Professional Executive Assistant
Resume:
Vivian Quintero
Richmond, TX 77469
832-***-**** (cell) or 281-***-**** (home)
********@*****.***
Objective
A busy position in a stable firm that will capitalize on acquired expertise and experience.
Professional Experience
Executive Administrative Assistant to the Director of Human Resources
2/2008- Present Stanford Financial Group Houston, TX
• Extensive calendar/time management
• Coordinating logistics for travel, company meetings, executive meetings, and conference calls when applicable; and managing travel expenses.
• Handling incoming calls in a professional manner and providing appropriate information and direction to callers.
• Supporting departmental and company sponsored events to include booking hotel, meeting space, organizing attendee lists and agendas, etc.
• Preparing accurate, high-quality correspondence and assisting with preparation of presentation materials.
• Provide administrative support across the human resource function to support key initiatives.
• Accountable for day-to-day management of numerous Corporate Human Resource Programs.
• Act as a liaison between corporate office and branch office in human resource functions such, e.g. payroll, billing, accounts payable and receivables, and company programs and communications.
• Designed HR’s intranet site. Work closely with the Help Desk in setting up and maintaining newly created accounts and account deletions.
• Create and maintain operational reports for the North American region as required.
• Maintain all confidential personnel files for HR staff in North America.
Executive Assistant to the President/International Event Coordinator
10/2005 – 2/2008 International Exhibitions, Inc. Houston, TX
• Negotiated contracts for events, including but not limited to venue, hotels, representatives, airlines, internet/phone services, shipping & contractors.
• Created press release in English and Spanish and submit via campaigns.
• Marketing and Logistics for event.
• Key contact for government officials in Latin America.
• Administration duties (mail, phones, faxes, filing, copying, translations, etc.).
• Extensive calendar/time management .
• Created and maintained event budget.
• Maintained personal relationships with 3rd party vendors and company VIPs.
• Managed day to day needs for several on-going projects at once.
Executive Administrative Assistant to the Vice President of Human Resources
10/2004 - 10/2005 CEMEX Houston, TX
• Provided Executives with administrative and administrative support including managing the executive's schedule, arranging appointments, travel, (international and domestic) meetings, conference calls, etc. Also provide support to Executive's direct reports as needed.
• Processed invoice payments and expense reports.
• Handled large amounts of highly confidential information and made sure they receive the proper follow up.
• Screened calls and used good judgment when individuals called in with complaints and refer them to the proper channels.
• Managed the Company vehicle fleet of 1300 units, participated in the development of the Company vehicle policy, defined the vehicle selector lists, analyzed what would be the best models to include in the selectors for each level; developed the ordering procedures, and negotiated special rebates with vehicle manufacturers, obtaining substantial savings to the Company.
• Conducted formal presentations to the sale force explaining the policy and the procedures to follow.
• Provided assistance to the Executive Vice presidents on HR issues, such as executive health benefits, employment visas, and other HR related questions they may have.
• Interacted as a liaison between the executives and the HR department.
• Generated monthly headcount reports and analyzing the information of all the new hires, leaves and turnover by business unit and region, and prepared the information for the monthly meetings.
• Supervised four mailroom and copy center clerks; coordinated weekly schedules and coverage and verify that the mailroom was functioning properly.
Executive Administrative Assistant to the CFO and VP of Marketing
4/2003 - 10/2004 Cooperheat-MQS, Inc. Houston, TX
• Answered phones for key executives, route to appropriate departments or took messages accordingly.
• Collected, prepared, analyzed, and communicated relevant service and operations information to various departments.
• Performed necessary administrative functions such as report writing and composing correspondence and establish procedures for orderly operations.
• Processed expense reports.
• Coordinated meetings, trade shows, reserved rooms, catering, set-up and clean up.
• Assisted with special projects, events, and promotions.
• Coordinated and directed projects involving analytical reporting and tracking to aid executives.
• Provided Executives with administrative and administrative support including managing the executive's schedule, arranging appointments, travel, (international and domestic) meetings, conference calls, translation of documents etc. Provided support to Executive's direct reports as needed..
Office Manager/Human Resources Generalist/Sr. Executive Assistant to CEO and CFO
1/1997 - 8/2002 Adair International Oil and Gas, Inc. Houston, TX
• Designed, planned, and implemented human resources programs and policies including staffing, compensation, benefits, visa/green card processing, employee relations, training, and health and safety programs.
• Placed advertisements and performed other related duties in HR. Interviewed, tested, and referred candidates to the appropriate employment position.
• Monitored, supervised and managed all company activities on a day-to-day basis.
• Coordinated all meeting arrangements for the quarterly Board of Directors' meetings.
• Trained and cross-trained to improve quality and depth of personnel.
• Responsible for internal affairs of the company (stockholder queries, stock updates, and stock issuing).
• Handled all accounts payable/receivable for the office.
• Assisted with preparation of documents for monthly financial reports and the annual audit. (Reconciliation of accounts).
• Assisted in filing Edgarized forms and reports with the Securities and Exchange Commission (SEC) (Form 144, S8, 8K, DEFA14A, FORM 4, FORM 5).
• Assisted in preparing bid contracts and maintained the bid files.
• Maintained employee payroll, verified and processed expense reports and supervised company benefits.
• Extensive international travel arrangements, typing, copying, screening calls and fielding inquiries when staff was not available.
• Handled all personal accounting for CEO and CFO. Trusted with power of attorney for both principals.
• Maintained calendar of appointments and coordinated special events.
• Assisted in the preparation of press releases and submitted them PR Newswire.
• Prepared PowerPoint presentations for meetings/shareholders' meetings and visiting companies.
• Translated documents for executives.
Education
University of Phoenix, Houston, Texas
BA: Business Management
2006
Skills:
• Advanced Microsoft Word, Advanced Excel, Advanced PowerPoint, Publisher, QuickBooks, Oracle, Discover, Act, 10 Key touch, Accounting (Accounts Payable / Accounts Receivable), Internet search, Strategic Development, Project Management, Contract Negotiation and Event Planning
• Bilingual-English/Spanish
Profile: Highly dependable bilingual Executive Assistant/Office Manager with over ten years of progressive experience. Ability to interact with staff (at all levels) in a fast paced environment, sometimes under pressure, remaining flexible, proactive, resourceful and efficient, with a high level of professionalism and confidentiality.
References: Available upon request.
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