Executive Assistant Administrative

ACCOMPLISHMENTS

•Executive Assistant / Sr. Admin Assistant with Oil & Gas and Insurance industries experience supporting Executives including Regional Executive Officer / SVP, VP, Sr. Management, Directors, Executive Leadership teams & Project Management teams in the management of national, international, and multimillion dollar environmental, financial, and production projects.

•Proven conflict resolution abilities with facility to identify and implement cost-cutting initiatives.

•Support in matters pertaining to: overseas travel, international expenses, document control, office services, equipment procurement, project status reporting, hiring and training of personnel, office start-up coordination, and vendor communications including contract management.

WORK HISTORY

Project-based work and Temporary Administrative Assistant to Owners

HillGra Real Estate Services

10/2023 – 06/2024

•Assisted with organizing and categorizing months of business receipts to support internal expense reportings

•Contacted team members to help collect missing documentation for financial records

•Booked home inspections utilizing Spectora software

•Proofread Marketing materials

•Coordinated other admin projects as needed

•Google Workspace - Calendars, Charts and Spreadsheets for daily assignments

Administrative Assistant III to Environmental & Regulatory Mgr. / Team & Systems Completion Team

ExxonMobil Chemical Company, GCGV Project, via Kelly Services

08/2018 – 06/21

•Created manager’s expense reports and preapproved manager’s direct reports’ expense reports via

Ariba: eSpeedbuy and Chrome River

•Doc. Control Administrator: Assigned DC numbers, created documents & uploaded data into SharePoint

•Payroll Timekeeper utilizing Sharp SAP system to report employees’ exceptions

•Organizational Chart updates: utilizing Visio 2013 made all updates to the GCGV Project’s Org Charts

•Floor Plan Administrator/Building Management Contact – reported issues/seating via eMerge system

•SharePoint Administrator: Assigned access to members, create folders and upload documents

•MS Suite: Word, PowerPoint, Excel and Outlook to create letters, presentations and spreadsheets

•Performed personnel onboarding/offboarding including ordering computers and cell phones

•Conducted ergonomic assessments and purchased applicable equipment.

•Other responsibilities including new admins training, office supplies/meals & special events set-up

Administrative Assistant III to Sr. Project Manager and Systems Completion Manager

ExxonMobil Chemical Company, GCGV Project, via Kelly Services

09/2017 – 08/2018

•Scheduled/coordinated manager’s and staff’s meetings/workshops on/off-site via Outlook (Lync/Skype)

•Reviewed and authorized contracts for offsite conferences

•Calendars / Travel via AMEX Travel /Supply ordering via Outlook and Ariba system

•MS Suite: Word, PowerPoint, Excel and Outlook to create letters, presentations and spreadsheets

•SharePoint: Assigned and removed access to members and stewardship costs of monthly expenditures

•Trained new admins, onboarding and demobilization of personnel

•Created and reviewed expense reports via Ariba: eSpeedbuy and Chrome River

•Project MPI Coordinator – Performed office inspections, trained inspectors, reports via SharePoint

Short term Temporary Assignments via various agencies June – Sept 2017:

Executive Admin Asst. Harris Health Systems

•Supported VP, SVP and staff utilizing MS Office Suite

•Recorded minutes for exec meetings & managed conf. documents

•Managed Microsoft Outlook Inbox and Calendar responding to emails and scheduling meetings; made travel arrangements

•Created expense reports via PeopleSoft Time & Expenses software

Asst. to H&B Office Business Leader/Partner Mercer, Health & Benefits and Pharmacy

•MS Office Suite to create/edit PPT presentations, Word documents, Excel spreadsheets and Outlook calendar management

•Created expense reports via Oracle’s iExpense

Corporate Compliance Director DE Asst.

Prime Operating Co.

•Specialized in assisting CC Director in projects utilizing MS Word, Excel and Lotus Notes 8.5 to research data, input data into company’s database, create spreadsheets and resolve issues

Sr. Administrative Assistant ExxonMobil Corp., Alaska LNG Project, via Kelly Services

04/2009 – 12/2016 (3 positions as listed below)

•Supported Sr. Mgmt. of the Safety, Security, Health and Environment (SSHE), Marine, Project Services, and Pipeline departments, assisted joint venture Directors: ConocoPhillips, BP & Alaska Gas Dev. Co.

•Assisted SSHE mgr with weekly/monthly reports in MS Suite.

•Assisted Project Services manager in the office relocation for over 75 employees by itemizing inventory list, selecting appropriate furniture, office supplies, kitchen supplies, and office equipment standards.

•Negotiated services & reviewed contracts for multiple operations, i.e., office moves, furniture set-ups, & indoor plants, outsourced printing & cable.

•Saved project an estimated $58,000 by suggesting the reallocation of surplus office furniture, the cancellation of plant maintenance services, and the reallocation of paintings and other office fixtures.

•Created manager’s expense reports and pre-approved manager’s direct reports’ expense reports via Ariba: eSpeedbuy and Chrome River

•Managed all travel arrangements via AMEX Travel

•Managed manager’s calendar via Outlook

•Purchased office supplies via in-house office services and outsourced office services.

•Coordinated (collected and organized) weekly joint venture partners Sr. Management’s confidential status reports updates via MS Excel.

•Coordinated all matters pertaining to conferences for over 50 national and international attendees and in-house meetings via Outlook (Lync/Skype) and ordered meals through various vendors.

•Trained contractors and junior personnel; managed new hire and contractors’ onboarding set-ups and conducted ergonomic assessments and purchased applicable equipment.

•SharePoint: Submitted weekly reports to Doc. Control Lead for distribution & researched documents

•Utilized MS Suite to create letters, forms and memos, format and create presentations and binders, received / sent domestic and international mail via services such as UPS, Fed-EX and DHL; notarized documents; processed expense reports and ordered supplies, business cards, etc. via Ariba: eSpeedbuy and Chrome River, processed mail, and assisted in project management and various IT related issues.

Sr. Administrative Assistant ExxonMobil Corp., Middle East Development, via Kelly Services

•Supported the Qatar Sr. Project Manager (direct report to the Vice President of EMPC) and Project Team, the Golden Pass Environmental, Regulatory and Land (ERL) Manager and Project Team, and Sr. Controller and Project Team.

•Assisted ERL Manager and Project Team in various Land assignments including resolving land owner’s issues / concerns and assisting in required searches and filings.

•Timekeeping - utilized SAP to report employees’ exceptions into payroll system.

•Created and processed manager’s expense reports via Ariba: eSpeedbuy and Chrome River for all domestic and foreign transactions.

•Maintained department’s / managers’ calendars; made domestic and foreign travel arrangements.

•Solved overseas issues such as mailing policies and practices, passport, and other challenges.

•Performed general office duties, i.e., created documents via MS Word, presentations and binders via MS PowerPoint, forms, mail, scans, purchased office supplies, processed invoices and all IT related issues.

Sr. Administrative Assistant ExxonMobil Corp., Alaska Pipeline Project, via Kelly Services

•Assistant to Project Services Manager and staff of 17 including Assistant to Document Control Lead. Managed all travel arrangements via AMEX Travel and manager’s calendar via Outlook; processed invoices, created manager’s expense reports via Ariba: eSpeedbuy and Chrome River and managed project team’s SharePoint calendar

•Coordinated (collected and organized) weekly joint venture partners Sr. Management’s status reports via MS Excel utilized for weekly meetings and monthly reports.

•Departmental Document Control coordinator – maintained database, documents and DC Library.

•Coordinated visual and audio conferences and meetings via WebEx and Outlook systems (Lync/Skype)

•Supervised/trained personnel, managed new hire onboarding; conducted ergonomic assessments; City of Houston Certified Fire Warden; Management Protection Information Inspector.

•Performed general office duties, i.e.: letters, memos, forms, supplies, meetings, mail, tracked vacation.

Recruiting Assistant Baker Hughes, Human Resources University Recruiting, via Kelly Services

10/2008 – 03/2009

•Supported the University Recruiting Team Leader and staff of 5

•Utilized Vurv - RecruitLink software

•Prepared offer letters/new hire packages for Baker Atlas, Baker Hughes Drilling Fluids, Baker Oil Tools, Baker Petrolite, Centrilift, Hughes Christensen, and INTEQ via MS Word.

•Tracked, managed and updated various confidential reports via Excel.

•Utilized SAP in the invoice approval process, to access data and update new hire information

•General administrative duties including scanning, filing and recording keeping of offer letters.

Sr. Administrative Assistant US Oncology, via Resource Staffing

7/2008 – 10/2008

•Supported Sr. Financial Manager and team of 5. Created individual monthly financial reports of doctors’ expenditures utilizing Excel’s spreadsheets and pivot charts and PowerPoint.

Executive Assistant, Regional ACE American Insurance (now Chubb Insurance)

11/2000 – 03/2008

•Supported the Regional Executive Officer (REO of SW United States) / Senior Vice President (SVP and head of Houston office) and the Business Development Manager (BDM)

•Utilized MS suite (Word, Excel & PP & Outlook) for documents, org charts & calendars/emails.

•Prepared marketing materials (Presentations/Booklets/Binders) for brokers and clients’ meetings

•Managed over 10 annual offsite conferences and receptions for up to 300 clients and brokers

•Prepared REO / SVP and BDM for RIMS Annual Conferences with appointments, material, venues, etc.

•Provided admin. assistance to visiting national and regional Sr Mgmt including President and VP’s

•Managed (requested and approved) domestic travel arrangements through AMEX Travel

•Prepared and submitted REO/SVP’s expense reports via PeopleSoft Time & Expenses

•Reviewed accounting contracts and processed regional payment requests

•Liaised between employees and REO/SVP and coordinated employee and company's charitable events.

•Managed and screened phone calls, processed mail, faxes, managed printers and A/V equipment

•Assisted REO/SVP in the update of the confidential regional budget & reported quarterly expenditures utilizing PeopleSoft Financials & Excel.

•Monitored attendance and overtime forms utilizing PeopleSoft Time & Expenses.

•Managed database of over 2,000 contacts for the region via Outlook.

•Managed monthly regional newsletters and personnel announcements for 1,200+ customers.

•Managed REO/SVP’s and confidential personnel files via PeopleSoft Resource Management (HRMS).

•Maintained customer database system and MIS Portal.

•Delegated projects to other Admins & Receptionist and performed personal assistant tasks upon request.

EDUCATION

University of Houston Basic Courses

Houston Community College Typing and Shorthand Courses

SOFTWARE SKILLS

MS Suite 2016, 2013 & 2010 – Word, Excel, PowerPoint, Outlook, Access; Sharp SAP, SharePoint, Visio, eSpeedBuy, Google Workspace, Chrome River, Ariba, Lotus Notes 8.5, Oracle iExpense, BFINS (Brio Financial), PeopleSoft Financial, PeopleSoft HR, HRMS, PeopleSoft Time & Expenses, Vurv – RecruitLink (HR), GCC Expense Software, MIS Portal, Switchboard, 70+ WPM

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