Manager Executive Assistant

JASCYNTHIA E. McKENZIE

***** ********* **** ****, ****, Texas 77449

281-***-**** (home); 713-***-**** (mobile)

e-mail: **********@*****.***

Appointment Scheduling ~ Travel Arrangements ~ Meeting Coordinations ~ Document Creation

Travel & Expense Reports ~ Microsoft Office products ~ Editing and Proofreading skills ~ Special Projects

Objective

Dependable professional with years of experience in providing effective and comprehensive support to executives, including Sr. Vice President, Vice President and Directors. Ability to coordinate multiple activities effectively with the ability to remain flexible under changing priorities. Possess the highest degree of integrity, supported by flawless record of maintaining confidentiality. Adaptable to changing situations when given autonomy, and carry out multiple tasks from start to finish. I am able to make excellent decisions based upon individual situations. I maintain a very pleasant manner despite pressure and being assertive without being confrontational. I am flexible about working overtime and will do whatever it takes to get the job done. I welcome working in a team spirit environment.

Professional Experience

El Paso / Manpower June - currently

Personal Assistant – Director – Tenneco Gas Pipeline (TGP) Engineering

• Provide full diversified and responsible support to the Director EPCS dept.

• Have complete access to Director’s e-mail, both incoming and outgoing – I monitor and respond to non-technical e-mails as necessary

• Manage his schedule independently, make appointments and ensures priorities and deadlines are met

• Screen and route calls but also answer pertinent routine questions when able to

• Arrange video conference, conference calls and Webex

• Prepare presentations, reports, letters and routine correspondence

• Get presentations ready by having information on thumb drive, set up and ready for presenting

• Liaison with all levels of management, both internally and externally and their respective assistants

• Liaison with external consultants

• Arrange complex detailed domestic and international travel arrangements and itineraries

• Process and reconcile detailed expense reports including currency conversions and make sure expenses are reimbursed / paid on time

• Create and work extensively on organizational charts both from Visio and PowerPoint

• Work on flow charts from Visio

• Coordinate and arrange meetings include making sure presentations are up and ready to go

• Coordinate, reserve and prepare facilities including lunches / snacks for all day meetings

• Prepare agendas and materials for presentation.

• Work in Sharepoint

• Ensure deadlines are met

• Responsible for the accuracy and submittal of timesheets in PeopleSoft for all his reports on his behalf

• Serve as gatekeeper when appropriate to assist him with time management

• Creates and maintains contact lists in Outlook

• Support his direct reports when needed

Baker Hughes /Kelly Services

Executive Assistant to VP Field Development & I/O Support 07/2010 – 08/2010

• Provided full, diversified and responsible support to the VP Field Development & I/O Support,

• Supported to the Sr. Manager Field Development

• Coordinated large outside and internal meetings.

• Set up International and Domestic conference calls

• Made International and Domestic travel arrangements

• Reconciled and coordinate expense reports

• Proficiently use of calendar management and coordination in Microsoft Outlook

• Used the Internet to research information pertaining to business acumen

• Worked independently with exceptional judgment

Fluor Corporation, Sugar Land, TX

Executive Assistant to HSE Director 2005 –2009

• Provided full, diversified and responsible support to the Director of the Health, Safety & Environmental (HSE) department and helped in the launching and development as a new department. Initiated personnel files, changed over employment requisitions from the Process department to the HSE department

• Developed personnel and staffing database and updated hiring database curve.

• Assisted the HSE department in administrative functions such as putting together department and company wide policies and procedures.

• Coordinated large outside meetings, monthly department meetings/conferences and met and greeted clients.

• Organized office moves making sure computer phones and locations are correct.

• Coordinated corporate events, both internally and externally.

• Reconciled and coordinated expense reports

• Proficient use of calendar management and coordination in Lotus Notes and/or Microsoft Outlook.

• Used the Internet to research information pertaining to business acumen.

• Made both international and domestic travel and hotel arrangements.

• Access to the Director’s e-mail, gave me autonomy to reply to and/or compose appropriate letters with final approval by the Director.

• Monitored the Director’s e-mail and correspondence for upcoming and potential meetings. Followed up on vague reference and scheduled accordingly for the Director’s availability.

• Set up interviews for HSE candidates.

• Served as a liaison between Senior Vice President, managers, HR representatives and visitors as required

• Opened new requisitions in the Brassring database for HSE positions. Worked with the Director in the hiring process for the HSE department and with TRS (Fluor’s temporary agency) in the hiring of personnel for the department with some input on salary consideration.

• Be proactive in determining what needs to be done pertaining to administrative procedures or information

• Submitted SPA (salary planning authorization forms) for yearly increases, bonuses, retention bonuses and/or out-of-cycle increases.

• Worked with the Director on the yearly budget and disseminated only pertinent information to relevant personnel

• Approved time sheets for employees on behalf of the HSE Director.

• Served as point of contact for clients, vendors, internal and external customers, organization leaders and members

• Drafted confidential correspondence, edited documents and worked independently with exceptional judgment.

• Ordered office supplies and assist others in the department in an as needed basis.

ConocoPhillips / Staff Agencies 2003 - 2005

Executive Assistant

• Supported the VP, Upstream Technology; the Business Manager, Gas to Liquids (GTL); the Manager, Procure-to-Pay (P2P) the MENA group and the External Communications group.

• Coordinated and scheduled internal/external meetings (face-to-face and virtual via teleconference, videoconference).

• Prepared correspondence, agendas, presentations, spreadsheets, brochures, reports and other materials

• Scheduled domestic and international travel plans and reconciled expense reports in Concur

• Extensive calendar/time management in Outlook for managers’ daily appointments.

• Worked in Excel, PowerPoint and Microsoft Word. Proofread documents for manager and other general support staff as needed.

• Maintained files and departmental records. Made sure that invoices for department were properly coded for payment.

• Maintained contact list and vacation schedule of team members.

• Edited documents on P2P website for the group. Helped to coordinate office moves from ConocoPhillips both on and off site.

• Ordered and maintained supplies for department using a personal company credit card. Sorted the mail, copied and faxed documents

Sterling Bank, Houston, TX 2001- 2003

Executive Assistant to Sr. Vice President, Treasurer

• Provided administrative support to the Corporate Treasury Department

• Served as point of contact for clients, vendors, internal customers, organization leaders and members of senior management

• Maintained databases and spreadsheets, prepared policy and other various documents and created correspondence

• Was responsible for collateral maintenance, pledging and safekeeping and policy compliance

• Reviewed public fund depository contracts and covenants and monitored compliance

• Was responsible for organization of reference materials and research files

• Maintained calendar, prioritize appointments on calendar, answered phones and screened calls, facilitated committee and project activities

• Coordinated meetings, travel arrangements and prepared presentations

Cooper Industries, Inc. Houston, TX 1993 - 2001

Executive Assistant to the Director, Planning and Development

• Prepared correspondence, updated weekly calendar, screened telephone calls, prioritized mail, reconciled payments for department invoices, made travel arrangements, and prepared and reconciled expense books and files

• Coordinated schedules for on-campus recruiting for MBA students for Planning Analyst positions annually.

• Made arrangements for MBA recruiters which included travel, hotel and reception prior to on-campus interviews

• Scheduled travel and hotel for MBA campus recruits, and coordinated interviews with top Senior Executives

• Compiled and composed monthly activity reports for the CEO, also Confidential Status of Active Development reports from the Planning Department to the Sr. VP, Strategic Planning

• Collaborated and organized special projects and helped to coordinate meetings as necessary

• Composed letters as necessary for the Director of Planning and Development

EDUCATION

Dunrobin High School, Duff’s Business College, College of Art, Science and Technology - Jamaica

SPECIAL SKILLS

Typing Skills: 80 wpm

Microsoft Office, Word, Excel, Outlook, PowerPoint, Visio, PeopleSoft, Webex, Video Conferencing

Lotus Notes, Lotus Organizer, GroupWise, TotalComp, Clearing House, Concur, Internet researches

Excellent References Furnished Upon Request

Contact this candidate