Personal Assistant Executive
Resume:
Resume of Janis “J.T.” Tubbe
********@*****.***
PROFESSIONAL HIGHLIGHTS
**/**** – Contract Assignments/Various Companies
Present Executive and personal assistant responsibilities, office manager, supervisor, human resources, benefits administrator, office moves, office setups (locating office space, decorating, purchasing furniture, space planning, vendor negotiations), coordinating events, hiring clerical staff and special projects, administrative fill in for vacations, illnesses and various other responsibilities.
01/2012 –
04/2016 Whitney Bank Houston, Texas
Supervisor, Executive/Personal Assistant to President & Chief Wealth Officer
(Also responsible for HR)
● Supervisor and Executive/Personal Assistant responsibilities. Handled highly confidential matters.
● Responsibilities included but not limited to correspondence, extensive travel arrangements, heavy calendars, expense reports, sales reports monthly, quarterly/annual, and other various reports, meeting minutes, attended meetings and events in President’s absence.
● Heavy customer service/investor relations.
● Wiring security administrator, in charge of charitable donations for all departments, handled complaints via phone and in person. Company representative for various organization.
● Responsible for corporate records, press releases, letters of intent, due diligence, mediations, responsible for all phases of office management, space planning, relocations, budget planning.
● Lending assistant supervisor, recruiting, coaching, staff training, employee performance appraisals, hiring and termination, implementation of policies and procedures, human resources, responsible for new hires, employee benefits administration and negotiations including but not limited to handling 401(k) plans
● Implemented numerous cost saving programs, personal and business finances/cash management and organizational responsibilities, business and personal assistant responsibilities (vendor negotiations, office leases, miscellaneous household responsibilities, etc.). Inventory and quality control systems.
● Company liaison, responsible for all company events as well as personal events/functions, organizational charts, accounting responsibilities (invoicing, monitoring accounts receivable/accounts payable, and cash management).
10/2010 –
12/2011 Contract Assignments/Various Companies
Executive Assistant, Office Manager, HR Manager/Transportation Houston, Texas
● Executive assistant responsibilities, extensive travel arrangements, calendars, expense reports, correspondence, meeting minutes, heavy phone calls, handling of complaints, responsible for corporate records, event coordinator, due diligence. Responsible for all phases of office management including office setup, space planning, lease negotiations, accounting, cash management, budget planning, clerical supervisor, staff training, employee performance appraisals, implementation of policies and procedures, employee benefits administration and negotiations.
07/96-10/2010 Mike W. Graham & Associates, LLC Houston, Texas
Vice President-Administrative Manager, Office Manager, Executive/Personal Assistant to Chairman of the Board, President and CEO
(also responsible for HR, benefits and legal assistant)
● Responsible for executive/corporate minutes and all corporate records, attended meetings in the absence of owner/officers, meeting minutes including board of director and shareholder meeting minutes. Responsibilities also included executive and personal assistant duties. Handled all corporate secretarial duties. Also, handled highly confidential and private matters. Responsible for executive calendars, correspondence, extensive domestic and international travel-business and personal. Supervisor, staff training, recruiting and coaching. Responsible for business and personal finances including business, corporate and personal banking accounts and investments. Responsible for legal secretarial duties including due diligence, mediations, handled trust accounts, real estate, property closings. Involved in community affairs and served as the liaison between the Houston office and other locations as well as to the board of directors and shareholders. Handled client relations and responsible for all company and personal events/meetings.
● Responsible for the event coordination, community affairs, public relations, marketing, heavy customer contact, property management, maintenance, negotiating contracts/leases, resolving problems, purchasing, miscellaneous errands (business and personal). Served as liaison to the shareholders and board of directors in person and/or on telephone daily/weekly. Interacted with employees and business associates at all levels.
● Responsible for monitoring expenses, inventory and quality control systems for the company. Authorized purchases and negotiated leases. Representative for various committees and on Board for several associations including company credit union.
Janis “J.T. Tubbe
********@*****.***
● Responsible for the day-to-day office and administrative management. Responsible for facilitating a smooth running office including supervising the clerical staff/staff training. Responsible for screening, interviewing and selecting/terminating administrative/clerical staff and staff appraisals. Responsible for all phases of space planning, relocations/business and personal (including lease negotiating, purchased furnishings and equipment,
interior design). Handled all vendor contracts and purchase authorizations. Directly responsible for preparing and updating the policies and procedures handbook. Acted as liaison between the Houston office and other business locations. Developed comprehensive contracts/proposals, action plans and productivity studies. Handled customer inquiries and complaints with tact while maintaining company’s position. Responsible for human resources including employee benefit administration (all insurances and 401(k) plans). Responsible for entering HR information into customer designed system. Responsible for payroll taxes and corporate taxes.
● Handled accounts receivable/payable, cash management, collections, billing, budget and planning, loan administration/documentation as well as internal and external reports/state and federal regulatory agency reports. Responsible for enforcing expense policies and procedures, inventory and quality control systems.
09/94 – 05/96 CRC-Evans Pipeline International, Inc. (a Weatherford Enterra Co.) Houston, Texas
Executive/Personal Assistant to the President/CEO and Chairman, and EVP
● Executive/corporate minutes, corporate and personal secretarial responsibilities including extensive domestic and international travel arrangements. Maintained numerous calendars. Handled highly confidential and private matters. Interacted with shareholders, boards. Served as liaison between the Houston office and those of other cities/client relations/coordinator of special events. Administration/documentation, customer service, and resolved customer inquiries with tact while maintaining company’s position. Responsible for contracts and proposals. Handled and negotiated service agreements with vendors and authorized purchases. Assisted with budget/financial statements and A/P, A/R, and EOM as well as reports to state. Monitored expenses, inventory and quality control systems.
Prior to above
Barclays Bank PLC
Office Manager and Executive Assistant
SKILLS
Typing 100 wpm; Quick notes 95 wpm
Computer experience:
Microsoft Office Suites. Word, Excel, PowerPoint, Outlook
MAC, Ceridian, Concur, Director’s Desk, Red Carpet, Taleo, Travel software, Eco Time,
Oracle
Internet/Stock and Investments
Various custom systems including human resources
Various banking systems
STRENGTHS
Excellent secretarial skills, very organized Loyal, dedicated, trustworthy, integrity
Highly articulate, well rounded experience Effective communications skills
Reputation for highly confidential matters Positive attitude, people person,
Problem analysis / resolution abilities with outgoing personality
Able to establish lasting client rapport Leadership within a team concept
Goal-oriented with a high energy level Professional image at all times
EDUCATION
AMERICAN INSTITUTE OF BANKING Houston, Texas
Various Courses in Finance, Credit/Lending and Administration
MACARTHUR HIGH SCHOOL Houston, Texas
Academic Diploma
Excellent references available upon request
Contact this candidate