Executive Assistant / Administrative Specialist
Resume:
Nicole Pettingell
Dallas, Texas *5236
E-mail: ************@*****.***
Summary
Training / Administrative professional with experience in a variety of settings. Strengths include excellent communication skills, people skills, adaptability, problem solving and excellent organization skills. Positive, friendly and pro-active attitude. Fluent in English, Lao and Thai Languages.
Cross-Functional Industry Experience
Proven ability to take liaison responsibility with several departments Strong research, data-mining and analytical skills Energetic team player with strong organization skills Able to perform detail-oriented work
Proven ability to multi-task in a fast-paced environment Excellent communication skills
Special Reports
Travel Coordinator
Maintained Field Service Training Database
Training Audits
Data Entry
Accounts Payable
Accounts Receivable
Payroll
Compliance Training
Curriculum /Training Planning
Compliance Reporting
Meeting Planner
Professional Experience
Executive Assistant Vice President, Real Estate
Dallas Area Rapid Transit August 05, 2021 to Current
• Supports the Assistant Vice President of Real Estate in administrative and clerical duties such as scheduling meetings, organizing, maintaining files, and assisting in department communications and activities
• Ensures activities of the office of the Assistant Vice President adhere to the Agency policies, procedures, and proper protocol
• Ensures timeliness and responsiveness of matters requiring the Executive Vice Presidents approval
• Arranges travel, meetings, seminars, and other special services
• Coordinates and participates in meetings and Staff meetings, record and reproduce/transcribe Executive Staff meeting minutes, data entry
• Receives visitors and guests
• Assists with the development, preparation, and monitoring of the department budget
• Composes letters, correspondences, and memos requiring independent judgment as to content, and prepares responses to inquiries when necessary
• Utilizes word processing equipment and/or computers to create, process, and maintain a variety of documents and administrative records containing technical information and difficult formats
• Processing of work directives, invoices, and contract close-outs. Receives, controls, and routes department correspondence. Oversees and directs inquiries regarding department activities.
• Assist with Board agenda items for the department
• Maintains appointment calendars and tickler systems and department filing system
• Compiles agendas and attend staff meetings, prepare, and distribute minutes, and provide assistance in any required follow-ups
• Assists with monitoring and coordinating the Agenda Reports for the department
• Performs other duties as assigned
• Shows sensitivity to confidential matters and information
• Provides support in other areas within department, when necessary Administrative Assistant to Senior Manager
Dallas Area Rapid Transit April 20, 2020 to May 4, 2021
• Performs administrative duties, including making completing expense report, creating presentations, scheduling meetings, luncheons and special event coordination, and other duties as assigned
• Utilizes word processing equipment and/or computers to create, process
• Uploads documents in SharePoint
• Composes letters, correspondences, and memos requiring independent judgment as to content, and prepares responses to inquiries when necessary
• Maintains appointment calendars and tickler systems and department filing system
• Compiles agendas and attend staff meetings, prepare, and distribute minutes, and provide assistance in any required follow-ups
• Shows sensitivity to confidential matters and information
• Provides support in other areas within department, when necessary
• Performs other duties as assigned.
Executive Assistant to VP, Operations Safety Chief Officer Dallas Area Rapid Transit June 19, 2017-April 19, 2020
• Performs administrative duties, including making travel arrangements, completing travel expense report, creating presentations, scheduling meetings, luncheons and special event coordination, and other duties as assigned
• Uploads documents in SharePoint
• Administers various committees on behalf of the Vice President
• Composes letters, correspondences, and memos requiring independent judgment as to content, and prepares responses to inquiries when necessary
• Utilizes word processing equipment and/or computers to create, process, and maintain a variety of documents and administrative records containing technical information and difficult formats
• Processing of work directives, invoices, and contract close-outs. Receives, controls, and routes department correspondence. Oversees and directs inquiries regarding department activities
• Assists with Board agenda items for the department
• Maintains appointment calendars and tickler systems and department filing system
• Compiles agendas and attend staff meetings, prepare, and distribute minutes, and provide assistance in any required follow-ups
• Assists with monitoring and coordinating the Agenda Reports for the department
• Performs other duties as assigned
• Shows sensitivity to confidential matters and information
• Provides support in other areas within department, when necessary
• Performs other duties as assigned
Executive Assistant to AVP, Materials Management
Dallas Area Rapid Transit June 26, 2009 to June 18, 2017
• Performs administrative duties, including making travel arrangements, completing travel expense report, creating -presentations, scheduling meetings, luncheons and special event coordination, and other duties as assigned
• Uploads documents in SharePoint
• Performs day-to-day administrative support for AVP and other personnel, as assigned. Receives assignments in the form of results expected, due dates, and general procedures to be followed
• Composes, types, and edits a variety of correspondences such as letters, documents, memos, reports, or presentations
• Maintains message system to include tracking staff, answering, screening, and routing incoming calls, if necessary, taking Receives and greets visitors and guests
• Provides general administrative support by collecting, sorting, distributing mail; maintaining electronic and hard copy filing systems; making copies; and ordering supplies
• Shows sensitivity to confidential matters and information
• Provides support in other areas within department, when necessary
• Performs other duties as assigned
Administrative/Executive Assistant to Director/AVP, Transit Operations Dallas Area Rapid Transit September 29, 2008 to June 25, 2009
• Performs administrative duties, including making travel arrangements, completing travel expense report, creating presentations, scheduling meetings, luncheons and special event coordination, and other duties as assigned
• Uploads documents in SharePoint
• Maintains message system to include tracking staff, answering, screening, and routing in- coming calls,
taking messages (ensuring AVPs telephone is answered during office hours). Receives and greets visitors
and guests
• Coordination of special event, DART Annual Roadeo/State Roadeo Events
• Coordinates BOSS/ROSS and Bus Operators -Graduation Program
• Compose, type, memorandum, grievance response or reports
• Maintains division level management/scoreboard statistics, updates statistical files and plasma screen, performs data entry and generates financial reports as requested
• Collects, sorts, and distributes division mail, as well as collects and deposits mail
• Makes arrangements for travel, meetings, seminars, finances and other special services, type meeting notices, travel requests, check requests, function as department Travel Coordinator Executive Assistant to Research & Development Vice President EADS Telecom North America, Frisco, Texas 2002-2004
• Provides administrative support to VP/R&D, and Organization. Perform administrative duties, including making travel arrangements, completing travel expense report, creating presentations, scheduling meetings, luncheons and special event coordination, and other duties as assigned
• Implements and maintained the effectiveness of the quality system, Training Plan/Matrices for R&D Organization
• Compiles data and prepared Training Plan/Matrices
• Establishes process for controlling training documents and training records
• Participates in training audits; assisted managers with responses
• Implements and maintained the effectiveness of the quality system
• Collaborates with managers and supervisors to establish course requirements in training plans
• Monitors type and volume of retraining that occurs
• Generates Employees Exception Report
• Review Employees’ Exception Report for employees out of compliance
• Enters timecards for employees in R&D into the Oracle Database
• Maintains and ordered office supplies
• Shows sensitivity to confidential matters and information
• Provides support in other areas within department, when necessary
• Performs other duties as assigned
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