Executive Assistant Administrative Support

Jaclyn “Jackie” Gaines

OBJECTIVE

To obtain a position in a growing organization that allows me to showcase my talent and experience along with my strong interpersonal skills in a supportive and collaborative role. EXPERIENCE

Corgan Associates April 2024 – present

Executive Assistant Houston, Texas

Administrative support to staff of 42 with focus on 1 Principal, 4 Vice Presidents and several Senior Associates

Coordinate calendars, Leadership Meetings, all travel and Board Meetings

Assist in HR, IT and Office Services duties for the Houston office

Collect, code and submit all billable expenses for leadership as well as myself in a timely and accurate fashion

Office management – supply orders, conference room management, proposal preparation, general day to day duties to keep our office in perfect working condition

General administrative duties

McConnell & Jones LLP April 2018 –April 2024

Executive Assistant Houston, Texas

● Support Managing Partner, as well as 2 other named partners and CFO in all daily aspects

● Coordinated calendars, Partner meetings, communicated on behalf of all senior leadership

● Supported Accounting department with daily deposits, expense reporting, use of company cards

● Handled all CPA licenses for Firm and various individuals including new licenses and renewal applications every 6 months – submitting government paperwork & fees to keep all current and active

● Handled Managing Partner’s personal calendar as well; scheduling personal events and trips

● Arranged travel for all partners, agendas for 2-3 day long client meetings, as well as office events including the Holiday Party among others

● Responsible for all Partner expense reporting, as well as company card – submitted 6 detailed expense reports at minimum per month

McKinsey & Co. April 2013 – October 2017

Executive Assistant Houston, Texas

● Supported two Senior Partners full time in all areas, both professional and personal.

● Arranged and coordinated all aspects of travel (domestic and international) including but not limited to flights (finding most time/cost effective routes), hotels (coordinating the team to all stay together for preparation meetings), visas (neither Partner supported was a US citizen so different requirements for each country visited), passports (passport renewal, applying for second passports & citizenship), car services (in Houston and in locations visited) and anything else needed for seamless travel all over the world. Partners traveled four days per week so constant changing and updating as well.

● Heavy calendar management- coordinated client meetings, internal meetings, video conferences (internal and external), conference calls & in person meetings, both with firm colleagues and clients alike.

● The ‘face” of each partner – was responsible for communication on their behalf with client EAs and clients directly.

● Handled accounting for each study including opening charge codes, keeping track of time and expenses charged to each code (could be up to 10-15 at a time, some within the same company but for difference projects), preparing invoices and billing letters for clients and making sure they were sent to the correct contacts at that particular location.

● Coordinated reviews of lower level colleagues (each Partner handled 3-6, up to 12 total at one time) through a semi-annual process including feedback calls and meetings and organizing all information into forms to be submitted for their reviews.

● Responsible for all expense reporting and coding for constant travel and client/team entertainment.

● As a floating assistant (first year), covered every EA’s desk during absence- exposure to all desks and Partners in the office including very different styles of working and personalities – picked up and handed off desks seamlessly.

● General administrative duties.

Clarey/Napier International April 2012 – April 2013 Executive Assistant Houston, Texas

● Supported 2 Partners in Oil & Gas, Energy Consulting and placement in all administrative areas.

● Responsible for all bookkeeping and expense reporting.

● Handled scheduling, calendars, travel (domestic and international) for both partners.

● Day to day data entry and record keeping.

Quintana Energy Partners LP April 2009 – March 2012 Executive Assistant Houston, Texas

● Supported 3 Vice Presidents of Finance (Coal & Midstream, Oilfield Services and E&P sectors).

● Handled all scheduling and travel (domestic and international) for board meetings, annual investor meeting and site visits.

● Expense reporting and coding.

● Background research and weekly report organization for potential deals and current portfolio companies.

● General administrative duties including filing, dictation, copying, faxing, board books, preparation of legal documents.

Perry Slingsby Systems, Inc. September 2007 – April 2009 Office Administrator Houston, Texas

● Responsible for weekly time entry, bank deposits, petty cash, expense reports, meeting coordination, etc.

● Answered all incoming phone calls and handled incoming and outgoing mail correspondence for separate entities of the company.

● Assisted in purchase order entry, upkeep of an Active Projects list and spreadsheet including budget pricing and sell costs, preparation of presentations to customers and worked closely with the Office Manager on projects such as promotional merchandise (shirts, bags, etc.), organizing and executing a large

● Grand Opening party and barbeque with over 400 people in attendance.

● Entered parts and bills of material into Visibility; assisted engineers and drafters with filing and organization as well as data entry from drawings.

● Coordinated all travel arrangements, domestic and international, for management and engineers.

● Coded all invoices for Accounts Payable department.

● Identified and scheduled Vendors for office maintenance and service. Halliburton Energy Services (Contract) May 2007 – September 2007 Administrative Assistant Houston, Texas

● Worked in the Health, Safety & Environment department as well as the Medical & Disabilities Department.

● Responsibilities included invoicing, regular contact with employees and supervisors, filing, typing, opening and closing claims, and detailed weekly reports. Turk Investments, Ltd. March 2002 – December 2003

Secretary Houston, Texas

● Completely modified an entire filing system of 9 separate properties that were owned and being developed for commercial real estate

● Met with protective clients, general contractors, and builders on specific situations of current environment and then discussed with partners possible scenarios that would enhance company portfolio

● Responsible for clerical duties including but not limited to letter dictation, faxing, copying, mailouts, and preparing legal, insurance, and A.R./ A.P. documents. SKILLS

● Extensive knowledge of all Microsoft Office programs (Word, Excel, Powerpoint, Outlook), Concur, Salesforce, Lotus Notes, CRM, VantagePoint, SAP, Business Objects, Quickbooks and more.

● Extremely outgoing and able to work well with others in addition to being able to work efficiently on my own with minimal supervision.

EDUCATION

University of Houston (Main Campus) Fall 2002 – Spring 2006 Houston, Texas

● Business Administration Major

● Mathematics Minor

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