Summary
Overview
Work History
Education
Skills
Timeline
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Colin Spencer

Plano,TX

Summary

Highly-focused and results-oriented professional with experience successfully supporting complex, deadline-driven operations. Instrumental team player with outstanding skills in meeting planning, database management, presentation creation, and special project assistance. Customer-oriented and computer-savvy.

Overview

26
26
years of professional experience

Work History

Senior Executive Assistant

Uber Freight
Frisco, TX
01.2023 - Current
  • Assisted with event planning by coordinating catering services, reserving venues, ordering supplies.
  • Acted as a liaison between the executive team and other departments within the organization.
  • Composed confidential communications on behalf of senior executives in response to inquiries from staff members or external contacts.
  • Organized executive presentations, reports, and correspondence for internal and external stakeholders.
  • Managed multiple projects simultaneously while ensuring deadlines were met without compromising quality standards.
  • Developed and maintained filing systems, databases, records management systems, and other office resources.
  • Researched current industry trends related to the organization's operations in order to provide suggestions on how best to capitalize on new opportunities.
  • Monitored budgets related to projects assigned by senior executives while also providing feedback on ways to reduce costs where possible.
  • Coordinated travel arrangements including flights, hotels, transportation, visas, and itineraries.
  • Provided administrative support to the executive team, managing calendars and scheduling meetings.
  • Prepared agendas for meetings in consultation with the executive team to ensure all necessary materials were available prior to each meeting.
  • Created monthly expense reports for senior executives utilizing accounting software programs such as QuickBooks or Peachtree Accounting Software.
  • Developed processes for streamlining workflow among various departments within the organization by establishing effective communication channels between teams.
  • Transcribed minutes of meetings accurately using technology such as Microsoft Word or Google Docs.
  • Organized and scheduled weekly meetings with global executives using video teleconference.
  • Orchestrated and confirmed senior executive travel accommodations and schedules for personnel.
  • Collaborated with senior leadership to support new projects.
  • Arranged appropriate travel, visas, agendas, necessary contacts and other information for executive travel.
  • Set up meeting and event logistics for senior management and updated calendars.
  • Scheduled and arranged travel and hotel reservations for meetings, conferences and seminars.

Administrative Assistant

The BaCo Group/BaCo Tech
Farmers Branch, TX
02.2020 - Current
  • Supported an office of 5 CPA’s and 6 software developers
  • Answered main phone line and routed calls to appropriate party
  • Ordered and managed budget for office supplies
  • Handled all incoming and outgoing mail for the firm
  • Helped clients with online portal document management software
  • Provided daily support to the firm including scanning documents and emailing clients
  • Supported the firm using Slack management platform
  • Helped plan annual fundraising event, Tour De Cure for the American Diabetes Association.

Executive Assistant

University Neuro
McKinney, TX
03.2019 - 01.2020
  • Managed and supported office of 30 including 3 executives
  • Ordered office and kitchen supplies using a budget
  • Answered main company phone line and routed calls to the appropriate party
  • Assisted Practice Administrator with travel needs including booking air, car and hotel
  • Responsible for catering orders for office lunches and meetings as needed
  • Planned and organized company’s annual conference including hotel contracts, transportation and restaurant bookings
  • Part of the employee committee that organized fun events for staff during holidays and volunteering in the community
  • Run office errands including post office, bank and grocery store as needed.

Meeting and Travel Coordinator

Rent-A-Center Corporate Headquarters
Plano, TX
07.2015 - 02.2019
  • Assist in booking travel requests to include air, flight, hotel and car reservations for corporate, field and executive personnel
  • Execute all elements required for corporate events to include catering arrangements, invitations, registration materials and documentation, operational plan, timeline, rooming list, schedule of events, transportation schedule, staff assignment and work schedule, budget analysis and recap, and reports or other documentation
  • Assist in the management of hotel vendor relationships
  • Work closely with hotel vendors throughout Rent-A-Center’s reach to provide services that will enhance the execution of all programs
  • Perform exceptional customer service as the organization’s initial point of contact
  • Establish positive rapport with clients, visitors, and individuals going in and out of the office on a daily basis, assessing needs and purpose of visitation to direct them to the proper sources in order to address their concerns
  • Run Executive errands, order and disperse office supplies
  • On-site support for company events, meetings, conferences and overseas incentive trips
  • Projects company image and marketing strategy in all events, meetings and conferences.

Administrative Assistant/Assistant to Meeting Coordinator

Motorcycle Industry Council
Irvine, CA
06.2004 - 08.2005
  • Supported a staff of 7 including two directors
  • Assist with travel and completed expense reports, provided admin support to corporate visitors and clients
  • Organized and managed conference room scheduling
  • Put together meeting agendas, set up go-to meetings
  • Helped coordinate meetings and events for Media Relations team of a non-profit organization
  • Coordinated motorcycle safety training for celebrity and press
  • General office support duties such as filing, faxing, data entry, customer service via phone and e-mail, office supply orders, catering, and computer support.

Administrative/Meeting Services Coordinator

Kawasaki Motors Corp.
Irvine, CA
03.2003 - 11.2003
  • Responsible for registration and hotel arrangements for corporate events including National Dealers’ Meeting with over 4,000 attendees and the District Managers’ Meeting with 120 attendees
  • Processed registration and hotel attendee information in iMIS meeting management software database; generated reports from this database in regards to dealers and corporate attendees
  • Provided Customer Service to dealers for the meeting via phone, fax, and e-mail
  • Maintained quality relationships with vendors in regards to awards, gifts, shirts, and overall meeting management including daily relations with the production company
  • Coordinated on-site registration; including hotel registration with front desk staff, exhibitor/guest/corporate attendees; provided support for all on-site corporate staff in regards to shipping of meeting materials and hotel issues
  • Coordinated and designed pre-meeting materials including promotional items and informational mailings.

Administrative Assistant

American Association of Critical-Care Nurses
Aliso Viejo, CA
09.1999 - 03.2003
  • Coordinated over 400 exhibitor applications and payments for annual nursing tradeshow in excess of 100,000 square feet of exhibit space
  • Coordinated on-site exhibitor registration with customer service department
  • Assisted with on-site Advance Space Selection including space assignments and payment processing
  • Coordinated Exhibitor application process, including written and oral communications, space assignments, and payment processing
  • Maintained comprehensive exhibitor information in a proprietary association database, while producing daily, weekly, and monthly detailed reports for vendor and internal utilization
  • Developed and implemented quality assurance programs ensuring timely communications with customers including but not limited to exhibitors, contractors, and suppliers
  • Implemented quality improvement systems to assure effective problem-solving and customer satisfaction
  • Coordinated development of printed materials for exhibit, sponsorship, and related activities
  • Provided customer support in a non-profit association for over 60,000 members
  • Organized and maintained comprehensive reference tools to ensure quick access to information regarding all association services and products
  • Responded to inquiries regarding membership applications, requests, product orders, and general information
  • Researched and responded via email, phone, and mail to customer questions or concerns in a timely manner
  • Entered membership applications, renewal applications, and payments into a comprehensive database
  • Represented the association at the annual tradeshow by assisting members and/or vendors with on-site registration.

Administrative Assistant – Restaurant Information Services

Tricon (Taco Bell Headquarters)
Irvine, CA
06.1998 - 09.1999
  • Supported the Asset Manager in the Information Services department of large fast food corporate headquarters locate leased computer equipment nationwide
  • Maintained accurate records and files of leased computer equipment
  • Scheduled training meetings and coordinated travel arrangements for technical support staff
  • Traveled on-site to these meetings with the company
  • General office duties to support Asset Manager such as copying, filing, faxing, and e-mail.

Corporate Receptionist

Rent-A-Center Corporate Headquarters
Plano, TX
  • Answered multi-line phone system and routed calls to the appropriate party
  • Various duties supporting other departments in events and planning company parties
  • Handled incoming facility maintenance requests for multi-story building
  • Booked conference rooms for 800 employees in multi-story building using Outlook
  • Supported the Human Resources department with various tasks including new hire onboarding
  • General reception desk duties including greeting/checking in visitors, Create FedEx/UPS shipments packages and deliveries.

Education

Associate of Arts -

El Camino College
Torrance, CA

Skills

  • Excellent organizational skills
  • Excellent communicative skills
  • Proficient computer skills in Microsoft Office Suite
  • Proficient computer skills in Slack
  • Proficient computer skills in Concur
  • Proficient computer skills in Social Media
  • Outgoing personality
  • Self-learner
  • Enthusiastic
  • Confident
  • Office equipment proficiency
  • Able to take direction
  • Conflict resolution techniques
  • Strategic planning expertise
  • Outstanding computer proficiency
  • Administrative Skills
  • Excellent interpersonal abilities
  • Meticulous attention to detail
  • Effective problem solving
  • Database Management
  • Expense Reporting
  • Travel administration
  • Social Media Management
  • Meeting planning
  • Self-starter
  • Articulate and well-spoken

Timeline

Senior Executive Assistant

Uber Freight
01.2023 - Current

Administrative Assistant

The BaCo Group/BaCo Tech
02.2020 - Current

Executive Assistant

University Neuro
03.2019 - 01.2020

Meeting and Travel Coordinator

Rent-A-Center Corporate Headquarters
07.2015 - 02.2019

Administrative Assistant/Assistant to Meeting Coordinator

Motorcycle Industry Council
06.2004 - 08.2005

Administrative/Meeting Services Coordinator

Kawasaki Motors Corp.
03.2003 - 11.2003

Administrative Assistant

American Association of Critical-Care Nurses
09.1999 - 03.2003

Administrative Assistant – Restaurant Information Services

Tricon (Taco Bell Headquarters)
06.1998 - 09.1999

Corporate Receptionist

Rent-A-Center Corporate Headquarters

Associate of Arts -

El Camino College

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Colin Spencer