Personal Assistant Executive

SUMMARY

Effectively combine administrative, leadership, and management skills to skillfully prioritize business affairs of upper level executives, coordinate domestic and international travel, and organize large-scale meetings and events. Thrive in an environment where professionalism and an outstanding work ethic are of utmost importance. Able to work independently or with a team. Employ self-motivation to provide exceptional support to meet client needs and contribute to the success of the company. Critical-thinker with exceptional problem resolution and time-management skills.

HIGHLIGHTS

Coordinate domestic / international travel itineraries

Calendar Scheduling

Presentation and proposal generation

Event planning and oversight

Project Management

Export licensing and compliance

Research, analysis, and proofreading

Invoicing and expense reporting

PROFESSIONAL EXPERIENCE

Choctaw Global, LLC

Executive Assistant to CEO/President February 2022 – present

Coordinate offsite meetings to include travel (complex arrangements), lodging, and all logistics while skillfully working with a team when necessary

Heavy calendar management and appointment navigation.

Provide administrative support to the Senior Leadership team of 12 people.

Develop positive and strategic relationships at all levels of the organization.

Negotiate offsite venue contracts for global conferences including hotel, restaurants, and activities

General office duties: Create and maintain filing systems, faxing, copying, scanning, mailing, and filter phone calls, set up meetings and conference calls

Manage a variety of projects including compiling, summarizing, analyzing information and data from many sources, performed research and complete special assignments

Head the Marketing team by coordinating with Media Company to ensure company vision and story is told correctly.

Event Planner: Planning and oversight of special functions while dealing graciously with clientele as well as securing venue contracts, catering

File/track expense and monthly reports and prepare meeting minutes and books

Personal assistant: errands, coordinate family trips to include but not limited to travel, car service and lodging, personal events, and managed confidential personal and family financial matters.

Managed Board Members travel, calendar, and finite details for all board meetings.

TJF Career Modeling LLC – Dallas, TX

Virtual Executive Assistant to CEO April 2016 – April 2019

Manage and maintain busy calendar and call management, and manage CEO’s complex and frequently changing travel arrangements

Create all invoicing and filing systems and generate expense reports

Correspondence and call management

Conduct research, create agendas, and prepare documents for internal and external use

Corps Team (Temp Agency – Contract Position)

Executive Assistant to CEO, CFO and CCO May 2016 - February 2017

Administer tasks for the CFO including managing an extremely active calendar of appointments, complete expense reports, compose and prepare confidential correspondence, arrange complex and detailed travel plans, itineraries, and agendas, and research and compile documents for travel-related meetings.

Plan, coordinate, and ensure CFO’s schedule is always up to date and contains a high level of detail

Serve as "gatekeeper" and "gateway" both internally and externally to make CFO available as appropriate

Communicate directly and on behalf of the CFO, senior management, Board Members, vendors and partners, internal and external constituents, and others, on matters related to CFO’s initiatives

Prioritize and follow up on incoming issues and concerns addressed to the CFO, including those of a sensitive or confidential nature

Determine appropriate course of action in consultation with the CFO as appropriate

Provide a bridge for smooth communication between the office of the CFO and internal departments globally while working seamlessly to support various time zones

Manage a variety of special projects for the CFO independently or as part of a team

Successfully complete critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the CFO’s ability to effectively lead the company

Serve as the CFO’s administrative liaison to the Board of Directors

Prairie Dog Pet Products (Contract Position) – Grand Prairie, TX

Executive Assistant to CEO and COO

HR Coordinator September 2015 - December 2016

Manage and maintain busy calendar, filter phone calls, set up meetings and conference calls

Perform and supervise payroll processing, develop and implement procedures, and support completion of job application materials and documents

Interview, hire, and train personnel as well as organize, manage, coordinate, and direct operations and functions of personnel

Interpret, assist, and advise employees and managers regarding cooperative agreement applications, leave management, benefit administration, and HR procedures and policies within specified guidelines

Supervise human resource issues; investigate human resource-related problems and make recommendations to the organization

Process export and import shipments for animal treat products including setting up trucking company, securing over water vessel, completing all necessary documentation and certificates needed for shipment, and filing for all necessary export certification

Secure warehouse rental property by locating property, negotiating lease agreement, filing all city paperwork and closing the deal

Personal assistant: complete errands, coordinate family trips to include but not limited to travel, car service, and lodging, and manage confidential personal and family financial matters

Process all incoming mail, and prepare meeting minutes and books

Secure domestic and international travel itineraries and file for passport renewals, and visas/ US citizenship paperwork

Egon Zehnder (Contract Position) – Dallas, TX July 2014 - January 2015

Executive Assistant/Project Manager to Lawyer-Partner

Coordinate offsite meetings to include travel, lodging, and all logistics while skillfully working within a team when necessary

Handle candidate interaction to include but not limited to setting up interviews, interview travel, create/edit candidate profiles, create interview agendas, etc.

Filter phone calls, set up meetings and conference calls

General office duties: Create and maintain filing systems, faxing, copying, scanning, mailing, etc.

File/track expense and monthly reports and prepare meeting minutes and books

Manage confidential personal and family financial matters

Personal assistant: errands, coordinate family trips to include but not limited to travel, car service and lodging, personal event set up, etc.

Schedule and organize video conferences, conference calls and meetings

Oliver Wyman - Dallas, TX

Executive Assistant to Managing Director, Chief of Staff and a Partner February 2007 - May 2014

Coordinate offsite meetings to include travel, lodging, and all logistics while skillfully working with a team when necessary

Negotiate offsite venue contracts for global conferences including hotel, restaurants, and activities

General office duties: Create and maintain filing systems, faxing, copying, scanning, mailing, and filter phone calls, set up meetings and conference calls

Manage a variety of projects including compiling, summarizing, analyzing information and data from many sources, performed research and complete special assignments

Event Planner: Planning and oversight of special functions while dealing graciously with clientele as well as securing venue contracts, catering

File/track expense and monthly reports and prepare meeting minutes and books

Personal assistant: errands, coordinate family trips to include but not limited to travel, car service and lodging, personal events, and managed confidential personal and family financial matters

REFERECNCES

Tara Jaye Frank *****@*************.*** Cell: 816-***-****

Jonathan Robinson **********@***.*** Cell: 860-***-****

Dereca White ************@*****.*** Cell: 713-***-****

EDUCATION

Spelman College - Atlanta, GA

B.A., Psychology

SKILLS

Notary, Microsoft Word, Excel, Power Point, Outlook, QuickBooks, Internet Research, Warehouse Management System, Orchestra, Concur, AS400, Excellent Verbal and Written Communication

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