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Executive Assistant / Office Management

Location:
Houston, TX
Posted:
August 02, 2022

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Resume:

Nakia Harrison Lopez

**** ****** ***** **., ******** City, Texas 77489 Cellular 281-***-**** * Email:adrzbk@r.postjobfree.com

SUMMARY:

Executive/administrative support assistant with years of experience. Areas of expertise include administrative and technical support, human resources and reporting. Excellent ability to partner with employees and executives to accomplish set goals and objectives. Strong ability to work efficiently with in a team environment as well as independently while providing exceptional customer service. Self-starter who works in a fast-paced environment. Major strengths include exceptional communication, organizational and leadership skills, detailed oriented, developing solid rapport easily and excellent time management skills.

EXPERIENCE:

ORION Marine Group – Houston, Texas 2021 to 2022

Executive Assistant – C-Suite

•Provide high level administrative and organizational support to the CEO, CFO, Board of Directors, and various other VPs throughout the executive team (EXP of Marine, VP of Business Development, VP of Investor Relations and VP of HS&E).

•Takes the lead on projects by recognizing business necessity including but not limited to handling administrative needs for the EVP and VPs, applying the proper protocol, exercising good judgement and being prepared to make informed, independent decisions.

•Post minutes, documents and updates for the Board as well as schedule and coordinate meetings.

•Coordinates and processes all travel arrangements, itineraries, and agendas; compiling documents for travel-related meetings.

•Performs time and schedule management for the executives and coordinates meetings, reserves conference rooms and sends meeting invites for both in-person meetings and Microsoft Teams meetings.

•Responds to requests to work on and complete special projects as may be needed or required.

•Prepares documents, including Excel spreadsheets, Power Point presentations, financial documents, stockholder and other charts, lists and similar documents.

•Attends operations meetings, taking notes, identifying action items and following through with the distribution of the information as directed.

•Assist the VP and Directors of HR with coordination of high-level interviews and meetings, as well as employee reports, status changes and personnel items.

•Oversee the budget, approval of orders and access requests to our Corporate accounts (Staples, Fedex, C2Imaging).

•Process/prepare expenses for executives as well as audit/approve their direct reports’ expenses while ensuring all are in compliance with the company’s policy.

•Coordinate special events and handle all catering needs.

•Building management and maintenance.

Wesco Distribution, Inc. – Houston, Texas 2012 to 2020

Executive Assistant and International Building Administrator to the Group VP & GM International

•Provide daily administrative and technical support to the Group VP of International, VP of Gulf Region, Director of Human Resources for International, and their direct reports. (Create flows charts, recreate documents, presentations, expenses, heavy calendar maintenance.)

•Maintain their calendars, coordinate travel arrangements for business trips, coordinate hotel agreements.

•Run monthly reports: Global Accounts, WINS and Opportunities, monthly and quarterly reports on Income Statements, Commitment Reports, Top Suppliers and Customer Reports, Quarterly District Forecasts, Branch Analysis, OSR (Sales/Margin).

•Continuous research of potential investment and WESCO opportunities.

•Assist Capital Project managers with new project proposals, approvals, inventory requirements, budget and material needs. Maintain role and responsibility charts for vendors, contactors and project team members.

•Assist with presentations, charts and spreadsheets for various leadership meetings including Capital Project bids/presentations and the International Service Center for US/Intl.

•Process and review International and US expense reports and ensure all are in compliance.

•Assist the LEAN Program Manager with various LEAN projects; coordinate the monthly WESCO One meeting; 8700 Inventory Council and draft meeting minutes. Update and follow-up on action items for all LEAN projects.

•Trouble shoot and provide Microsoft office training for internal Houston and International employees.

•Maintain SharePoint sites for Houston and International Branches and groups.

•Coordinate special events and handle all catering needs.

•Building management and maintenance.

University of Houston System– Houston, Texas 2004 to 2012

Senior Administrative Assistant for Associate Vice President/Associate Vice Chancellor of Finance (CFO)

•Provided administrative support to the Associate Vice President/Associate Vice Chancellor, as well as, back- up the Vice President/Vice Chancellor, and the Special Assistant to the Vice President/Vice Chancellor of Administration and Finance.

•Arranged domestic travel for all executives of the office.

•Requested, scheduled, and prioritized appointments and meetings and resolved problems requiring in- depth knowledge of company policies and procedures, and projects in progress.

•Organized and coordinated activities for the finance department.

•Wrote drafts correspondence, memoranda, speeches, position papers, program and contract proposal, and other written documentation.

•Reviewed applications, interviewed, and processed potential new hires.

•Served as a liaison between the Vice President/Vice Chancellor of Finance, and direct reports of the various departments that reports to the Vice President/Vice Chancellor.

•Screened all incoming calls and visitors as required.

•Took independent action on handling requests, determined the appropriate course of action, intervened where necessary, and acts as a liaison between departments.

•Coordinated data from a variety of sources for inclusion in technical reports and presentations, performed independent research, and prepared information for special projects as assigned including presentations and reports for the board committee group, as well as the Board of Regents.

•Administered the department record keeping system, and time and labor system in SAP, updated various department records and publications, ensured that department files were maintained in accordance with company policies and procedures, reviewed requests for information, and determined the appropriateness of release.

•Maintained department's budget and cost center verifications for assigned cost centers.

•Performed other administrative and secretarial duties as requested.

Senior Administrative Assistant for Executive Director of Financial Reporting

•Provide administrative staff support to a university executive.

•Arrange domestic travel.

•Request, schedule, and prioritize appointments and meetings and resolve problems requiring in-depth knowledge of company policies, procedures, and projects in progress.

•Organize and coordinate activities of the Financial Reporting and State Accounting Department.

•Write drafts correspondence, memoranda, speeches, position papers, program and contract proposals and other written documentation.

•Review applications, interview, and process potential new hires.

•Serve as liaison between executive director, mangers within department, and visitors as required.

•Take independent action on handling requests, determine the appropriate course of action, intervene where necessary, and act as a liaison between departments.

•Coordinate the University's CPE (Continuing Professional Education) Program as a certified sponsor of the Texas State Board of Public Accountancy.

•Provide all attendees of certified courses with credits for CPA licenses.

•Maintain department property and inventory.

•Coordinate data from a variety of sources for inclusion in technical reports, presentations, perform independent research, and prepare information for special projects as assigned.

•Administer the department record keeping system, time and labor system in SAP, update various department records and publications, ensure that the department files are maintained in accordance with company policies and procedures, and review requests for information and determine the appropriateness of release.

•Maintain department's budget and cost center verifications for assigned cost centers.

•Perform other administrative and secretarial duties as requested.

Baker Hughes, Inc. 1999 to 2003

Hughes Christensen – The Woodlands, Texas

Business Information Systems (IT)/Systems Specialist II/Trainer, July 2001 – August 2003

•Provided training for all new Sales Force Automation (SFA) end users, as well as, provided updating for all training materials for SFA and SAP.

•Provided 24-hour assistance and support for all United States and Canadian Sales Force Automation (SFA) end-users, to include, but not be limited to troubleshooting all incoming calls by determining cause such as training, application and/or interface issues between SFA and SAP.

•Projects – Run reports for budget, sales and inventory for Project and Sales Managers. Draft contracts, assignments, update all work specs and site information. Assist with all travel and planning related expenses.

•Served as a liaison between SAP application support team, information technology department, and the marketing region, and responsible for DSL rollover for all United States locations.

•Monitored and followed-up on all incoming Tivoli (trouble) tickets for the information technology marketing queue, as well as created and updated all SOLV (helpdesk) tickets on half of the United states region in reference to SFA, SAP and/or the interface.

•Trained all Microsoft power users and active members of the SAP implementation team for both the United States and Canada Marketing Regions.

Corporate Office – Houston, Texas

Senior Department Administrator – Director of Human Resources, June 1999 to June 2001

•Served as an assistant to the Director of Benefits & Corporate Human Resources and provide support to the human resources, benefits, audit and travel departments.

•Achieved a working knowledge of the CICS payroll system and the corporate SAP power user for domestic and international employees.

•Reported and tracked vacation for exempt and non-exempt employees.

•Performed daily maintenance of changes and updates in Hewitt's Flex System.

•Maintained and updated the corporate human resource intranet site and process all the internet and intranet job postings.

•Coordinated corporate travel tickets.

•Provided support for all corporate employees having any human resource, payroll, and/or benefits questions or inquiries.

Southwest Bank of Texas 1997 to 1999

Houston, Texas

Corporate Management/Back Office Operations Administrator

Coastal Banc (Formerly Texas Capital) 1995 to 1997

Houston, Texas

Bookkeeper/Back Office Operations

Law Offices of Daniel Jack & Associates 1993 to 1995

Houston, Texas

Executive - Legal Assistant

Shell Oil Company 1991 to 1993

Houston, Texas

Executive Assistant - Exploration

EDUCATION: Houston Community College – Houston, Texas 1993 – 1995

TECHNICAL SKILLS:

Proficient in SAP, HR Connect, Sales Force, Microsoft Office including Visio and Share Point.



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