Manager Executive Assistant
Resume:
Debra Flores
Houston, TX 77002
******@*****.***
832-***-**** cell
Qualifications Summary
• Extensive experience as an Executive Assistant providing executive administrative support
• Self-motivated; able to set effective priorities to achieve immediate and long-term goals and meet operational deadlines
• Able to build a consensus around particular initiatives with proven interpersonal skills
• Flexible and able to learn quickly, function well in a fast-paced, high-pressure atmosphere
EXPERIENCE
8/10 – present The Methodist Hospital
Executive Assistant to Chairman and Chief of Cardiovascular Surgery and Professor of Cardiothoracic Department and to the Academic Operations Manager
4/10 – 8/10 Burnett Staffing – Temp at The Methodist Hospital
Duties and Responsibilities
• Prepare all international and domestic travel; flights, hotel, ground transportation, detailed agenda, speaking engagements, travel expenses both international and domestic
• Manage both Surgeons and Operations Manager calendar, conferences, surgeries, and scheduled meetings
• Process expense reports making sure the inviting company pays the expenses or the inviting guest pays for the trip
• Update Surgeon’s CV –with abstracts, articles and book chapters he had published, lectures he gives, and CME credits he’s acquired
• Set up interviews for various positions in the department with multiple department heads, arrange travel for faculty candidates, arrange catering to provide a well diversified meal
• Assist with set up and organization of various department conferences
• Open and distribute mail for both Surgeons and Operations Manager – both personal and confidential distribute correspondence and other materials by various methods (hand delivery, interoffice and U.S. mail, fax, and courier service)
• Maintain Surgeon’s to-do list for the year coming up – conferences, speeches, all travel – update it weekly
• Manage Surgeon’s calendar on a minute to minute basis changes with meetings with the CEO, CFO, COO and various Presidents, chairman, Vice Presidents, Administrators and Senior Heads of Various Departments
8/08 – 7/09 Emerson Process Management Gas Chromatographs
Executive Assistant to President, CFO and 6 Vice Presidents
Duties and Responsibilities
• Prepare all domestic and international travel including visas and passports, hotel, transportation.
• Prepare all expense reports both domestic and international foreign exchange rates.
• Coordinated and set up high level conference calls, board meetings and special events for top executives.
• Set up conference in Las Vegas at the Bellagio for Salesmen who sold over a million dollar in products along with their spouses – hotel, transportation and personal time away to relax on their own, followed by shows and seven course meal cooked by head chef at the Tuscany kitchen.
• Updated and maintained Presidents and Vice Presidents calendars also 3 conference room schedules.
• Purchased office supplies for department.
• Processed all new hire paperwork and ordered computer, cell phones, office space for new employee.
1/00 – 6/08 Continental Airlines
Executive Assistant for Director of Ground Safety
Duties and Responsibilities:
• Prepare Director of Ground Safety travel arrangements in a timely and efficient manner in accordance with Corporate Travel Guidelines.
• Process Director of Ground Safety expense reports in accordance with Company Guidelines and in a timely manner.
• Process new hire paperwork with Human Resources verify all paperwork is processed completely.
• Maintain all personal files for Ground Safety department – confidential paperwork.
• Process all quick move changes forms for Ground Safety – computer issues or add/move phone lines, computers, etc.
• Be primary Ground Safety HQS person to handle calls. Provide same service for Managing Director in Safety &Regulatory Compliance upon request.
• Maintain vacation and sick day database for Ground Safety employees. Provide Ground Safety Director with report on a monthly basis.
• Copy and distribute monthly Mishap and OJI reports by 10th of the month.
• Code, pay and process invoices in a timely manner.
• Provide Ground Safety Director with monthly budget report. Maintain copy. Spend within budgetary guidelines.
• Maintain Ground Safety yearly budget / Maintain Ground Safety capital budget.
• Manage distribution of phones and pagers with intention of reducing costs without adversely affecting productivity.
• Provide support to the other members of the Ground Safety staff (13 managers) in a timely and professional manner.
• Coordinate arrangements associated with periodic staff review meetings (semi-annual).
• Maintain electronic Ground Safety meeting and travel calendar. Make sure members of staff update on a regular basis.
• Set up meetings and conference calls in a timely manner and make sure appropriate parties are scheduled to participate.
• Process OSHA Bureau of Labor Statistic report requests for all of Continental Airlines locations United States wide in a timely manner and document accordingly.
• Run OSHA 300 reports for locations when needed.
• Process Louisiana quarterly OJI reports for MSY & AEX.
• Maintain Ground Safety Director Schedule.
• Respond to calls from persons requesting Ground Safety service the same day received.
• Respond to emails requesting Ground Safety service the same day you receive.
• Respond to other written correspondence in a timely manner.
• Maintain OSHA complaint files for all United States locations.
EDUCATION
2/99 – 3/99 San Jacinto College Pasadena, Texas
Continue Education Computer Job Skills Training
Volunteer – Houston Livestock Show and Rodeo
2008, 2009, 2010, 2011,2012 – Coral Club Private Auction and Receptions – host private auctions and parties, planning and organization, guest services
Volunteer – Obesity Help Support Group Leader & Co-Founder of RYDObesity
2004 – present – Organizer & Events Coordinator – set up regional conferences from start to finish for weight loss surgery patients and doctors, plastic surgeons, set date for a weekend conference a year in advance, acquire the hotel and contract, speakers, vendors, and guests, normally 200 or more in attendance, set the agenda and speaking times along with acquiring handouts from the vendors and doctors to give to participants. Prepare slide shows of weight loss surgery patients before and after pictures to show during the conference.
SKILLS
Microsoft • Internet
• Excel • Windows
• PowerPoint • Payroll on ADP
• Access • Word
• Microsoft Outlook • AS400
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