MS Office Suite
Catherine Chase
Virtual Administrative Professional / State of Texas Mobile Notary Public
Katy, TX 77449,TX
Summary
Professional, skilled in working remotely and in-house, with a “can do” and “will do” attitude, as well as having a positive outlook on life. I approach every situation with commitment and dedication no matter how big or small. I believe in quality over quantity and strive for a positive outcome to all situations. I am human so I cannot say I have an attention to detail, but I can say that 99% of my work is spot on. I prefer staying busy and enjoy managing multiple and concurrent tasks. I have a self-motivated drive with the ability to perform effectively whether independently or in team environments. I am accustomed to balancing high-volume workloads and beating tight deadlines. Lastly, I have a wicked sense of humor, a profound love of laughter and I believe that if you cannot laugh at yourself, then you are doing it wrong. Life is meant to be fun, no matter what you are doing. Give me a chance to help you and your company reach its full potential! Core competencies include:
· Leadership · Office Management · Attention to Detail · Email and Calendar Management · Active Listening · Project Management · Event Planning · Communication · Computer Skills · Confidentiality · Organizational Skills · Client and Employee Relations · Customer Service · Teamwork · Adaptability · Commitment to Excellence · Interpersonal Skills · Problem-solving · Flexibility · Results-driven · Avid Learner · Time Management · Integrity · Resourceful
Overview
6
6
Certifications
30
30
years of professional experience
Work History
Senior Project Administrator
Wood Group, USA
Houston, TX
06.2011 - 05.2020
- Fostered relationships with clients to foster positive working relationships.
- Provided high-level in-house and remote administrative support to project managers, engineers, clients, upper management, and department managers.
- Maintained and managed email and calendars for project groups and clients.
- Maintained open communication by presenting regular updates to project managers and clients on progress and technical problems.
- Scheduled, catered, and facilitated meetings between the project team and clients to discuss deliverables, schedules, and conflicts.
- Provided administrative and backup support to office manager with credit card reconciliation, inventory reports, and other ad-hoc business tasks.
- Promoted team productivity by keeping supplies organized and well-stocked.
- Reviewed, edited, and applied correct formatting to project document deliverables (project specifications, procedures, reports, presentations, flowcharts, and spreadsheets).
- Drove team success through shared vision and recognition of quality performance.
Executive Assistant
LITMUS, LLC
Houston, TX
06.2007 - 04.2011
- Produced accurate office files, updated spreadsheets and crafted presentations to support executives and boost team productivity.
- Prepared documents, reports and presentations for executives and board members using advanced software proficiencies.
- Screened high volume of personal and business calls and emails and initiated actions to respond or direct messages for managers.
- Processed travel expenses and reimbursements for executive team and senior management group.
- Responded to emails and other correspondence to facilitate communication and enhance business processes.
- Organized and coordinated conferences and monthly meetings.
- Transcribed minutes of meetings and executed meetings and events for company to support sales, business development and senior management teams.
- Organized envelopes, postage and mail correspondence for staff and management, maintaining postage meter and coordinating with delivery and courier services.
- Distributed company-wide announcements, booked conference rooms and coordinated catering for annual staff development forum.
- Handled logistics, catering, agendas and travel arrangements for meeting and event planning for board of directors, president and executive vice president.
- Greeted arriving visitors, determined nature and purpose of visit and directed individuals to appropriate destinations.
- Promoted team productivity by keeping supplies organized and well-stocked.
- Upheld strict timetables by maintaining accurate, balanced calendars.
- Filed paperwork and organized computer-based information.
- Coordinated events and worked on ad hoc projects.
- Executed banking and bookkeeping tasks.
Document Specialist
Shell Oil Company
Houston, TX
07.2002 - 07.2004
- Provided support for sales team, vendors and project team and worked with contract documents.
- Built and updated diverse documents, charts, tables and mail merges using various programs.
- Checked accuracy and completeness of contracts to identify deficiencies and recommend corrective actions.
- Monitored due dates and deadlines and worked to submit all documents on time or early.
- Coordinated document exchange between departments, contractors, suppliers and customers.
- Carefully reviewed all documents and reports for completeness and accuracy.
- Liaised with project teams, vendors and third parties on documentation flow, handover and project close-out.
- Prepared and processed sales contracts, vendor payments, check requests, ACH, accounts receivable credits, and ensured prompt and accurate distribution of all necessary signed documents under tight schedules.
- Researched company information to ensure correct information.
Administrative Assistant Coordinator
Lakes Regional MHMR Center
Terrell, TX
10.1986 - 08.2001
- Held positions of Administrative Assistant, Community Relations Administrative Assistant, CARE Data Coordinator and IT System Support Specialist.
- Performed routine office duties such as phones, scheduling and greeting clients while supporting a staff of 15
- Performed accounting activities by preparing expense reports, purchase orders and invoices.
- Filed Medicare, Medicaid and commercial insurance, performed follow-up and reconciled payments.
- Updated various internal reports, collected and compiled data and performed follow-up.
- Assisted new employees with new-hire paperwork and reviewed for completeness.
- Managed executive calendars to strategically coordinate meetings and appointments.
- Opened, sorted and distributed incoming messages and correspondence to 15-person team.
- Monitored office supplies to order and replenish stock when necessary.
- Improved office efficiency 100% by implementing color-coded filing system.
- Delegated tasks to administrative support staff to organize and improve office efficiency.
- Provided backup to front desk to step in to assist with various tasks whenever employee was absent or at lunch.
- Improved office operations by automating client correspondence, record tracking and data communications.
- Provided help desk for staff with computer problems and set up the priority of each case.
- Administered the necessary security controls over the software and supplied operational aid to agency personnel in the implementation and use of data processing hardware and/or software.
- Installed and repaired computer hardware, software, and peripherals.
- Aided in preparing and keeping detailed procedure manuals.
- CARE is a mainframe costing, accounting, and financial analysis system like SAP. Coordinated system-wide data entry, compiled administrative-level reports, and researched and corrected the differences in reports.
- Assisted in asking for, gathering, and distributing needed donations. Aided in fund-raiser preparations, media and public relations and volunteer coordination.
- Coordinated travel and prepared payroll.
- Coordinated, audited, and processed staff timesheets and travel.
- Transcribed and managed all medical transcription, which required understanding and interpreting complex medical terminology.
- Maintained accounting records for Volunteer bank account and supervised all volunteers.
Education
No Degree - Computer Hardware And Software
Lone Star College System
Spring, TXSkills
Expense reports
Contract Management
Procedure development
Advanced problem solving
70 WPM typing speed
Advanced MS Office Suite
Multi-line phone proficiency
Scheduling
Compensation and benefits
Bookkeeping
Mail handling
Schedule Management
Travel coordination
Office management
Administrative support
Travel accommodations
Proofreading
Technical Support
Report Development
Meeting arrangements
Transcription and dictation
Spreadsheet management
Business correspondence
Executive presentations
Meeting minutes
Employee timesheet processing
Presentation design
Scheduling and calendar management
Travel planning
Recordkeeping
Credit and collections
Supervising staff
Internal communications
Time management
Expense reporting
Paperwork drafting
Physician billing
Quality assurance
Professional telephone demeanor
Medical terminology knowledge
G-Suite
Affiliations
- International Association of Administrative Professionals (IAAP)
- American Society of Administrative Professionals (ASAP)
- International Virtual Assistants Association (IVAA)
- Association of Virtual Assistants (AVA)
- American Association of Notaries
Software
G-Suite
Adobe Acrobat
Photoshop
Illustrator
Lightroom
Quickbooks
Work Availability
monday
tuesday
wednesday
thursday
friday
saturday
sunday
morning
afternoon
evening
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Certification
Photoshop
Timeline
Senior Project Administrator
Wood Group, USA
06.2011 - 05.2020
Executive Assistant
LITMUS, LLC
06.2007 - 04.2011
Document Specialist
Shell Oil Company
07.2002 - 07.2004
Administrative Assistant Coordinator
Lakes Regional MHMR Center
10.1986 - 08.2001
No Degree - Computer Hardware And Software
Lone Star College System