Administrative Assistant Executive

HOPE CARTER

817-***-**** **************@*****.*** www.linkedin.com/in/hope-carter-0509b316a

SUMMARY

Enthusiastic executive assistant with 20 plus years of experience, driving success by supporting company leaders. Possess a strong sense of urgency to respond effectively to the needs of senior level executives. Diligent individual who is committed to providing exceptional service. Aiming to leverage my qualifications to fill a role in line with my credentials.

SKILLS

• Exceptional Written and Verbal Communication • Executive support

• Payroll • Event Planning

• Calendar Management • Travel Management

• Zoom and Microsoft Teams • Outlook

• Microsoft Office • Facilities Management

• Critical Thinker • Organization and Prioritization

• Time Management • Notary

WORK HISTORY

Team Car Care dba Jiffy Lube – Irving, TX

Executive Assistant and Senior Leadership Coordinator, 09/2019 to present

• Provide direct support to the CEO and executive team of 11

• Liaise with field leadership, field administrative assistants, and corporate teammates

• Manage complex calendars for C-suite level executives and senior leadership and facilitate calendar communication and coordinate conference calls

• Coordinate on-site and off-site staff meetings, retreats and conferences for executives and field leadership, including but not limited to board, staff and committee meetings, town hall meetings and executive retreats

• Plan, coordinate, and host anniversary celebrations, company functions, team building activities, and key corporate events

• Coordinate domestic travel and accommodations for executives, field leadership and conference attendees

• Scribe and summarize executive staff meetings and staff calls

• Facilities/office manager

• Maintain 100% confidentiality of all communication and documentation according to company policy

• Partner with HR, Benefits, and IT to ensure provisions for new teammates

• Partner with building management and security for safety compliance

• Office renovation project manager partnering with the General Contractor

• Manage and organize new office and office design systems to maximize efficiency and to provide a culture conducive to a friendly work environment for an in-office and hybrid office blueprint

• Transform the former mail room process to support newly establish hybrid and remote employees, partnering cross functionally with multiple departments

• Manage receptionist/mailroom clerk

• Office notary

OTA Compression, LLC– Dallas, TX

Executive Assistant/Corporate Operations Administrator, 11/2018 to 09/2018

• Fulfill all executive assistant duties for President and Vice President professionally and personally

• Support President and Vice President with ad-hoc projects and was commended for being a quick thinker and resourceful

• Perform weekly accounts payable and accounts receivable duties using Sage accounting such as invoicing, expense reports, credit card reconciliation, and purchase orders.

• File management-reduce paper file system by implementing a digital file system which provided substantial savings to the company

• Perform HR duties such as process employee benefits and weekly and bi-weekly payroll

• Book travel and accommodations for the President, engineers, and sales teams

• Manage professional and personal calendars for President and Vice President

• Office notary

• Company event planner and coordinator including team building activities

• Work with President and General Contractor to renovate a new office space, provide recommendations, receive bids, schedule city inspections, purchase furniture, and office design Blackbeard Operating – Midland, TX

Senior Administrative Assistant, 02/2018 to 10/2018

• Provide support for senior executives and controller

• Perform administrative and clerical support functions including answering phones, greeting, and assisting incoming visitors

• Accounts payable and accounts receivable such as billing, accurate processing of invoices and expense reports, and process vendor, client, and investor payments

• Assist engineers and landmen with various projects

• Manage company and vendor MSA’s, COI’s, W-9’s

• Fleet vehicle management

• Travel management for executive team, engineers, and sales team

• Coordinate and manage the company condo for company employees and guests

• Coordinate on-site and off-site meetings and events

• Office management duties

ADDITIONAL EXPERIENCE:

Marathon Oil Company, Carlsbad, NM

Administrative Assistant (temp. position through Manpower), 08/1997 to 06/1999

• Process daily company, state and federal gas plant reports for manager and division supervisors and engineers and federal and state drilling and pumper reports. Also processed special reporting for plant shutdowns

• Compose confidential correspondence for manger and engineers

• Accounts Payable and Payroll

MYCO - Artesia NM

Engineering Tech, 02/1994 to 04/1996

• Process daily and monthly pumper and drilling reports

• Compile well and lease data for engineers and maintain well files

• Process regulatory forms for NM, Texas, and Colorado

• Update well location maps

EDUCATION

ENMU – Roswell, NM – Associates Business of Arts

*Please note the sporadic dates of employment are concurrent with full time parenting.

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