Karen A. Williams

**** ********** **** ******, ** 75048

972-***-**** adja19@r.postjobfree.com

https://www.linkedin.com/in/karen-a-williams-dallas/

Summary

Resourceful, proactive administrative professional recognized for providing outstanding support to executives and technical staff. Excellent technical editing and proofreading skills. Writes with the end user in mind by tailoring communication to subject matter and audience. Strong research and follow-up skills and detail orientation. Highly principled; maintains strict confidentiality of all sensitive information.

Professional Experience

Jones Carter - Plano, TX

Senior Executive Assistant (June 2019 – Aug. 2020)

Proofread/edited technical documents including proposals, presentations, project memos, design reports, tables, graphics, and design/construction contract specifications. Identified and resolved inconsistencies and errors with methodical and thorough review of client and corporate deliverables.

Worked with marketing to plan business development sponsorships and events. Pulled bids online and conducted research on current/prospective clients’ websites to find upcoming project opportunities.

Helped develop, produce, and mail holiday cards and event invitations; maintained contact lists.

Worked with fellow admins to coordinate senior managers’ schedules and set up meetings with internal/external attendees across multiple locations; typed and distributed meeting minutes.

Helped project managers obtain and complete planning documents such as Forms 1295, certificates of insurance, scopes of work, governmental/regulatory forms, cost estimates, subcontractor agreements, project health forms, pay applications, and bid forms. Communicated and followed up with partner firms, vendors, and clients.

Set up/entered promotional/new projects; drafted QMP documents; entered task date/budget changes.

Assisted project managers and accounting process monthly client invoices; expedited electronic review and routing, entered markups, and coordinated resolution of any issues. Generated complex project management and operational reports.

Made travel arrangements and completed expense reports for senior managers.

Connected new employees to IT or other departments and assisted HR with I-9 document collection.

Signature Automation, LLC - Addison, TX

Project Administrator (May 2017 - June 2019)

Provided detailed administrative QA/QC review of project deliverables for automation/electrical engineers and project managers; enhanced consistency and quality of documentation by developing standard templates and usage guidelines.

Supported executives/partners with coordination of human resources activities such as onboarding, orientation, appraisals, and tracking employment dates.

Administered employee benefits programs and ensured regulatory compliance through coordination with partners, staff, and multiple brokers; managed open enrollments. Assisted CFO with benefits-related payroll reporting and modifications.

Wrote procedures for benefits processes such as enrollment, termination, and compliance. Trained junior administrative assistant.

Reviewed client contracts for insurance requirements, obtained necessary certificates and documentation; coordinated renewals and amendments of corporate insurance policies.

Responsible for meeting and event planning. Reduced supply costs through careful sourcing management, even as staff and company grew.

CDM Smith, Inc. - Dallas, TX

Executive Assistant to SVP; Technical Documentation Administrator (June 2005 - April 2017)

Provided administrative and project support to senior management and technical staff.

Partnered with up to 70 engineers and architects from several discipline areas (Automation/I&C, Electrical, Structural, HVAC/Mechanical, Architectural, Geotechnical, and GIS) to produce top-quality technical documentation for clients. Conducted and managed administrative review of all project deliverables (technical specifications, reports, memos, manuals); this included formatting, proofreading and editing, clarifying questions with engineers, and making suggestions for improvement.

Sought out by staff firm-wide to complete complex tasks and manage projects efficiently.

Managed the performance appraisal process for 350 staff and the awards program for 500 employees.

Managed annual corporate title nomination process: notified nominees; coached each candidate to develop talking points; proofread and edited nomination forms; and tracked, organized, and submitted documents to executive leadership team. Coordinated other firm initiatives as they occurred.

Participated in and documented managerial conference calls and task force meetings. Actively listened to discern crucial details; combined and summarized information from multiple sources; and communicated in a clear, direct manner that addressed each stakeholder’s concerns.

Handled domestic and international travel arrangements; completed executives’ expense reports; instructed other staff in per diem expense reporting procedure. Fulfilled periodic reporting needs.

Helped marketing edit electronic newsletters and resources.

Collaborated and shared work with administrative staff in Dallas and other offices in response to project needs. Developed document and service standards which increased consistency and quality among deliverables. Mentored and trained junior administrative personnel; delegated and supervised tasks and supplied written performance feedback.

Heavily involved in the development of master specifications template; initiated contact with several project managers to encourage its use. Helped enforce the firm’s copyright and quality requirements.

Computer Skills

Proficient in Microsoft Office and Dynamics 365, Deltek Vision, ProjectWise, Concur Travel and Expense, Deltek Timesheet, BillQuick Timesheet and Expense, Adobe Acrobat, Nuance Power PDF, Bluebeam Revu, Skype for Business, Microsoft Teams, Google Meet, and Zoom.

Education

Western Kentucky University; Bowling Green, KY

Bachelor of Arts in Corporate Communication with minors in Marketing and Psychology (Magna Cum Laude)

Additional Activities

Member of various organizations including Water Environment Association of Texas (WEAT), Water Environment Federation (WEF), and American Council of Engineering Companies of Texas (ACEC Texas).

Young Living Essential Oils independent distributor.

Pet rescue volunteer, therapy dog handler, and animal shelter donor.

Use couponing skills to donate toiletries and food to homeless population and food banks.

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