Executive Assistant Administrative

GLENDA QUINTERO-WILLWERTH

***.*********@*****.*** 214-***-**** Texas

SUMMARY

Bilingual (English/Spanish) Executive Administrative Assistant with over 10 years of experience supporting senior-level executives across various industries, including healthcare, finance, and technology. Skilled in calendar management, travel coordination (domestic and international), expense reporting, procurement, and event planning. Proven track record of managing multiple complex schedules and projects while maintaining a high level of discretion and professionalism. Adept at using tools such as Microsoft Office Suite, Concur, and Paylocity to streamline administrative operations and support organizational goals.

SKILLS

Executive calendar and travel management

Expense reporting (Concur)

Office operations and procurement

Bilingual: English and Spanish

Event coordination and logistics

Confidential correspondence and document handling

Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)

Onboarding and HR systems (Paylocity)

Vendor and facilities coordination

Multi-tasking and time management

Strong interpersonal and communication skills

Team collaboration and cross-functional support

General coursework completed toward Bachelor of Arts

44 college credit hours completed toward Associate in Business

PROFESSIONAL EXPERIENCE

Schneider Electric, TX (Contract)

Executive Assistant January 2024 – July 2024

Supported senior executives with calendar management, meeting preparation, and travel arrangements.

Managed expense reports using Concur software and ensured timely submission with accurate receipt documentation.

Followed up with vendors to obtain missing receipts.

Facilitated client communication for Partners, including scheduling calls, tracking action items, and providing engagement updates

Coordinated internal and external meetings for Partners

Communicated payment estimates and billing updates to internal and external stakeholders

Represented Partners by greeting visitors, managing correspondence, and handling meeting requests

Reconciled and coded corporate credit card expenses

Drafted and edited presentations, reports, schedules, letters, and other business documents

Provided general administrative support: call routing, mail processing, filing, and front-desk hospitality

Handled phone inquiries and client communications with professionalism, discretion, and confidentiality

Prepared memos, meeting minutes, and executive presentations

Supported executive outreach and external relations initiatives, managed special projects

Executed independent projects from inception to completion, coordinating across departments

Managed executive emails and calls, ensuring timely responses and follow-ups

Arranged domestic and international travel, including itineraries, lodging, and logistics

Organized client events and coordinated sponsorship opportunities

Provided reception coverage and office support as needed

Performed additional administrative duties as assigned

Signify Healthcare, TX (Contract)

Executive Assistant August 2023 – November 2023

Supported C-level executives with daily calendar management, scheduling, and prioritization of meetings and deliverables

Acted as a liaison between executives, clients, and internal departments to ensure seamless communication and workflow

Managed sensitive and confidential information with discretion, maintaining high levels of professionalism

Drafted, proofread, and distributed executive communications including emails, internal memos, and briefing documents

Created and maintained comprehensive filing systems, both digital and physical, for ease of document retrieval

Streamlined administrative workflows by identifying inefficiencies and implementing new processes

Coordinated logistics for high-level meetings, including agenda preparation, room setup, catering, and tech support

Tracked key project deadlines and followed up with stakeholders to ensure timely completion

Conducted preliminary research and prepared background materials for executive meetings and presentations

Processed and reconciled expense reports, invoices, and purchase orders in compliance with company policy

Assisted with onboarding new administrative staff and provided training on internal systems and protocols

Supported planning and execution of internal events, town halls, and executive offsite meetings

Handled ad hoc requests and special projects in a fast-paced, deadline-driven environment

Samsung Inc., TX (Contract)

Executive Assistant December 2022 – March 2023

Supported VP of Mobile Product Management and a team of 52.

Managed executive schedules with competing priorities, ensuring alignment with strategic objectives and both short- and long-term goals.

Assessed and adjusted priorities as necessary to optimize executive time and focus.

Built and maintained strong relationships with internal team members, direct reports, senior leadership, stakeholders, and clients to support executive office functions.

Directed the flow of information, communication, and access to the executive in alignment with organizational priorities.

Exercised sound judgment to shield the executive from day-to-day operational issues or unnecessary interruptions that could be addressed independently.

Provided personal and professional support to the executive to safeguard their physical and emotional well-being, minimizing disruptions to workflow.

Advocated for and supported executive-led initiatives, acting as a champion of change within the organization.

Cultivated external relationships to further executive and organizational objectives.

Managed scheduling, travel logistics, and submitted expense reports via Concur.

Birdeye Inc., TX

Office Operations Specialist November 2021 – December 2022

Oversaw daily office operations for the Irving office, ensuring a smooth and professional working environment.

Managed procurement of office supplies, IT equipment, and snacks, maintaining appropriate inventory levels and vendor relationships.

Led onboarding for new employees, including issuing security badges, ordering equipment, and coordinating workspace setup.

Coordinated domestic and international executive travel arrangements, including transportation, accommodations, and itineraries.

Managed and maintained complex calendars for multiple senior executives, ensuring optimal time management and prioritization.

Maintained updated training documentation and input employee training data into Paylocity.

Collaborated with building management to resolve facility issues and reserve conference rooms for meetings and company events.

Handled confidential information with discretion and provided high-level administrative support to C-level executives.

Planned and executed internal events, such as team lunches, holiday celebrations, and company-wide meetings.

Partnered with HR and management on employee engagement initiatives and internal communications.

Acted as the primary point of contact for vendor coordination, mail services, and office maintenance needs.

Tracked and reconciled office-related expenses and supported budget oversight for office operations.

Ensured the office complied with company policies, safety regulations, and operational best practices.

Braven’s Company, TX

Executive Administrative Assistant January 2021 – November 2021

Supported three Vice Presidents by managing complex calendars, prioritizing meetings, and resolving scheduling conflicts across multiple time zones.

Coordinated detailed domestic and international travel arrangements, including transportation, hotel accommodations, and meeting logistics.

Created and formatted high-quality PowerPoint presentations, reports, and briefing materials for monthly divisional and leadership meetings.

Served as a liaison between internal departments and external stakeholders to streamline communication and ensure timely follow-up.

Assisted in the execution of strategic initiatives by tracking milestones, coordinating meetings, and providing administrative support to project teams.

Handled confidential information with discretion, maintaining a high level of professionalism and integrity in all interactions.

Prepared expense reports, monitored budgets, and ensured timely reimbursement processing for executives.

Organized and facilitated virtual and in-person team meetings, events, and training sessions.

Supported recruiting and onboarding activities by scheduling interviews, preparing offer documentation, and coordinating with HR.

Drafted internal communications and maintained executive email inboxes to prioritize critical responses.

Conducted daily briefings with executives to review schedules, prepare for key meetings, and align top priorities.

Proactively identified opportunities to improve administrative processes and suggested tools or methods to enhance efficiency.

Collaborated with other administrative staff across departments to ensure alignment of executive calendars and support for joint initiatives.

Genpact LLC, TX

Executive Assistant July 2015 – September 2020

Provided comprehensive administrative support to three Vice Presidents across multiple departments, ensuring seamless daily operations and communication flow.

Managed complex scheduling of meetings, conference calls, and events across global time zones while prioritizing high-impact tasks.

Coordinated detailed domestic and international travel arrangements, including airfare, lodging, transportation, and visa documentation.

Processed and reconciled travel and business expense reports using Concur, ensuring compliance with corporate policy and timely reimbursement.

Maintained and organized confidential digital and physical filing systems, ensuring easy retrieval and secure document management.

Played a key role in planning and executing internal and external meetings, events, and team-building activities, including Town Halls and client visits.

Served as a point of contact for vendors and external partners, facilitating contracts, coordinating services, and ensuring proper invoicing and delivery.

Supported operational teams by preparing meeting materials, tracking deadlines, and providing status updates on projects.

Coordinated and managed executive communications, including drafting memos, screening emails, and managing high-volume correspondence.

Assisted with onboarding and orientation of new employees, including setting up workstations, arranging training schedules, and issuing access badges.

Acted as liaison between executives and internal stakeholders to ensure prompt resolution of administrative or logistical concerns.

Oversaw weekly food truck coordination and employee engagement activities to boost morale and promote a positive work environment.

Took the initiative to streamline office procedures, resulting in improved workflow and efficiency in document handling and meeting preparation.

Handled sensitive information with the utmost discretion and exercised sound judgment in all professional interactions.

Commercial Metals Inc., TX

Executive Administrative Assistant to VP of Treasury and VP of Tax March 2012 – July 2015

Provided high-level administrative support to the VP of Treasury and VP of Tax, including complex calendar management, meeting coordination, and prioritization of competing demands.

Scheduled and prepared materials for meetings, presentations, and internal communications to ensure alignment with strategic goals and financial deadlines.

Coordinated detailed domestic and international travel itineraries, including airfare, lodging, car rental, visa processing, and meeting logistics, ensuring seamless execution and compliance with corporate travel policy.

Created and maintained confidential department documents, financial reports, tax filings, and sensitive business correspondence.

Developed polished PowerPoint presentations, flow charts, and Excel spreadsheets to support financial analysis, departmental initiatives, and board meetings.

Served as the primary liaison between departments, vendors, and external stakeholders to ensure timely communication and document routing.

Maintained and updated departmental organizational charts and corporate directories.

Led onboarding processes for new hires, including workstation setup, equipment procurement, system access, and coordination with IT and HR.

Organized and executed internal employee recognition events, milestone celebrations, and offsite meetings, managing all logistics from venue selection to catering.

Oversaw procurement of office supplies and corporate credit card processing for department-related expenses.

Managed and prioritized high volumes of email correspondence on behalf of executives, drafting replies and redirecting communications where appropriate.

Facilitated timely processing and mailing of certified documents and Federal Express packages, including time-sensitive tax documents.

Supported the preparation and filing of Zero Tax Returns for the Tax Department.

Collaborated closely with finance and compliance teams to ensure consistent adherence to internal control policies and audit readiness.

Demonstrated discretion, professionalism, and proactive problem-solving in handling confidential financial and personnel matters.

References available upon request

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