Executive Assistant Administrative Support
Resume:
SUSIE GALVAN
************@*****.***
Executive Assistant with over 20 years of experience in providing high-level administrative support. Possessing a solid foundation in organizational communication and people skills, I can build relationships across all levels of an organization. Seeking a position within a company that will view my skills as beneficial and a valuable addition to their team.
AREAS OF EXPERTISE:
Executive Support/ Employee Relations/ Schedule/ Calendar Management/ Confidentiality/ Event Planning/
Meeting coordination/ Report Generation/ Office & Administrative
MS Office Suite (Word, Excel, PowerPoint, Outlook), Database Management, and Project Management Support.
PROFESSIONAL BACKGROUND:
Duncan Interests, Houston, Texas
Executive Assistant/Personal Assistant 6/2025
•Manage daily office operations, including maintaining office supplies, equipment
•Provided administrative support to the Owner and the executive team, including managing calendars, scheduling appointments, and coordinating meetings and travel arrangements.
•Running errands and personal requests
•Coordinates and arranges meetings, prepares agendas, and prepares facilities
•Organizes and maintains filing system and other records
•Prioritizing conflicting needs
•Working closely and effectively to keep the CEO well informed of upcoming commitments and responsibilities, following up appropriately
•The ability to work in a highly demanding environment
•Prepare and proofread documents, reports, and presentations
•Coordinated and assisted with special projects, events, and initiatives assigned by the executive team.
•Managed office supply inventory, including coffee and beverages, and built relationships with vendors.
McNair Interests, Houston, Texas
Executive Assistant/Office Manager (07/2023- 03/2024)
•Played a crucial role in ensuring the efficient operation of the executive office, managing administrative tasks, and facilitating internal and external communication.
•Provided administrative support to the executive team, including managing calendars, scheduling appointments, and coordinating meetings and travel arrangements.
•Functioned as a gatekeeper for the executives, screening and prioritizing incoming calls, emails, and correspondence.
•Prepared and edited correspondence, presentations, reports, and other documents.
•Coordinated and assisted with special projects, events, and initiatives assigned by the executive team.
•Managed office supply inventory, including coffee and beverages, fostering strong relationships with vendors.
•Prepared and distributed meeting agendas, materials, and follow-up action items.
Houston Texans, NFL, Houston, Texas
Executive Administrative Assistant, Personal Assistant, Chairman's Office (08/2002-03/2023)
•Provided high-level administrative support to senior executives, including the late Mr. Robert McNair and Vice Chairman Cal McNair.
•Managed complex calendars, scheduled appointments, meetings, and travel arrangements, ensuring efficient coordination and timely reminders.
•Prepared and distributed correspondence, memos, reports, and presentations as needed, maintaining accuracy and confidentiality.
•Served as a liaison between executives and internal/external stakeholders, effectively communicating messages and coordinating responses.
•Primary point person in the Founder's and Limited Partners' suite on all Houston Texans home gamedays to build relations and loyalty for our organization.
•Key contributor in organizing and coordinating unique events, meetings, and conferences, including planning, catering, and attendee management.
•Ensured strict confidentiality when managing sensitive family information and personal matters.
•Maintained accurate records and documentation of tasks and sent them to the family as needed.
Chairman's Office
•Managed all administrative tasks within the Chairman's Office.
•Generated letters and memoranda based on dictation, verbal instructions, or written guidelines.
•Prepared materials and presentations for the Director, Staff, and corporate meetings.
•Contributed to the organization and execution of outings, events, and golf tournaments.
•Handled all aspects of travel arrangements, including itineraries and expense reports.
•Screened calls, addressing inquiries and requests per established policies and training protocols.
•Coordinated scheduling and logistics for Sponsor Road Trips.
•Assisted with planning and coordinating family travel arrangements, including transportation, accommodations, and itinerary management, to ensure all travel is good.
•Developed and maintained relationships with vendors and service providers.
•Coordinated and oversaw hospitality events, managing invitations and event planning.
Baylor College of Medicine - Texas Children's Cancer Center
Executive Assistant (07/1997-08/2002)
•Provided comprehensive secretarial support to the Director of Philanthropy and Research Services and the Philanthropy and Marketing Team at the Texas Children's Cancer Center (TCCC) Administrative Offices.
•Managed all incoming and outgoing correspondence while undertaking various administrative tasks.
•Fostered daily interactions with professionals across development, marketing, public relations, and research administration departments and collaborated internally with Baylor College of Medicine and Texas Children's Hospital staff.
•Produced diverse documents with proficient typing skills, including correspondence, proposals, press releases, and marketing materials.
•Produced newsletters, brochures, and promotional materials to support marketing initiatives.
•Orchestrated office operations, including procurement of supplies, travel arrangements from registration to reimbursement, and coordination of meetings and conferences.
•Facilitated tours of the clinical areas at TCCC.
•Maintained calendars for five exempt employees, meticulously organized meeting agendas, and prepared accurate meeting minutes.
•Contributed to the Making-A-Mark Program, recognized as an integral part of the organization's initiatives.
EDUCATION:
Wharton Community College - associate degree
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