Executive Assistant Administrative
Resume:
Amy Castles
Experienced Executive Assistant
***********@*****.***
www.LinkedIn.com/in/amydcastles
Quick Look
Over 17+ Years of C-level & Senior VP Support
Balance Multiple Priorities Under Pressure
Liaise with Internal and External Stakeholders of All Levels
Expense Report Processing
Advanced Excel Experience
Meeting Planning & Logistics
Travel Arrangements, Domestic & International
Strong Communication Skills, Written & Verbal
Balance Multiple Priorities Under Pressure
Meticulous Attention to Detail
Proactive Thinking & Anticipation
Superb Organizational Skills
Contract & Subcontract Management
Over 7+ Years of Project Administration Support
Accounts Payable & Accounts Receivable experience
Results-driven administrative professional with 17+ years of experience providing seamless administrative support to C-level and senior executives. Adept at managing complex calendars, travel itineraries, and coordinating meetings and events. Leverages strong communication skills and a proactive mindset to anticipate executive needs. Strong organizational skills enable me to prioritize multiple tasks in a fast-paced environment.
Experience
KBR Corporation
Administrative Specialist V
February 2024 – September 2024 (Project Based)
Calendar management for ‘Mega-Project Project Manager’ across time zones.
Organize conference rooms and training events, ensuring setup, meals, and tech readiness.
Interact professionally with business contacts, manage communications through email, phone, and in-person, and escorted visitors securely.
Managed records of RFQ submittals
Maintained compliant shared documents on SharePoint and TEAMS.
Collaborated with employees and visitors of diverse cultures.
Confirmed all technology needs were met prior to new hires on the first day.
Handled travel coordination, including itineraries, visa applications, and invitation letters to United States.
Created leadership documents, performed data analysis and generated ad-hoc reports.
Pinto Western Retail Holdings LP
Executive Assistant to CEO / Operations Assistant
June 2022 – August 2023
Managed CEO's calendar, travel itineraries, and meeting schedule; ensured set-up, meals and tech readiness prior to meeting commencing.
Ensured compliance with employee screening, employee onboarding, including benefit enrollment.
Streamlined health, life, workers' compensation, and store insurance processes, resolving cases while maintaining compliance.
Took initiative to educate myself on health, life and worker’s compensation benefits.
Reduced operational costs by 30% across three retail locations through audits and cost optimizations.
Successfully managed federal and multi-state reporting, tax payments, and import licenses ensuring all operations met federal and state regulatory requirements.
Processed payroll and commissions using ADP and managed billing through Salesforce
Oversaw TEAMS data storage and met technology needs for all locations.
Forward Air Solutions
Executive Assistant to CEO
March 2013 – December 2021
Managed CEO’s complex calendar, travel itineraries, and time utilization for work activity planning.
Scheduled meetings, handled catering, and technology readiness. Resolved scheduling conflicts as necessary.
Prepared and submitted expense reports utilizing P-Card software. Developed and administered contract processes and procedures.
Provided support to Executive Team: three remotely located Regional SVP's; Supported sales team, utilizing CRM programs
Onboarded new hires, coordinated technology setup, provided office supplies
Managed security access to building, building areas, and certain areas of the warehouse.
Maintained weekly KPI data, analyzed P&L statements and reported operational metrics.
Completed ad-hoc reports as requested, which may have involved data gathering and analysis. Created pivot tables.
Drafted and edited professional correspondence and presentations liaised with internal and external stakeholders.
Resolved operational issues in CEO’s absence, administrated two building moves and 500,000 sq ft warehouse build-out, including office space.
Implemented Driver Recognition Program for over 1,000 drivers.
Coordinated yearly off-site 3–5-day company-wide event. Negotiated to attain budgetary allowances.
Account Management/Billing Analyst
Delivered exceptional customer service through phone and email, ensuring prompt and professional responses.
Resolved high-priority client complaints by delivering customer-approved and efficient solutions, prior to escalation.
Collaborated with dock and transportation managers to ensure positive customer experience and QA.
Maintained and updated records in the inventory management system
Increased billing revenue by 400% within three months through data analysis optimization
Independently learned AS400 billing platform.
Achieved 100% accuracy in invoice data entry, within alignment of customer contracts
Boosted customer ratings by 25% through customer-centric service.
E-Tech (formerly Tegron Industrial Automation)
Executive Assistant to VP of Engineering / Project Administrator
August 2006 - January 2013
Conducted employee screening requirements, onboarding, and timely processing of new employees.
Managed domestic and international for the VP and engineering team.
Oversaw visas and other essential documentation for international work.
Procured and tracked integral parts for projects and dispersed them to the field. Resolved unexpected field issues.
Supported Project Management with scope changes, cost control, customer updates, and closeout activities.
Assisted in budget preparation, actuals, estimates to completion, trending, and forecasting.
Handled confidential and sensitive information with discretion.
Audited project close-out to meet CSIA standards
Maintained CRM system for Sales team.
Education
Lone Star College, Business
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