Executive Assistant Manager
Resume:
Ashley Evans Stevenson
*********@*****.***
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
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