Executive Assistant & Administrative Specialist

GINA A. POSTON

Tomball, TX • 832-***-**** • ********@**.***

LinkedIn: www.linkedin.com/in/ginapos

EXECUTIVE ASSISTANT ADMINISTRATIVE PROFESSIONAL

Detail-oriented, confident Executive Assistant with 15+ years of experience supporting executives, managing operations, and optimizing administrative processes in fast-paced environments. Proven ability to manage complex calendars, coordinate high-level meetings and events, and streamline workflows. Adept at remote collaboration, cross-functional communication, and handling confidential information with discretion.

CORE COMPETENCIES

●C-Suite Support Executive & Administrative Support

●Calendar & Inbox Management

●Travel Coordination (Domestic & International)

●Virtual Meeting & Event Planning

●Office Operations & Process Improvement

●Accounts Receivable & Billing (C-Ease)

●HR & Onboarding Support

●Data Management & Reporting

●Client & Vendor Relations

●Microsoft Office Suite (Excel, PowerPoint, Word), Google Workspace (Docs, Sheets, Drive, Calendar, Meet)

●Slack & Zoom (Remote Communication & Collaboration)

PROFESSIONAL EXPERIENCE

SunFire Protection & Alarm Services, LLC — Tomball, TX

Office Manager Oct 2022 – January 2026

●Serve as primary contact for customers, managing scheduling, service inquiries, and follow-ups.

●Maintain customer records, billing (increased billing by 25%), and purchase orders with accuracy and efficiency.

●Coordinate annual fire safety inspections, documentation, and compliance reports.

●Support technicians and management to ensure smooth operations and client satisfaction.

●Managed scheduling, vendor coordination, and invoicing to support daily business operations

●Maintained CRM systems and digital records to ensure accurate client and contract documentation

●Oversaw document management and internal filing systems in a fast-paced service environment

●Coordinated communications between clients, vendors, and internal teams

●Supported accounts receivable, billing, and expense tracking

American Fire Systems, Inc. — Sprinkler Systems Coordinator

Houston, TX Oct 2020 – Dec 2020

●Managed billing, accounts receivable, and collections using C-Ease

●Coordinated service calls and maintained scheduling calendars

●Ensured compliance reporting with fire marshal offices

●Provided full administrative support including documentation and filing

Bighorn Fabrication LLC (laid off, due to lack of company funding) — Office Manager

Houston, TX Mar 2020 – Aug 2020

●Oversaw daily office operations for employees and supported a small team of executive (2),

●Implemented quality control processes that reduced operational errors

●Managed expense reporting, purchase orders, and coordination with accounting

●Collaborated with shipping/receiving to improve documentation workflows

CSE W-Industries — HSE Administrative Assistant

Houston, TX Dec 2013 – Feb 2016

●Supported Director and Manager with high-level administrative functions

●Coordinated training programs, meetings, and travel arrangements

●Managed incident reporting and workers’ compensation documentation

●Administered drug screening programs (DOT & Non-DOT) and liaised with DISA

●Created reports, presentations, and tracked purchase orders

Intertek (Contract) — Office Manager, C&T Training

Houston, TX Jul 2013 – Oct 2013

●Led office operations, vendor coordination, and financial tracking

●Maintained records management systems and compliance documentation

●Improved administrative processes for efficiency and accuracy

Caterpillar Global Petroleum — Executive Assistant / Administrative Assistant

Houston, TX Jan 2005 – Apr 2008

●Supported C-Suite executive leadership and HR simultaneously in a fast-paced division, with over 200 employees

●Promoted from Sales Team Admin to Executive Assistant and HR Executive Assistant, leading the Administration team.

●Managed complex calendars, meetings, and international travel logistics

●Coordinated large-scale industry events and trade shows (GCA, OTC)

●Created presentations, reports, and managed shared digital resources

●Trained administrative staff and supported cross-functional teams

EDUCATION

Houston Community College — Houston, TX

Jersey Village High School — Houston, TX

ADDITIONAL STRENGTHS

●Highly organized with strong attention to detail

●Self-motivated and effective in remote environments

●Strong communicator with executive-level professionalism

●Proven ability to manage multiple priorities and deadlines

Travel coordination

Expense reporting

E-learning development

Marketing coordination

Project management software

Healthcare operations

Administrative support

Compliance reporting

Departmental workflows

Meeting logistics

Event Coordination

Vendor Management

Executive Support

Data Analysis

Operations Management

Invoice Processing

Travel Management

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