Summary
Overview
Work History
Education
Skills
Affiliations
Cooking
Walking
Timeline
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PHYLLIS HARPER

Missouri City,TX

Summary

Skilled Senior Executive Assistant that takes pride in the professional quality of work and having an uncompromising determination to achieve excellence in everything undertaken. work highly energetic, organized and a detailed administrative professional providing skillful support to senior executives. Dedicated, focused, and able to prioritize to complete multiple tasks in achieving projects deadlines. Take on challenges with a can-do attitude using communicating, proactive, problem-solving and administrative skills. Driven and resourceful administrative professional with 15 years of experience assisting with work of high-achieving executives. Track record supporting professional needs with well-organized precision. Successfully manages high-volume workloads in rapidly changing environments. Always open to learning more and growing which will benefit me in endeavors to become successful in a new position. Assurance that due to many years of administrative support, I am an asset and not a liability to any company that gives me an opportunity to prove it.

Overview

14
14
years of professional experience

Work History

Sr. Executive Assistant

Citigroup Inc
Houston, United States
04.2017 - Current
  • Investment Banker administrative support for 12 bankers
  • Organized and logical travel arrangements to ensure there are no incidents
  • Remain available to communicate if any changes arise
  • Ownership of bankers’ calendars
  • Actively invoiced in the set-up of client meetings and logging in client meetings
  • Proficiency in setting up calls, dealing with conferences and event logistics
  • Take precise and clear messages and communicate to bankers in a timely manner
  • Build trusting relationships with clients through written and verbal communication
  • Process expenses using Concur, understanding all the platforms to have them processed and approved timely
  • Responsible and effectively reconcile bankers’ corporate cards through CitiManager platform
  • The P2P system is used for invoice processing, ordering supplies and pulling reports
  • Clear and precise meeting invites and conference arrangements
  • Resourceful in knowing the steps it takes to process invoices and having them paid timely
  • For example, who to contact, what each vendor allows, is it 30-60 day pay period and staying on top of any changes to the process
  • When supporting 12 staff members you learn to become very flexible by accommodating each request quickly and efficiently


Administrative Assist/Executive Assistant

Broussard Partners & Assoc/St. Hope Foundation
Houston, TX
06.2016 - 02.2017
  • Temp assignment to both companies
  • Executed all aspects of office functioning efficiently and effectively
  • Answered phone and took precise messages
  • Updated accounts receivable and payable, updated cases in Star Audit, and updated timesheets
  • Arranged GoToMeetings and made conference travel arrangements
  • Responsible for travel, meetings, taking minutes, conference, google docs, calendar management, and marketing initiatives
  • Communicated with Board members to keep them abreast of meetings and special events
  • Organized logistics and materials for each meeting, arranged spaces and took detailed notes for later dissemination to key stakeholders.

Executive Assistant

Parker Drilling Corporation
Houston, TX
02.2014 - 10.2015
  • Provided administrative support to CAO/General Counsel, interacted and handled requests for Leadership Team, Compliance, Legal, HSE, Risk Management, Global Security, Human Resource, and Marketing
  • Liaison to board members; making sure all appointments, meetings requests, board retreats were handled efficiently and expeditiously
  • Daily upkeep of CAO/General Counsel calendar, scheduling appointments; ensured that there were no conflicts
  • Entrusted to respond to emails when CAO was not available
  • Challenges faced and handled daily to keep CAO/General Counsel abreast of all activities within all departments
  • Reached out to CAO direct reports to keep them informed of timeframe for budget reports
  • Organized Annual Stockholders meetings
  • Responsible for booking location, security, handouts, sign-in sheets
  • Trusted with highly confidential material when preparing for SEC filing
  • Knowledgeable of 10-K, 10-Q, Proxy Statements and the importance of proofreading or obtaining signatures for final printing
  • Participated in webcasts, communicated with PR Newswire
  • Confidentiality was critical in this position due to numerous subjects and contacts involved
  • Handled files of acquisitions and special projects with code names
  • Sent out invites related to Corporate Governance, Audit, and Compensation meetings
  • Counting practices used to code and input information in Oracle for processing
  • Quick learner of policies, procedures, and learning culture of companies
  • Coordinated domestic and international travel arrangements, flight, hotel and car service
  • Continuous communication with board members; answering their questions, directing them to appropriate person
  • Used Board Vantage to upload, create folders and submit documents to Board members
  • Organization skills used daily to have work processed without any incidents
  • Processed expense reports from P-Cards and check requests
  • Used word processing daily to create letters, memos and proofread correspondence
  • Facilitator for Board Retreats
  • Researched to find a location and once selected handled every aspect of the event
  • Organized activities, assisted in location for dinner and menu selection, prepared material, made changes when requested
  • Stayed onsite at Board Retreats and handled all requests from CEO, CAO, CFO and Board Members
  • Obtained and requested materials from executives to upload into Board Vantage in a timely manner for Board members to review prior to meetings
  • Assisted in budget input and monitoring by reviewing budget reports in Hyperion
  • Research and input data for presentations
  • Participated in holiday events, arrangements, and volunteer at different charities, Ronald McDonald House, United Way and American Heart Walk.

Executive Administrative Assistant

NCI Group, Inc
Houston, TX
08.2008 - 01.2014
  • Provided administrative support to V.P
  • Of Corporate Marketing, Creative Director and Brand Managers, as well as support staff
  • Interacted daily with executives, salesperson, customers, internal departments, vendors and co-workers in a professional manner, for overall success of marketing initiatives using my administrative, communication, presenter and listening skills
  • Ensured that requests from stakeholders were handled respectfully and discreetly for successful outcomes
  • Processed Amex expense reports using GERS system for department in a timely manner
  • Prioritized workflow in case of unexpected interruptions
  • Managed executives and brand managers’ calendars using Outlook
  • Scheduled meetings, canceled meetings, inviting attendees, updating appointments, conferences, video conferences and other features
  • Processed weekly calculation of vacation, sick and PTO time for marketing team; inputting data into Datamatics payroll system
  • Responded to emails, making sure they were answered in a timely manner for the V.P of Marketing and support staff
  • Screened phones, took messages thoroughly, and forward them to appropriate person
  • Established relationships with account executives of magazines, billboards, promotional items and radio stations to make sure our requests were expedited
  • Coordinated flight and hotel travel arrangements, both domestic and international correctly
  • Organized events and training sessions held; met and visited with venue representatives
  • Also, had input on food and beverages served
  • Created table cards and name badges for events
  • Participated in decision-making of new employees and orientated them in office policies and procedures
  • Received sales leads via email; input data into Excel, sorted by location and forwarded to regional managers
  • Compiled data for budget reports; created spreadsheets with total amounts of invoices in correct accounts, making sure we did not go over amount allocated
  • Reports were sent weekly to VP and CFO of components division
  • Supported business development team in market research to create market analysis reports using the internet, and Hoover research application
  • Collaborated in edits, proofing and binding of investor presentation for CEO, using Power Point.

Administrative Assistant/Project Assistant

Nsoro Corporation
Houston, Texas
01.2007 - 01.2008
  • Assisted project managers and worked within a team environment to carry out a full range of project deadlines
  • Communicated with project managers when asked about budgeted equipment for projects
  • Also, performed accounts receivable duties for various projects including reconciling sales orders, cost budgets, billing, and invoicing
  • Assisted executives with detailed project schedules, which included administrative tasks
  • Made travel arrangements and handled executive calendar
  • Trained and supervised team in setting up purchase orders in Oracle program
  • Resolved any invoice or purchase order discrepancies
  • Created essential Discoverer reports for executives
  • Assisted Controller with schedule of meetings, conferences and travel arrangements
  • Implemented changes in preparing reports that improved time-management
  • Created URR Report (Un-invoiced Receipts Reports) making sure it was reconciled by end of day
  • This report was essential and had to have correct information so billing could take place in the same week; time-management was an essential factor
  • Reconciled sales order totaling in millions so that projects were funded correctly.

Education

Associate of Arts - Business Administration

Queens Community College

Skills

  • Visitor Greeting
  • Meeting Minutes
  • Data Research and Compilation
  • Critical Thinking
  • Budget Preparation
  • Microsoft, 2010, 2013 and 365
  • Google Docs, Calendar
  • Video Conferencing Software/Zoom/Skype
  • Concur Suite Software
  • Meeting Agenda Preparation
  • SAP
  • Customer Service
  • Bookkeeping and Basic Accounting
  • Oracle and Concur Software
  • Document Filing and Retrieval
  • Reports and Financial Statements
  • Travel Arrangement Coordination
  • Executive Schedule Management
  • Executive Presentations
  • Verbal and Written Communication
  • Recordkeeping and Documentation
  • Calendar and Scheduling Software
  • Decision Making
  • Correspondence and Memos
  • Problem Solving
  • Goal Minded
  • Oracle E-Business Suite Financials
  • Analytical Thinking
  • Creative Thinking
  • Focused and Determined
  • Honest and Ethical

Affiliations

Administration: Office Managers, Executive Assistants, AAs - Administrative Assistant Office Professionals, AAOP Personal Assistant and Office Manager, PAOM

Cooking

Looking at cooking channels and trying out new dishes.

Walking

Morning walking are the best! They are invigorating and causes your blood to flow benefiting every area in you body.

Timeline

Sr. Executive Assistant

Citigroup Inc
04.2017 - Current

Administrative Assist/Executive Assistant

Broussard Partners & Assoc/St. Hope Foundation
06.2016 - 02.2017

Executive Assistant

Parker Drilling Corporation
02.2014 - 10.2015

Executive Administrative Assistant

NCI Group, Inc
08.2008 - 01.2014

Administrative Assistant/Project Assistant

Nsoro Corporation
01.2007 - 01.2008

Associate of Arts - Business Administration

Queens Community College

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PHYLLIS HARPER