coordinate all travel, possess excellent written and verbal communication skills and have proven problem resolution skills. Notary Public

Experience 02/18-04/20 Smile Source Kingwood, TX

Executive Assistant/Office Manager

Direct Assistant to the President and CEO

Direct Support Assistant to the CFO, VP of Business Development and Member Support, VP of Marketing and Events, VP of Vendor Relations and Supporting Staff

Maintained the President’s appointment schedule by planning and scheduling meetings, conferences, teleconferences and travel

Conserved President’s time by reading, researching and routing correspondence; drafting letters and documents, collecting and analyzing information

Assisted with minimal personal items for the President; such as collecting mail and household repairs and maintenance

Maintained customer, member and vendor confidence and protected operations by keeping confidential information

Provided full administrative support including phone support, typing, reports, filing and distribution of correspondence

Prepared monthly Senior Leadership Team Meetings presentations and held meetings via in person or teleconference

Prepared quarterly Board Meeting presentations for the Smile Source Board

Handled all Employee New Hire and Terminations

Worked closely with the company’s IT Department and other IT Vendors with maintaining the company’s IT needs and yearly subscription renewals

Coordinated yearly Company HQ Christmas Party and ordered all employee gifts

Scheduled and coordinated all company meetings, event coordination and special events

Ordered all company uniforms, business printing, office supplies, etc., for the company

Company travel when needed

Marketing & Events

Continuing Education

oPrepared and completed AGD Application for CE when up for renewal

oPrepared all documents for monthly CE courses held by members

oSubmitted rosters to AGD database in order for members to get credit

Receptions

oOrdered reception food and drinks

Administrator Meetings

oWorked closely with the host hotel to secure meeting rooms, AV needs, hotel needs for attendees

oPrepared all documents for Advisory Board Meeting and Administrator Meetings

Exchange

oWorked closely with Experient on Personnel Needs, Rooming Grid, Flights, etc. for the event

Smile Source University

oSecured dinner location

oPrepared all documents, nametags, training room and table tents for events

oOrdered all food for breakfast, lunch and breaks and trivia gifts

oWorked closely with Courtyard Marriot on room reservations for members

Vendor Relations

Sent out Vendor applications and NDAs upon request

Helped schedule vendor meetings during conferences and receptions

Helped with minor requests when needed

Helped with 5 Year Renewals and gift ordering

Business Development and Member Support:

Fielded phone calls to the right Member Support Manager

Maintained Business Development Territory Map and Administrator Member Meetings Calendar

Maintained & updated the Administrator Reference Guide

Prepared calendar requests for monthly Administrator Calls

Sent monthly Anniversary letters to members and Administrators

Accounting:

Prepared all check requests for Directors, Advisory Board and Administrators and special requests

Prepared monthly Delinquency Letters

Reconciled AMEX credit card charges weekly/monthly upon payment

04/17-02/18 O’Donnell/Snider Construction Houston, TX

Project Coordinator

Provided full administrative support including phone support, data entry, reporting, copying, filing and distribution of correspondence

Provided full support to Project Mangers regarding projects assigned with staying on task and on time

Provided full support to Project Mangers regarding projects not assigned when fellow employees are out of office

Maintained good relationships with our clients, architects, subcontractors and fellow employees

Created and revised contracts using Timberline and AIA

Maintained, collected and kept records of all submittals, product data and record drawings submitted per project

Tracked and filed all project contracts, insurance certificates, bonds and maintain follow ups with clients, subcontractors and vendors

Provided paperwork and work closely with the City of Houston and different Counties for permitting purposes

Worked with Permit Runners regarding permits for projects, one-stop permitting and any changes that may occur throughout the project

Maintained Timberline, Box.com and Plan Grid for Project Managers and Superintendents

Assisted with Project Closeouts by printing binders or creating electronic copies/files for clients

Processed all purchase orders, subcontractor invoices and vendor invoices per specified projects in Timberscan

01/17-03/17 HB Mechanical Services, Inc. Porter, TX

Project Administrator

Direct Assistant to the Vice President

Support Assistant to the Sales Manager, Office Manager, Sales Team, and Technicians

Provided full administrative support including phone support, data entry, reports, filing and distribution of correspondence

Scheduled and coordinated all training schedules, event coordination and special events

Maintained all Master Subcontract Agreements, COIs, General Contractor Agreements and Vendors

Maintained Vehicle Fleet - maintenance, gas cards, GPS trackers, inventory, Vehicle Inspection Reports

Company insurance - medical, dental, vision, research next year’s plan, work with company vendor on issues with employees’ coverages

Human Resources support for new hires and 19 staff/employees

Maintained and updated the Employee and Safety Handbooks to stay up to date with current regulatory changes

IT - maintained service tickets for computers, printers, and cell phones for the company

Inventory - maintained computer, cell phone, and iPad inventory for the company

Ordered all company uniforms, business printing, office supplies, etc., for the company

A/R: contacted clients regarding past due accounts

08/11-01/17 Convergentz Building Systems, LLC Houston, TX

Executive Assistant

Direct Assistant to the Vice President/General Manager

Support Assistant to the Operations and Sales Manager, Project Managers, Sales Team, Technicians and Supporting Staff

Provided full administrative support including phone support, typing, reports, filing and distribution of correspondence

Scheduled and coordinated all company meetings, event coordination and special events

Made all travel arrangements, car rentals, restaurant and hotel reservations for the company

Worked closely with the Technology Leader and handled all national projects: book, bill, handle expenses, set up service tickets and handle warranty

Tracked and filed all project contracts, insurance certificates, bonds and maintained follow ups with customers for all national projects

Worked closely with the marketing department on all marketing material, expos, conferences, and other special events

Ordered all company uniforms, business printing, office supplies, etc., for the company

Coordinated all company training for sales, project management and technicians

CRM Database Management: developed, implemented, and helped maintain a CRM environment, including, but not limited to, process development, data entry, team training, work closely with CRM consultant as required to assist sales team

Ran weekly/monthly reports: warranty, burden, booked projects, sales quote data, revenue

Assisted Vice President/General Manager with special job and sales reports

Assisted in training the new Project Administrator and continued to help with Project/Convergentz Administrator duties, as needed

Project Administrator

Direct Assistant to the Operations Manager and General Manager

Support Assistant to the Sales Manager, Project Managers, Sales Team and Supporting Staff

Provided full administrative support including phone support, typing, reports, filing and distribution of correspondence

Scheduled and coordinated all company meetings, event coordination and special events

Made all travel arrangements, car rentals, restaurants and hotel reservations for the company

Booked all rewarded projects, handled all related project billing, entered all payroll for hourly employees

Responsible for fielding all service calls through ZenDesk, coordinated service call with personnel, and handled all associated billings within Service Management

Processed all purchase orders and vendor invoices for the company in WennSoft and MetaViewer

Tracked and filed all project contracts, insurance certificates, bonds and maintain follow ups with customers, general contractors and vendors

Assisted with monthly and quarterly management reports and annual budget preparation

Ran weekly/monthly reports: WIP, warranty, burden, booked projects, sales quote data, revenue

Handled all project close out for month end and warranty coordination

Attended all project management meetings, sales meetings and other general meetings

Assisted A/R, A/P and the Credit Department on following up invoices and collections

Ordered all company uniforms, business printing, office supplies, etc., for the company

Previous Held Positions

Executive Assistant/Human Resources/Office Administrator/Payroll/Accounting and Tax Reporting/Benefits Administration – McCord Development – 07/10-08/11

Senior Administrative Assistant – Transwestern (University of Houston) – 08/09-06/10

Business Development Manager – Merit Parking Company – 02/09-06/09

Institute of Real Estate Management – Association Assistant – 11/04-01/09

Professional Development & Associations

HR for the Newly Assigned Human Resources Responsibility

Mastering Microsoft Project 2013

The Indispensable Assistant

The Workshop for Personnel/HR Assistants

How to Design Attention-Grabbing Brochures, Catalogs, Ads, Newsletters and Reports

Business Writing Basics for Professionals

The Administrative Assistants Conference

Budgets, Finance and Accounting for Non-Financial People

The Conference on Customer Service

Excelling as a First-Time Manager or Supervisor

Member of the Houston Society of Association Executives, January 2005 – January 2009

Member of the Houston Livestock Show and Rodeo Programs/Catalog Committee, 2007

Special Programs

Annual North Houston Association Golf Tournament

Hardy Toll Road Airport Connector Beautification Project

50th Anniversary IREM Chapter Membership Gala

Annual BOMA/IREM Charity Golf Tournament Benefiting HCPS

Annual Energy Stars and LEED Luncheon

Hurricane Katrina and Rita Relief Program

Lights Out Houston Program with the City of Houston

Regional IREM Conference in Houston, 2006

Shoe/Supply School Drive Benefiting HCPS

Support the Troops Program

Susan G. Komen Race for the Cure®

SIOR Commercial Expo

Education

Kingwood Community College, Associate of Applied Science Degree

Gatlin Education, Certified Event/ Wedding Planner

Skills Windows 1995 - current, Outlook, Word, Excel, PowerPoint, Office365, Concur, CRM, WennSoft/GP, Doc-Link, MetaViewer, ZenDesk, Timberscan, Timberline, DropBox, Box.com, Plan Grid, MRI, iMIS, InDesign CS3 and CS4, Colleague, PageMaker 6.5 and 7.0, Macromedia Dreamweaver XP 2004, Document Processing, Macromedia Contribute, Quicken, QuickBooks™, IDX and IDX-RAD knowledge



Contact this candidate