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Executive Assistant Resume

Dallas, TX

SUMMARY:

Highly competent professional with over 13 years’ experience who can be trusted with the most confidential information. Excel in turning disorganized environments into smooth - running operations & overhauling administrative processes to improve accuracy & efficiency. Self-starter & quick-learner who always exceeds expectations.Committed to improving business procedures where there’s opportunity while encouraging a positive, organized, & smooth working environment.

AREAS OF EXPERTISE:

  • Website Administrator
  • Developing Policy & Procedures
  • Contract Negotiations
  • Accounting Functions
  • Leadership & Training
  • Planning Events & Tradeshows
  • Travel & Logistics
  • Legal Agreements & e-filing
  • Project Management
  • Calendar Management
  • Human Resources
  • Proofreading & Editing

PROFESSIONAL EXPERIENCE:

Executive Assistant

Confidential, Dallas, TX

Responsibilities:

  • Reported directly to Managing Director for Strategic Sales & Marketing, EVP of Marketing & Communications, SVP of Business Development, & SVP of Strategic Planning & Operations.
  • Managed heavy calendars, arranged & coordinated complex travel arrangements both domestic & international for internal & external associates.
  • Reviewed executives e-mail throughout the day to monitor for priority information, meeting requests & respond on behalf of executives when necessary.
  • Created sales presentations, reviewed & edited complex marketing slides for formatting inconsistencies, typos, & current data verification.
  • Completed & reconciled invoices & expense reports for sales, marketing, & new business teams.
  • Drafted a variety of sensitive correspondence on behalf of Executives with minimal direction. Ordered & maintained office supply inventory.
  • Coordinated & attended all team meetings; took notes & followed up on action items delegated out to team members for accountability.
  • Negotiated vendor/subcontractor agreements for Sales & Marketing offices
  • Created a Standards of Operations binders for Administrative Assistants & new employees
  • Proactively worked with IT department to setup an electronic file folder on the network for our division where I managed & stored all up to date corporate policies, expense forms, vacation forms & all relevant information for corporate staff & remote staff to have access which allowed for efficiency, & organization, & saved space & paper, as we were printing less & filing electronic documents rather than finding file cabinets to file misc. documents
  • Project Manager for most company events, sales meetings on-site & off-site
  • Oversaw monthly & yearly budgets, including all office expenses, corporate card reconciliation, building repairs & maintenance, & T&E
  • Any other special projects as needed

Executive Assistant to CEO & Media & IR Liaison

Confidential, Plano, TX

Responsibilities:

  • Advanced career goals & expanded scope of duties by creating a new role as the Media & Investor Relations Liaison which acted as the direct contact for the Board of Directors, CEO, General Counsel, & CFO. Saved company time & alleviated confusion through the creation of a structured procedure for announcing time sensitive & confidential press releases & SEC filings in a timely manner
  • Established policies & procedures that brought order & stability to a disorganized & antiquated environment
  • Improved efficiency for contracts department by creating & maintaining an electronic database tracking all legal contracts coming in or going out for execution. Allowed company to better track timing & deadlines for critical settlement agreements being fully executed & sent out by date set forth in the agreement, thus prompting the press release & initiated the accounting department to send or request funds without delay as per each agreement’s specific terms. This also provided more accurate financial information to company executives
  • Saved electronic agreements on the executive counsel’s shared drive in specific entity folders along with other legal documents, motions, settlement & licensing, consulting, assignments, lease, & all other agreements for all offices to have access to their individual subsidiaries when needed

Executive Assistant

Confidential, Coppell, TX

Responsibilities:

  • Coordinated execution of all client & vendor contracts with RVP & CFO.
  • Planned & organized team building activities, national corporate meetings events & entertainment, & dinners, both local & when traveling to accounts.
  • Oversaw Region Office Manager & provided accounting & administrative services including the allocation of monthly bills across multiple divisions of company, facilitating building maintenance requests for all lines of business, maintaining staff directories & SW region email distribution list, updating & verifying client database with daily updates.
  • Enabled Regional Vice President to remain active in the community by extending scope of duties to include the support & organization of the RVPs extracurricular obligations.
  • Provided expert executive level support for a $325 million-dollar region with over 1000 employees
  • Created Quarterly Operation Review presentations which are presented to senior level leadership across all lines of business
  • Entrusted with confidential information such as sensitive HR situations, drafting termination letters & offer letters, & documenting in detail any employee relations problems for the HRD. Informed of all wage increases or bonuses for region staff directors & region employees in order to update payroll system

Executive Assistant to the COO

Confidential, Mansfield, TX

Responsibilities:

  • Provided professional services to the COO including scheduling, travel arrangements, & administrative needs as needed.
  • Tasked with the organization & delegation of work flow for 4 different schools & over 20 employees to create a positive & productive environment.
  • Created financial documents such as invoices, banking statements, & profit reports.
  • Promoted a safe school environment by cooperating with state & city agencies to comply with building regulations, secure proper permits, & ensure credentials are up to date.
  • Managed & maintained a budget over $2 million

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