Executive Assistant / Personal Assistant
Resume:
Debra A. Lindsey
***** *********. / *******, ** *****
************@*****.***
SUMMARY:
Highly dedicated and loyal employee. Over twelve years as an Executive Administrative Assistant with ten years in the Oil & Gas Industry. Two years as an Office Coordinator Twelve years’ experience working with C-level managers from CEO, COO’s, CFO’s to President and Vice President’s. Overall, twenty-five plus years’ combined experiences as an administrative assistant and an executive assistant as well as being a personal assistant to a CEO.
WORK EXPIERENCE:
The Global Edge Consultants, The Woodlands, TX
August 2018 – August 2020
Office Coordinator / Executive Assistant to CEO
Office Coordinator:
Processes all travel, international and domestic for employees (Worldwide, Guyana, Mozambique, UK, Italy) as well as contractors: airfare, car rentals, airport transfers and hotel accommodations and any other special request based on location
Assist with Human Resource with basic onboarding of new employees
Distributes calendar invitations for employees, distributes call information to remote workers; confirms all connections are for properly scheduled time
Draft/edit emails, and other correspondence on behalf of senior managers and HR or upper management
Serves as the administrative liaison and key person for planning for communications and coordination of employee events, luncheons, award dinners, yearly gala’s and dragon-boat races and Kentucky Derby events and other gatherings.
Handling guest list to caterers to décor and venue choices and hotel and transportation for events.
Communicates with the general staff and coordinates logistics of high-level meetings, both, internally and externally
Organizes employee lunches for in-house training and meetings as requested
Worked alongside of Business Development team on Happy hours for clients and O&G events, location, menu and set-up and tear down
Ran errands for office for supplies, deliveries, or any other special requests
Ran daily bank deposits
Key point of contact for maintenance requests and liaises with building maintenance
Strong interpersonal skills and the ability to build relationships, strong communication skills
Ensures any requested events, both on and offsite, are planned and executed on time and on budget
Purchases and maintains inventory of office and kitchen supplies
Assists with new hire onboarding
Answers and routes phone calls, mail, and email messages
Greet, assist, and provide general support to visitors
Hosting and entertaining of incoming recruitment teams from out of country and office staff events
Provide administrative support to office staff as needed
Worked with Contractor Care program and sent out gifts for initial start dates for contractors
Assisted with formatted of incoming resumes for submission for active roles
Ensure the availability of materials and information required for use in conferences, meetings, and discussions
Executive & Personal Assistant to CEO:
Manage day-to-day calendars of CEO & VP, including making appointments and prioritizing the most sensitive matters with diplomacy and discretion, reconciling conflicts in real-time.
Maintain appointments and planning and scheduling meetings and teleconferences, including the monthly leadership meetings
Screen phone calls, inquiries/requests, and handle when appropriate, which will include customers, media, sales, and other various business relationships
Prepared presentations upon request
Establishes, develops, maintains and updates filing system as requested for each vice president and retrieves information from files when needed.
Prepares and process expense and mileage and reimbursement reports for CEO and VP management for payment
Draft/edit emails, and other correspondence on behalf of senior managers.
Booked seminars and conventions
Attends meetings to record minutes.
Obtain visas, global entries, and passport renewals
Coordinated extensive domestic and international travel and create detailed travel itineraries
Handled personal assistant requests upon need. (extensive list)
ABB, Inc., Houston, TX
November 2007 – April 2018
Executive Administrative Assistant
Assistant to three Divisions: Operations, Sales and Services:
Assistant to C-Suite Level Managers
Operations Process Automation Division
Assistant to Sales Director of Sales and Service of North America
Assistant to the VP Project Execution of North America and HBU OGC Sales
Back up assistant to the Group Vice President, IA and IAOG
Administrative Assistant to Operations Division (50 plus employees)
Sales and Service Division (40 employees}
Provide coordination and orientation of new hires, Including the delegation of
Hardware and software, access/security badges, American Express Corporate Cards issued, mobile phones and general on-boarding requirements for new employees.
Manage IT leases for the division through Webshop and MYIS. Issuing laptops and monitoring equipment upgrades and returns.
Create and process purchase requisitions and time entry for contract employees through SAP.
Maintain fleet vehicles for (Operations and Sales staff, including vehicle registration tags and inspections and fuel cards
Arrange travel (international and domestic)
Prepare and process monthly expense reports in Concur system.
Shipping requests for both international, DHL and FedEx, UPS
Distribution of in and outgoing mail
Conducted SOT’s and submitted reports of near misses and incidents
Managing all Project Managers and upper management calendars – Outlook and meeting and teleconference / Skype set up
Maintaining office supplies – ordering and distribution for the divisions.
Provide travel coordination including VISA applications and travel authorizations and monitoring travel advisories in conjunction with ABB Travel Security Division.
Coordinate meals for meetings and training session, company or client dinners, special event functions and any other activities as requested
Extensive Volunteering and coordinating with local Community events with the Houston Food Bank and Ronald McDonald House
Extensive Volunteering for four years with the Houston Chevron Marathon Executive Planning Committee and Customer Appreciation Committee for ABB Worldwide yearly event for ABB, Inc. – ABB Customer World 2017
Coordinating Meeting rooms, worked directly with CEO’s and Vice Presidents of major corporations (ExxonMobil, Fluor, Sasol, Duke Energy, Bechtel, SEWW, Dow Chemical, Flowserve, CenterPoint, Arconic, Ameren, Cargill, ATC, AEP, PG&E) – Coordinated travel and accommodations and transportation for the (Customer Advisory Board) co-hosting charity events and golf tournaments
SKILLS:
Ability to follow complex methods and procedures in the performance on diverse routine and non-routine tasks
Ability to organize and prioritize assigned tasks and meet tight deadlines
Ability to provide coaching and feedback to staff
Ability to work independently and with professional discretion handling sensitive and confidential documentation and information with professional discretion
Excellent time management skills
Flexible and able to adapt to changing environment and goals
Flexible demeanor
Great attention to detail
Great multi-tasker and the ability to handle stress while operating with a sense of urgency and good judgement
High level of proficiency with software, email and databases, and Internet search skills
Positive attitude
Proactive mindset is a must in my focus
Strong interpersonal skills
Strong planning and organization skills
Strong problem solving and decision-making skills
Strong written and verbal communication
SOFTWARE:
Adobe Acrobat Professional
BullHorn
CONCUR
DropBox
Excel
Lotus Notes
Microsoft Outlook
MS Word
Light Payroll & Bookkeeping
Onboarding & HR
QuickBooks
My IS Portal
PowerPoint
Sales Force
SAP
SharePoint
Visio
Webshop
ADDITIONAL INFORMATION:
High School Diploma
Notary / Montgomery County, Texas / 2022 / Expiration
Authorized to work in the United States
ASAP – American Society of Administrative Professionals (seminars and other training)
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