Executive Administrative Assistant & Office Manager

SUSIE GALVAN

SUGARLAND, TX 832-***-**** ************@*****.***

Executive Assistant with 20+ years of experience providing high-level administrative support. Strong foundation in organizational management, communication, and people skills; collaborative relationships at all levels of an organization. Demonstrated ability to manage confidential information with discretion and professionalism while maintaining strict attention to detail. Seeking a position where my skills are valued and I can contribute to the team.

AREAS OF EXPERTISE:

Executive Support Employee Relations Scheduling Calendar Management Confidentiality Event Planning Meeting Coordination Office & Administrative Management MS Office Suite (Word, Excel, PowerPoint, Outlook) Project Management Support

PROFESSIONAL BACKGROUND:

Duncan Interests, Houston, Texas

Executive Assistant/Personal Assistant 06-2025

Manage daily office operations, including maintaining office supplies and 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

Coordinated and arranged meetings, prepared agendas, and prepared facilities

Organizing and maintaining the filing system

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.

Prepared and proofread documents, reports, and budgets

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 (07/15/2023- 03/07/2024)

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.

I ordered all the office supplies, coffee, and drinks and built great relationships with all the 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 (08/15/2000-03/11/2023)

Provided high-level administrative support to senior executives.

Managed complex calendars, scheduled appointments, meetings, and travel arrangements, ensuring efficient coordination.

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’ suites on all Houston Texans home game days 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.

Maintained strict confidentiality and discretion in handling sensitive information and personal matters relating to the family.

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 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.

Orchestrated scheduling and planning for Sponsor Road Trips.

Assisted with planning and coordinating family travel arrangements, including transportation, accommodations, and itinerary management, to ensure smooth travel.

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 (07/10/1997-01/15/2002)

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 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. Additionally, I 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:

Associate degree, Wharton Community College, Sugar Land, Texas

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