Vice President Administrative Assistant
Resume:
KARAN HUGGINS
*** ***** *** **** – Burleson, TX *6028
SUMMARY
Administrative office expertise with highly developed organization, prioritization, interpersonal, communication, and problem-solving skills, including the ability to work independently and institute creative improvements that allow better management workflow in a fast-paced, complex environment while maintaining a high level of confidentiality.
PROFESSIONAL EXPERIENCE
Sabre, Southlake, TX
Executive Assistant to Senior Vice President, March 2013 to June 2019
• Support Senior Vice President
• Prepare correspondence, documents from information provided by Senior Vice President
• Maintain extremely complex and busy calendar and scheduling
• Scheduled travel – all arrangements (international and domestic)
• Prepared expense reports on behalf of the Senior Vice President
• Team lead for a team of 5 executive assistants
Alvord High School, Alvord, TX
Assistant to the Principal, April 2008 to December 2011
• Support Principal.
• Prepare correspondence, documents from information provided by Principal.
• Independently compose general correspondence on behalf of Principal and process any meeting itineraries and agendas.
• Entered absentees and tardies each period
• Telephoned parents of absent students who were not cleared and updated computer from call-in list
• Monitors absences for truancy and prepared correspondence to judge and parents to set up truancy cases
• Reports any attendance problems to assistant principal(s).
• Prepared daily Unexcused Absence summary and distributes to principal and teacher
• Verified, prepared and distributed attendance violation correspondence
• Prepared passes for absent and tardy students
• Supervised student workers
• Assistant nurse when necessary
• Maintain all student files, both permanent and annual.
• Maintain calendar and scheduling for Principal.
• Prepare and distribute weekly newsletter – Bulldog Blitz (info for teachers).
• Coordinate all aspects of the Academic Awards Banquet and Athletic Awards Banquet.
• Assist in preparation of commencement.
UNIVERSITY OF NORTH TEXAS, Denton, TX
Administrative Services Officer II, September 2003 to April 2008
• Support Vice President for Development.
• Prepare correspondence, documents, call reports, management reports, etc. from information provided by Vice President.
• Independently compose general correspondence on behalf of Vice President and process any meeting itineraries and meeting agendas.
• Maintain all files and track deadlines for Vice President.
• Maintain calendars and scheduling for Vice President.
• Oversee all reports and correspondence sent to Vice President by reporting Development Officers.
• Arrange all travel arrangements and prepare travel itinerary for Vice President according to UNT policy and procedure.
• Assist in preparation of Memorandums of Understanding.
• Record, track and distribute MOUs (obtain appropriate signatures and acknowledgements).
• Coordinate Emerald Ball with special events company and work with honorary committees.
• Responsible for balancing budget of Emerald Ball and prepare report for Vice President.
• Assist event planning with Homecoming, Alumni Awards, President’s Council, etc.
• Coordinate all aspects of Homecoming Parade event. HB CONSTRUCTION, INC. (General Contractor), Albuquerque, NM Office Manager, July 2001 to March 2003 (husband received final promotion to return to Texas)
• Obtained architectural plans and reprographics for bid while handling sensitive and confidential information with sound judgment, tact, and discretion.
• Anticipated and prepared materials needed by management for conferences, correspondence, appointments, and meetings.
• Coordinated all company events (grand openings, cocktail parties, etc.)
• Created and published company portfolio and brochure.
• Accurately prepared bid forms and organized/assembled relevant materials for inclusion in proposal packets.
• Ensured the correct and timely preparation of subcontracts and purchase orders for material contracts.
• Professionally greeted and maintained excellent rapport with clients, subcontractors, and vendors and answered inquiries and/or routed to appropriate personnel.
• Coordinated management calendar by scheduling/confirming meetings, appointments, and work site agenda.
• Created and maintained computer records of relevant information.
• Responsible for certification of payroll and reports sent to the project owner and the state.
• Ensured timely filing of Bureau of Indian Affairs monthly utilization reports.
• Responsible for daily error-free maintenance of credit card accounts.
• Effectively prepared office, materials, and supplies to facilitate productive organization of new projects.
• Responsible for accurately typing, processing, final printing, and copying of high quality documents using current standard software programs.
• Ordered and maintained accurate inventory of all office supplies and equipment. UNIVERSITY OF NORTH TEXAS, Denton, TX
Administrative Assistant III, October 1999 to June 2001(husband promoted and transferred to New Mexico)
• Worked directly with Director of Special Events, established timetable and coordinated plans for entire program of University events (e.g. Homecoming, Alumni Awards, President’s Council, RIPS).
• Responsibilities for each event included successful scheduling, locating appropriate site, room arrangement, menus, flowers, décor, selecting and ordering of mementos, preparing purchase orders and Inter-Departmental Orders, maintaining budgets for each event (Homecoming $80,000, Alumni Awards $35,000, President’s Council $40,000, RIPS $1,500), supervising setup and cleanup, effectively trouble-shooting problems, designing and preparing brochures and invitations, and ensuring a warm, gracious, and welcoming atmosphere for all University members and guests.
• Successfully directed all preparations of events held in conjunction with the University’s Capital Campaign.
• Coordinated Capital Campaign celebration gala with Director of Special Events. UNIVERSITY OF NORTH TEXAS, COLLEGE OF BUSINESS ADMINISTRATION (COBA) DEAN’S OFFICE, Denton, TX
Administrative Assistant II, March 1989 to November 1994
• Coordinated office operations and served as liaison between Dean and reporting departments.
• Assisted the COBA Dean Search, International, Faculty Appeals, and Executive Committees in the achievement of their goals by providing extensive administrative support, preparing and distributing agendas, and receiving faculty appeals.
• Successfully updated, published, and distributed the COBA Charter, Calendar, Dean’s Guidelines, College newsletter, and University Organizational Chart ahead of semester deadline.
• Assisted in preparation of COBA Faculty Handbook and updated policies.
• Coordinated travel arrangements and accommodations for Dean and processed all paperwork (e.g. itinerary, expenses)
• Assisted in coordinating events for college centennial celebration including concert with College of Music.
• Accurately maintained database of COBA donations and sent acknowledgment letters to donors.
• Assisted Dean and Department Chairs with Annual Faculty Probation and Tenure determinations by compiling information from professors, reviewing to ensure accuracy, forwarding information to Provost, and scheduling SuperPAT meeting.
• Processed COBA Dean’s List letters to students with appropriate grade point averages.
• Assisted in the orientation process of new faculty members.
• Distributed faculty workload reports to departments.
• Coordinated and maintained conference room schedules.
• Prepared IDOs and assisted in payroll distribution
• Responsible for supervision and training of student assistant.
• Ordered and maintained accurate inventory of all office supplies and materials. Education/Training
Courses in Excel, Word, PowerPoint
UNT Service Connections, EPro, PCard, EIS, GroupWise TXEIS
REFERENCES
Furnished upon request
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