Administrative Assistant Executive

Qualifications

I am a polished and positive Corporate Receptionist / Administrative Assistant able to manage and maintain in various working environments, supporting various levels of management. My varied employment history has allowed me to experience architectural and engineering firms, doctor offices, hospitals, as well as the oil and gas industry. I thrive in any of these environments and make a positive impact in my environment.

Experience

Worldwide Oilfield Machine Houston, Texas 9/2021 – 10/22

Administrative Assistant to Executive Assistant

Support Executive Assistant to CEO & CFO

Correspondence and incoming calls forwarding to applicable personnel

Scheduling & coordinating travel arrangements

Greet all visitors and inform appropriate personnel

Sort and deliver incoming mail, packages, and other supply deliveries

Update phone list monthly

Order office & lunchroom supplies

Coordinate calendars and conference room bookings

General filing, Special Projects

Coordinate building maintenance

Dannenbaum Engineering Corporation Dallas, Texas 2/2018 – 7/2020

Administrative Assistant II

Supported VP and Division Manager/Principal, Office Manager and Engineers

General clerical duties, aid office staff with copies, letter making and preparing mail outs

Scheduled appointments, set up meetings, maintained calendars, and distributed mail

Provided event coordination for various projects: Regional symposium, workshops, grand openings, etc., preparing invitations, mailing, tracking replies, ordering beverages/food, rental equipment, coordinating set up/break down

Attended various off-site events to coordinate symposiums, workshops, booth tear downs, etc.

Document control and file making

Notarized documents as needed

Ensure the organization and upkeep of the office and conference rooms daily

Maintained office supplies and place orders for entire office on a monthly, bi-weekly, or as needed basis

Continuous improvement efforts by looking for ways to streamline either the front desk or processes.

UniversalPegasus International Houston, TX 2/2016 – 2/2018

Corporate Receptionist / Administrative Assistant

Greeted visitors, answered phones, validated parking, logged visitor badges

Effectively interfaced with diverse groups of people, both internal and external to the company

Assisted Executive Assistants on special projects

Organized the reception area, work room, kitchen, and conference rooms

Sorted and distributed mail for company determining level of priority, receive UPS, FedEx packages and notifying recipients

Answered non-routine correspondence, assembled highly confidential and sensitive information

Created reports, presentations, miscellaneous correspondence and spreadsheets as required

Ordered food, office supplies, business cards and stationery

Reconcile monthly parking invoice

Responsible for reporting and following up on facilities maintenance requests, provided timely updates back to management on status of requests

Assisted Human Resources with dispersing/collecting company property upon hiring/termination of employees

Superior Energy Services, Inc. Houston, TX 6/2014 – 9/2015

Corporate Receptionist / Administrative Assistant

Assisted in new employee onboarding, making office badges, parking/Metro cards, and office designation

Managed corporate shipping programs, evaluated costs and made recommendations to improve services

Managed relationships with third party service providers measuring them against Key Performance Indicators (KPIs), verified receipt of supplies, confirmed accuracy of invoices and submitted for payment

Partnered with HSEQ to keep updated office evacuation information

Responsible for sorting, distributing and management of all incoming/outgoing mail and packages

Responsible for ordering office supplies and equipment

Directed callers to internet site, provided callers with address, directions, and other relevant information

Welcomed visitors, monitored visitor access, issued access cards and parking validations when required, announced visitors to appropriate personnel

Adecco Employment Service Westminster, CO 1/2012 – 5/2014

(Various Contract Positions)

Executive Assistant to Vice Presidents, Land and Accounting Managers

Prepared daily and monthly calendar for travel, meetings, due dates for report, special projects

Typed agendas, leases, reports for special meetings

Meetings with Executives daily to review priorities and schedules

Logistical arrangements of meetings and participants including locations, dates, times, catering meals

Read all correspondence incoming, draft responses for signatures

Processed bi-monthly American Express Travel, expense reports, sending payables for payment

Screened calls taking phone messages for Executives, inform of messages

Established, maintained filing system

Assist in packing, permanent dismantling the Westminster office

Coordinated Iron Mountain for pick up, storage of materials

FedExed packages to Chicago office for office relocation

General office maintenance

Supervision: ordering of all office, kitchen supplies

Computer Skills

Microsoft Outlook

Microsoft Word

Microsoft Excel

QuickBooks

SAP Concur

Various Multi-line Phone Systems

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