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Click here or scroll down to respond to this candidateCandidate's Name PHONE NUMBER AVAILABLE EMAIL AVAILABLE Carrollton, TX 75006SUMMARY: Texas Notary, Gatekeeper, and experienced Executive Assistant with a proven track record supporting C-level Executives and Program Managers. Adept in startup and fast-paced corporate environments, as well as small businesses. Demonstrated leadership as Managing Office Director, overseeing a team of 5 employees and excelling independently and collaboratively. Known for maintaining high levels of confidentiality, possessing strong time management and financial skills, and delivering exceptional customer service. Highly motivated with a positive attitude, independent solid work ethic, as well as part of a team, and the ability to anticipate and address the needs of executives.Proficient in calendar scheduling, meeting planning and facilitation, car rental, hotel arrangements, and event planning for holidays, anniversaries, awards, and birthdays.Proactive, and experienced in proposal and presentation development, purchase orders, budgets, research, insurance brokers, and various administrative tasks, with strong analytical and organizational skills for every task.Meticulous attention to detail and effective prioritization. With a proven ability to work under pressure, and ensure task completion. Excellent written and oral communication abilities, with an outgoing personality.The capability to anticipate the needs of the C-Suite team. High levels of confidentiality. Expert in Microsoft Office Suite (Word, Excel, Access, PowerPoint, Outlook), Chrome River, SAP, Google Suite, WebEx, Zoom, Google Duo, Workday, Lawson, Projecto, Ariba, QuickBooks, Prolog, Yardi, OneNote, Adobe Pro, SameTime, BCD Travel (domestic and international), Oracle (iProcurement and iExpense), Concur ( travel and expense reporting), SharePoint,, SalesForce, Epicor BisTrack.EDUCATION - Texas State Technical Computer Science Waco, TX 76708EXECUTIVE ASSISTANT Safran Electrical & Power (Labinal), Denton, TX 05/2014 to PresentManage the office's day-to-day operations and provide high-level executive support to the CEO and COO.Anticipates the C suite needs and commitments; communicates directly on their behalf with the Executive team, and other business partners.Manages complex and frequently changing travel arrangements, across different time zones for senior C-level and staff using BCD Traveldomestic and international, including coordinating flights, hotels, ground transportation, and visas, ensuring smooth travel experiences. OracleiProcurement and iExpense reports.Manages complex calendars for C-level, organizing meetings and appointments, according to the CEO and COO preferences. Serves as a liaison, initial point of contact, proactive, and gatekeeper.Manage ability to think outside the box with a sense of urgency and time management.Always ensure the security and confidentiality of sensitive and protected information.Scheduling and preparing materials for staff meetings; taking and ensuring next steps are communicated and implemented.Project management coordination supports and manages a variety of special projects/presentations.Support Senior C-Level Management in creating executive-level reports and presentations; Collect information from various Senior C-Level Management and department heads, consolidate information, and make status updates.Created, designed, and developed the assembly of high-level PowerPoint presentations featuring tables, graphs, charts, and materials using word processing, slide graphics, spreadsheet and database software applications, and report documents for executive staff.Review documents with executive staff to discuss formatting changes and edits to presentation documents for weekly business meetings. Prepare statistical reports, edit presentations, and compile data for analysis.Working with senior management to initiate new projects and assist in various processes.Maintain daily, weekly, and monthly reports for extensive and detailed client data presentations.Maintain TACK Clocks for Operations; Manage Database using Access tracking of electrical wire harnesses.Notarized documents; performed various tasks contributing to office organization and efficiency.Special event planning for the company.I order client and in-house catering luncheons and dinners.EXECUTIVE ASSISTANT Labinal Power Systems, Denton, TX 05/2009 to 05/2014Manage the office's day-to-day operations and provide high-level executive support to the COO and Operations.Anticipates the C suite needs and commitments; manages complex travel arrangements, across different time zones, domestic and international, including coordinating flights, hotels, ground transportation, and visas, Expense reports.Manages complex calendars for C-level, organizing meetings and appointments, according to the COO preferences.Always ensure the security and confidentiality of sensitive and protected information.Scheduling and preparing materials for staff meetings; taking and ensuring next steps are communicated and implemented.Support management in creating executive-level reports and presentations; Collect information from various management and department heads, consolidate information, and make status updates.Working with senior management to initiate new projects and assist in various processes.Created, designed, and developed the assembly of high-level PowerPoint presentations featuring tables, graphs, charts, and materials using word processing, slide graphics, spreadsheet and database software applications, and report documents for executive staff.Review documents with executive staff to discuss formatting changes and edits to presentation documents for weekly business meetings. Prepare statistical reports, edit presentations, and compile data for analysis.Purchase orders; maintain daily, weekly, and monthly reports for extensive and detailed client data presentations.Maintain TACK Clocks for Operations; Manage Database using Access tracking of electrical wire harnesses.Notarized documents; performed various tasks contributing to office organization and efficiency.Birthdays, anniversaries, announcements, holiday celebrations, and special event planning for the company.Maintained office supplies inventory; negotiated the purchase of office supplies for the operation department.I order client and in-house catering luncheons and dinners.EXECUTIVE ASSISTANT/PERSONAL ASSISTANT - EE Reed Construction, Dallas, TX 08/2007 to 05/2009Manage the office's day-to-day operations and provide high-level executive support to the CEO, CTO, CFO, VP Business Director, Executive Team, Project Managers, and Project Engineers.Manages complex and frequently changing travel arrangements, across different time zones for senior C-level and staff using Concurdomestic and international, including coordinating flights, hotels, and transportation. Concur for expense reporting.Schedule and coordinate conference calls. Composing memos and agendas; updating contact lists.Always ensure the security and confidentiality of sensitive and protected information.Scheduling and preparing materials for staff meetings; taking and ensuring next steps are communicated and implemented; time management.Assist and develop the assembly of PowerPoint presentations and materials; Prepare statistical reports, edit presentations, and compile data for analysis.Maintain confidentiality regarding employee information, performance reviews, bonus incentives, and payouts.Perform various office management tasks, as well as special projects as assigned.Process weekly payroll from timecards; maintain daily reports and weekly safety meeting reports.Reviewed employment applications to evaluate qualificationsinformed applicants of job duties, responsibilities, and compensation. Coordinate and organize new employee hire/benefit packets, terminated files, and I-9.Coordinate hiring packets to ensure they are correctly completed and verify personnel documents.Supervised and coordinated overall administrative activities for the Office; Supervised the maintenance of office areas and equipment. Distribute building access keys and badges.Provided project coordination support and managed a variety of special projects.Assembling proposals and contracts, ensuring contracts are correctly completed and received on time, assist in preparing plans for the Subcontractors to pick up for bidding purposes.Workday: Assist with monthly financial tasks, such as invoice processing. Process Accounts Payable in a multi-system, receiving, verifying, and data entry of invoices.AIA Pay Applications, Contracts, Contract Invoices, General Invoices- Prolog, and Lawson.General conditions (Vendors) are coded and processed for payment.Subcontractors' Certificate of Liability Insurance, verified Certificate of Liability insurance using AM Best website.Created change orders; experience with document control, change orders, submittals, and cost tracking.Created and submitted monthly owner-pay applications, which involved compiling and presenting project expenses and progress to the owner for payment approval. Maintained project directories and files to ensure efficient project management.Created Contract Invoices from subcontractors' Pay Applications and tracked subcontractor payments and lien waivers.Manage subcontractor's setup, purchase orders, transmittals, and submittals - register, track, log, and file.Provide administrative support to our project managers and meet all assigned project deadlines.Strong interpersonal skills for communication and collaboration between departments, excellent organizational skills, and providing quality customer service.Birthdays, anniversaries announcements, holidays, and special events.Managed petty cash up to $5000, maintained office supplies inventory, and managed relationships with 3rd party vendors.MANAGING DIR/EXECUTIVE ASST - Razorback Construction Realtor Developer, Fort Worth, TX 03/2003 to 07/2007Manage the office's day-to-day operations and provide high-level executive support to the CEO, CFO, and in-house legal department.Provide managing and administrative support for the CEO, CFO, and executive team with meetings, calendar management, schedules, hotel, car rental, and travel arrangements. I also handle expense reporting using Concur.Daily entering new and updating employees information; organize all employment files.Ensure all employees complete all required paperwork and all documents are scanned into the file management system.Completing and distributing daily and weekly reports to C-level management and managers.Liaison with department managers and security for the badging process for building access and timekeepingSupervise employees; administer benefits; assist with recruitment, staffing, and onboarding.Manage weekly payroll; employee payroll data from timecards; Maintained certified subcontractor's payroll information.Process employment applications to evaluate qualifications; employee rate of pay, absences, attendance, and hours; employees' performance and evaluations; inform applicants of job duties and responsibilitiespost list of opened job vacancies.Assisted with hiring events; assisted recruitingnew hire orientations, compiling all new hire data; conducted interviews, coordinated and organized new employee hire/benefit packets, terminated files, and I-9s properly completed and employment verification; maintained complete confidentiality regarding employee information.General Invoices -process Accounts Payable in a multi-system Prolog and Yardi receiving, verifying, and data entry of invoices; QuickBooks - Invoicing, accounts receivable, and accounts payable. Receive and code project invoices.Purchase Orders: Track and update logs for change orders and submittals.The review draws against the Subcontract Schedule to ensure that what the subcontractor requests for payment has yet to be drawn and filed in the appropriate Subcontractors folder.Maintained office supplies inventory, anticipating needed supplies. I ordered breakfast, luncheon, and dinner for the client and in-house: birthdays, anniversaries announcements, holidays, and special events. |
