Executive Assistant Project Manager & Office Leader

MANDY BEARDEN

Executive Assistant Project Manager

Office Operations Leader

Dallas–Fort Worth Metroplex

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

EXECUTIVE PROFILE

Accomplished Executive Assistant and Project Manager with 15+ years of experience supporting C-suite executives, leading cross-functional initiatives, managing high-level communications, and driving operational efficiency. Known for professionalism, discretion, exceptional organization, and the ability to anticipate needs in fast-paced environments. Combines executive support expertise with project management, financial administration, stakeholder engagement, and office leadership.

CAREER HIGHLIGHTS

•15+ years supporting senior executives and business leaders.

•Managed executive calendars, domestic/international travel, board meetings, and strategic events.

•Led office operations, vendor management, payroll coordination, invoicing, and financial tracking.

•Supported land acquisition, permitting, regulatory coordination, and major development projects.

•Certified Scrum Master with experience facilitating Agile teams and enterprise projects.

CORE COMPETENCIES

Executive Support • Calendar Management • Board Coordination • Travel Planning • Office Management • Stakeholder

Relations • Project Management • Budget Tracking • Vendor Negotiations • Strategic Communications • Event Planning

• Process Improvement • Agile Leadership

PROFESSIONAL EXPERIENCE

• Managed complex executive calendar, scheduling internal and external meetings across multiple stakeholders.

• Coordinated domestic travel, accommodations, itineraries, and expense reporting for executive leadership.

• Prepared executive presentations, board materials, meeting agendas, and follow-up action items.

• Maintained confidential business information while serving as primary liaison between leadership, investors, vendors, and partners.

• Streamlined administrative processes to improve efficiency and support company growth.

HGP Storage Executive Assistant & Project Manager to CEO 2023–2025

•Served as trusted partner to CEO, managing executive priorities, communications, travel, and stakeholder engagement.

•Directed board meetings, site visits, strategic partnerships, and company events.

•Oversaw payroll, AP, invoicing, vendor relationships, and operational reporting.

•Supported land acquisition, permitting, engineering coordination, and development initiatives.

•Ran day to day office operations

• Coordinated project timelines and deliverables between clients and internal creative teams.

• Scheduled client meetings, presentations, and status updates while maintaining clear communication channels.

• Tracked project budgets, billing, and contract documentation to ensure accuracy and profitability.

• Assisted leadership with reporting, forecasting, and resource planning activities.

• Managed multiple priorities simultaneously while maintaining exceptional client satisfaction.

Bottle Rocket Studios Client Coordinator 2021–2023

•Managed multiple high-profile client accounts and executive-level communications.

•Developed SOWs, estimates, budgets, presentations, and financial reporting.

•Built strong client relationships through proactive service and issue resolution.

Pioneer Natural Resources Engineering Analyst & Scrum Master 2019–2020 • Facilitated Agile ceremonies for cross-functional teams and improved project visibility.

•Managed procurement, budgets, contracts, and KPI reporting.

•Supported enterprise modernization initiatives and stakeholder communications.

• Maintained project schedules and coordinated activities among engineers, contractors, and vendors.

• Prepared project documentation, reports, meeting notes, and progress updates.

• Assisted with budget tracking, invoice processing, and procurement activities.

• Ensured compliance with company standards, safety requirements, and project specifications.

• Organized and maintained project records and engineering documentation.

Pioneer Natural Resources Engineering Technician 2017–2019

•Supported multi-million-dollar facilities and construction projects.

•Coordinated schedules, procurement, contractor communications, and project documentation.

• Managed an extensive executive calendar, prioritizing competing requests and shifting business priorities.

• Coordinated domestic and international travel arrangements, including detailed itineraries and logistics.

• Prepared presentations, reports, meeting materials, and executive correspondence.

• Organized board meetings, leadership meetings, and special events from planning through execution.

• Managed confidential information with discretion and professionalism.

• Served as primary point of contact for internal departments, external partners, landowners, and vendors.

• Tracked departmental budgets, invoices, contracts, and expense reports.

• Anticipated executive needs and proactively resolved scheduling and operational challenges.

Pioneer Natural Resources Executive Assistant to VP, Business Development 2011–2017

•Managed executive calendar, travel, presentations, reporting, and confidential communications.

•Served as liaison between executives, partners, and cross-functional teams.

EDUCATION

Texas Tech University, Lubbock, Texas

Bachelor of Science, Human Development & Family Studies

TECHNOLOGY

Microsoft Office Suite • Google Workspace • Canva • ChatGPT • Salesforce • Workday • Oracle • ADP • Asana •

Confluence • Slack • Zoom • OpenInvoice • Google Earth Pro • Agile & Scrum Methodologies

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