Administrative Specialist
Analytical senior administrative professional with established capacity to deliver executive-level support without compromising quality. Dedicated communicator and colleague with excellent communication skills, adept at establishing long-term relationships with customers and colleagues. Practiced at implementing confidential and complex administrative processes that improve efficiency and achieve objectives at all levels of business. Proficient user of MS Office, Concur, ADP, Salesforce, Epicor, Quickbooks, Primavera, Clever Nelly, and SAP.
AREAS OF EXPERTISE
• Busy Calendar & Email Management • Correspondence Management
• Meeting & Video Conference Coordination • Event Planning & Coordination
• Travel Management (Domestic & International) • Payroll, Invoicing, AR, AP, Cash App
• Expense Reporting & Budget Management • Project Control & Management
• Database Management • System & Process Improvement
• Conflict & Issue Resolution • Customer Service & Vendor Relations
• Training & Leadership, Staff On-boarding • Sales Support & CRM Management
• Contract Negotiations • MS Office Suite Proficiency
• Human Resources Support • QuickBooks, Sage, JD Edwards
• Research, Data Analysis & Reporting * Complex Administrative Support
PROFESSIONAL HISTORY
EXECUTIVE ADMINISTRATIVE ASSISTANT
Pure Safety Group - Houston TX 2018 to 2 0 20
Served as executive assistant for the entire C-Suite team, as well as board members. Coordinated daily schedule and calendars, addressed daily needs, managed email, scheduled meetings and calls, and handled logistics for CEO, CFO, COO, HR Director, and EVP of Sales. Coordinated travel arrangements, prepared detailed itineraries, created documents and reports and tracked expenses. Acted as point of contact for administrative staff and external partners to ensure accurate and prompt communication in-person and via telephone and email communication. Managed highly confidential and sensitive materials, completed research, and administered databases.
?Manage budget for domestic and international travel and the arrangements with itineraries for executives, board members, sales and marketing team
?Create and provide reporting documents for executive staff and board meetings
?Coordinate on-boarding of all new executives, middle management colleagues and sales associates, including relocation when necessary.
?Provide marketing support including management of the logistics for all Trade Shows, Distributor Events, and Buying Group Events, as well as the ordering and shipment of products and marketing materials, travel arrangements, lodging for personnel, and liaison for asset management of booth and product displays.
?Provide Sales Support to EVP of Sales in the preparation, analysis, and review of weekly and monthly sales reports for 48 sales team associates to present to executives and board members.
?Provide customer service support to the sales team in all aspects of sales
?Manage sample inventory and provide support to the Product Management Team during product launches.
?Manage Distributor tours and training in our facilities.
?Assist in planning and managing sales summits bi-annually for 60 colleagues.
?Assist Outside Sales Associates with quotes to channel partners, distributors and end users and tracking leads and tasks associated in Salesforce.
?Manage Demo Van fleet registrations, transfers, insurance, and maintenance. Provide reports to executives and finance team.
?Assist accounting and HR as needed with payroll, training, on boarding, accounting - AR, AP, Customer Issue resolution
EXECUTIVE ADMINISTRATIVE ASSISTANT
Force Specialty Management, LLC - Houston TX 2011 to 2 0 1 8
Operated as executive administrative support for stakeholders and oversaw accounting processes. Provided a variety of functions while managing confidential information, supporting projects and processes, and meeting deadlines. Facilitated communications with internal and external partners, vendors and customers. Prepared presentation materials, coordinated events, corporate agendas, itineraries, and travel arrangements. Managed databases and completed expense reporting and reconciliation processes.
?Provided comprehensive support across all company functions, including HR, Finance, marketing and sales, and assisting with proposals on high stakes projects.
?Managed three locations by implementing processes for operations and departmental procedures. Supervised accounting department, payroll, correspondence, designed filing systems (paper and virtual), managed supply requisitions, directed project controls on multiple multi-million dollar projects, assigned and monitored clerical functions, assigned and coordinate appropriate personnel to all projects, track and minimize non-billable hours, create databases for tracking cost and labor for all construction projects.
?Preparation of annual budget, scheduling expenditures, analyzing variances, providing weekly reports on project analysis; initiating corrective action when necessary.
?Researched and overhauled Benefit Program to decrease company cost by 18%.
?Played key role in communicating/clarifying expectations for employees by assisting with writing of Employee Handbook and company policy manuals.
?Decreased company travel expenditures by 8% by the negotiation of company contracts.
EXECUTIVE ADMINISTRATIVE ASSISTANT
Inland Industrial Services, INC – Deer Park, TX 2007 to 2 2011
Delivered administrative support to the CEO, Senior Executive Team, and Director of Operations and Marketing. Managed operations coordinated internal and external meetings, and administered Outlook calendars, contacts, and email. Prepared, reviewed, and approved expense reports, coordinated travel arrangements, created detailed itineraries, completed research, and produced reports while maintaining confidentiality and ensuring accurate and efficient completion of tasks. Prepared sales and budget reports and processed invoices and purchase orders.
?Recognized for streamlining the contract procurement process.
?Facilitated the implementation of S------------ and JD Edwards Platforms.
?Administered a monthly budget and expense review for 22 sales associates.
?Guided Re-branding efforts while maintaining company integrity throughout the merger.
?Assist in quotes, proposals and submittal into multiple company portals for TA and maintenance projects.
?Recognized for constructing a database to combine and upload payroll for multiple projects by Work Order directly into ADP as a time saving solution on multiple projects with 700+ employees.
?Provided accounting support in Payroll, Project Controls, AR, AP and RFI’s as needed.
?Resolved more than two million dollars in outstanding AR that was more than 6 months overdue by working with the customer onsite within 5 days.
ADMINISTRATIVE ASSISTANT
Speed Industrial Services 2005 to 2007 (Acquired by Inland Industrial Services in 2007)
Assistant to all managing partners, maintained full calendar and schedules, coordinated travel for partners and executives, and planned all aspects of meetings. Managed heavy client contact, serving as liaison between customers’ and partners throughout the procurement process. Additionally, drove office management functions, including resolution of facilities issues.
?Handled all aspects of book keeping, including HR, payroll, invoicing & collections, AP & payment requests, expense & budget management, reconciliations, end of month reporting, and submitting to CPA monthly. Also handled staffing, project controls and TA management.
Additional Experience:
Office Manager Orion Medical Supply
Assistant Supervisor, Andy Frain Security Services
Accounts Receivable Manager, Rotech
District Manager, EZ Mart Stores, Inc.
EDUCATION
Texas A & M, Texarkana
Texarkana College – AA (3.8GPA)
Lee College – Business Seminar
References available upon request
Analytical senior administrative professional with established capacity to deliver executive-level support without compromising quality. Dedicated communicator and colleague with excellent communication skills, adept at establishing long-term relationships with customers and colleagues. Practiced at implementing confidential and complex administrative processes that improve efficiency and achieve objectives at all levels of business. Proficient user of MS Office, Concur, ADP, Salesforce, Epicor, Quickbooks, Primavera, Clever Nelly, and SAP.
AREAS OF EXPERTISE
• Busy Calendar & Email Management • Correspondence Management
• Meeting & Video Conference Coordination • Event Planning & Coordination
• Travel Management (Domestic & International) • Payroll, Invoicing, AR, AP, Cash App
• Expense Reporting & Budget Management • Project Control & Management
• Database Management • System & Process Improvement
• Conflict & Issue Resolution • Customer Service & Vendor Relations
• Training & Leadership, Staff On-boarding • Sales Support & CRM Management
• Contract Negotiations • MS Office Suite Proficiency
• Human Resources Support • QuickBooks, Sage, JD Edwards
• Research, Data Analysis & Reporting * Complex Administrative Support
PROFESSIONAL HISTORY
EXECUTIVE ADMINISTRATIVE ASSISTANT
Pure Safety Group - Houston TX 2018 to 2 0 20
Served as executive assistant for the entire C-Suite team, as well as board members. Coordinated daily schedule and calendars, addressed daily needs, managed email, scheduled meetings and calls, and handled logistics for CEO, CFO, COO, HR Director, and EVP of Sales. Coordinated travel arrangements, prepared detailed itineraries, created documents and reports and tracked expenses. Acted as point of contact for administrative staff and external partners to ensure accurate and prompt communication in-person and via telephone and email communication. Managed highly confidential and sensitive materials, completed research, and administered databases.
?Manage budget for domestic and international travel and the arrangements with itineraries for executives, board members, sales and marketing team
?Create and provide reporting documents for executive staff and board meetings
?Coordinate on-boarding of all new executives, middle management colleagues and sales associates, including relocation when necessary.
?Provide marketing support including management of the logistics for all Trade Shows, Distributor Events, and Buying Group Events, as well as the ordering and shipment of products and marketing materials, travel arrangements, lodging for personnel, and liaison for asset management of booth and product displays.
?Provide Sales Support to EVP of Sales in the preparation, analysis, and review of weekly and monthly sales reports for 48 sales team associates to present to executives and board members.
?Provide customer service support to the sales team in all aspects of sales
?Manage sample inventory and provide support to the Product Management Team during product launches.
?Manage Distributor tours and training in our facilities.
?Assist in planning and managing sales summits bi-annually for 60 colleagues.
?Assist Outside Sales Associates with quotes to channel partners, distributors and end users and tracking leads and tasks associated in Salesforce.
?Manage Demo Van fleet registrations, transfers, insurance, and maintenance. Provide reports to executives and finance team.
?Assist accounting and HR as needed with payroll, training, on boarding, accounting - AR, AP, Customer Issue resolution
EXECUTIVE ADMINISTRATIVE ASSISTANT
Force Specialty Management, LLC - Houston TX 2011 to 2 0 1 8
Operated as executive administrative support for stakeholders and oversaw accounting processes. Provided a variety of functions while managing confidential information, supporting projects and processes, and meeting deadlines. Facilitated communications with internal and external partners, vendors and customers. Prepared presentation materials, coordinated events, corporate agendas, itineraries, and travel arrangements. Managed databases and completed expense reporting and reconciliation processes.
?Provided comprehensive support across all company functions, including HR, Finance, marketing and sales, and assisting with proposals on high stakes projects.
?Managed three locations by implementing processes for operations and departmental procedures. Supervised accounting department, payroll, correspondence, designed filing systems (paper and virtual), managed supply requisitions, directed project controls on multiple multi-million dollar projects, assigned and monitored clerical functions, assigned and coordinate appropriate personnel to all projects, track and minimize non-billable hours, create databases for tracking cost and labor for all construction projects.
?Preparation of annual budget, scheduling expenditures, analyzing variances, providing weekly reports on project analysis; initiating corrective action when necessary.
?Researched and overhauled Benefit Program to decrease company cost by 18%.
?Played key role in communicating/clarifying expectations for employees by assisting with writing of Employee Handbook and company policy manuals.
?Decreased company travel expenditures by 8% by the negotiation of company contracts.
EXECUTIVE ADMINISTRATIVE ASSISTANT
Inland Industrial Services, INC – Deer Park, TX 2007 to 2 2011
Delivered administrative support to the CEO, Senior Executive Team, and Director of Operations and Marketing. Managed operations coordinated internal and external meetings, and administered Outlook calendars, contacts, and email. Prepared, reviewed, and approved expense reports, coordinated travel arrangements, created detailed itineraries, completed research, and produced reports while maintaining confidentiality and ensuring accurate and efficient completion of tasks. Prepared sales and budget reports and processed invoices and purchase orders.
?Recognized for streamlining the contract procurement process.
?Facilitated the implementation of S------------ and JD Edwards Platforms.
?Administered a monthly budget and expense review for 22 sales associates.
?Guided Re-branding efforts while maintaining company integrity throughout the merger.
?Assist in quotes, proposals and submittal into multiple company portals for TA and maintenance projects.
?Recognized for constructing a database to combine and upload payroll for multiple projects by Work Order directly into ADP as a time saving solution on multiple projects with 700+ employees.
?Provided accounting support in Payroll, Project Controls, AR, AP and RFI’s as needed.
?Resolved more than two million dollars in outstanding AR that was more than 6 months overdue by working with the customer onsite within 5 days.
ADMINISTRATIVE ASSISTANT
Speed Industrial Services 2005 to 2007 (Acquired by Inland Industrial Services in 2007)
Assistant to all managing partners, maintained full calendar and schedules, coordinated travel for partners and executives, and planned all aspects of meetings. Managed heavy client contact, serving as liaison between customers’ and partners throughout the procurement process. Additionally, drove office management functions, including resolution of facilities issues.
?Handled all aspects of book keeping, including HR, payroll, invoicing & collections, AP & payment requests, expense & budget management, reconciliations, end of month reporting, and submitting to CPA monthly. Also handled staffing, project controls and TA management.
Additional Experience:
Office Manager Orion Medical Supply
Assistant Supervisor, Andy Frain Security Services
Accounts Receivable Manager, Rotech
District Manager, EZ Mart Stores, Inc.
EDUCATION
Texas A & M, Texarkana
Texarkana College – AA (3.8GPA)
Lee College – Business Seminar
References available upon request