Daisy Carrizales
Houston
Summary
Dynamic Senior Administrative Assistant with a proven track record at ExxonMobil, excelling in travel planning and event coordination. Recognized for enhancing team efficiency and securing cost savings through effective vendor negotiation. Bilingual communicator with strong organizational skills, dedicated to optimizing processes and fostering team collaboration.
Overview
21
21
years of professional experience
1
1
Certification
Work History
Administrative Assistant II
AAA Auto Club Group
08.2021 - 07.2025
- Administrative support to executive team, managing calendars, scheduling meetings, and coordinating travel arrangements
- Organized meetings by booking conference rooms, sending invitations, preparing agendas, taking minutes, and distributing meeting materials.
- Screened incoming calls and emails, prioritizing messages and responding in a timely manner
- Served as a point of contact for internal staff members, vendors, and clients, resolving inquiries or redirecting them appropriately
- Managed office supplies, inventory and placed orders to ensure uninterrupted workflow
- Assisted with the onboarding process of new employees by preparing orientation materials and conducting facility tours
- Coordinated logistics for company events, ensuring seamless execution of conferences, seminars, and team-building activities
- Provided administrative support during company-wide events such as annual conferences and employee recognition programs
- Coordinated logistics for off-site meetings including venue selection, catering arrangements, and audiovisual setup
- Cultivated relationships with vendors, suppliers, and service providers to facilitate timely delivery of goods and services
- Tracked and reconciled expenses against budget, providing regular updates to finance department to ensure financial accuracy
- Assisted in the preparation of financial documents including invoices, budgets, and expense reports
- Performed data entry tasks accurately while maintaining high attention to detail in fast-paced environments
- Maintained confidential files and records, ensuring accuracy and accessibility for quick retrieval
- Coordinated scheduling for meetings and appointments across multiple departments.
- Managed correspondence and maintained accurate records of communications.
- Assisted in preparing reports and presentations for management review.
- Organized office supplies and ensured inventory levels were maintained.
- Provided support for customer inquiries through phone and email communication.
- Developed and implemented filing systems to improve document retrieval efficiency.
- Collaborated with team members to streamline administrative processes and workflows.
- Answered phone calls and emails to provide information, resulting in effective business correspondence.
- Entered data into spreadsheets using Microsoft Excel or other similar programs.
- Organized and maintained filing systems for physical and electronic documents, ensuring accuracy and confidentiality of records.
- Handled confidential documents in an organized fashion according to established protocol.
- Maintained office supplies inventory by checking stock to determine inventory level.
- Composed letters, memos, reports, emails, presentations and other written correspondence as required by management staff.
- Answered questions from customers regarding products and services offered by the company.
- Scheduled appointments between clients and customers and internal staff members.
- Ensured efficient operation of office equipment such as printers, copiers and fax machines.
- Processed invoices for payment using accounting software applications.
- Coordinated mailings including sorting mail, preparing packages for shipping via courier service or postal service.
- Directed customer inquiries to appropriate department personnel.
- Updated contact lists regularly when changes occur in employee status or contact information.
- Assisted with the planning of special events by arranging catering services, securing venues and ordering promotional materials.
- Proofread content for typo-free emails and documentation.
- Created travel arrangements and distributed travel details to appropriate personnel.
- Facilitated communication between different departments within the organization.
- Developed and maintained filing systems for confidential documents and records.
- Compiled data from various sources into organized reports for review by management team.
- Coordinated and scheduled meetings, including room reservations, catering, and technical setup, for seamless execution.
- Conducted research on various topics as requested by management.
- Handled incoming calls and directed callers to appropriate department or employee.
Senior Administrative Assistant
ExxonMobil
05.2012 - 02.2021
- Coordinated administrative support for 1 manager, 2 supervisors, 10 engineers, and 10 geoscientists, managing meeting and off-site event logistics, calendar management, conference calls, onboarding, payroll exceptions, expense reports, and special projects.
- Conducted employee onboarding for new hires, including setup of equipment and system access.
- Streamlined scheduling for group meetings by creating additional Outlook Calendar, improving coordination and time management.
- Oversaw travel to Qatar preparing visa and passport applications, arranging air and ground transportation, and managing agendas and itineraries.
- Mentored and trained new administrative assistants, enhancing team efficiency and integration into the organization.
- Wrote handbook of policies and procedures for administrative desk.
- Constructed database with report information and a link to corresponding report, improving file management with centralized system for group access.
- Initiated reconciliation (Chrome River) of travel and credit card purchases for entire team, maximizing employee productivity.
- Negotiated pricing of venues, food, and office supplies, securing cost savings.
- Identified and procured venues and services for special events, remaining within allotted budget.
- Honored with President's Safety, Health, and Environmental (SHE) Award for exemplary project performance.
- Utilized LAN data access reviews and security protocols, maintaining 3 levels of security.
Senior Administrative Assistant
Kelly Services for ExxonMobil
01.2005 - 01.2012
- Supported management and team operations for up to 55 individuals, enhancing team coordination.
- Initiated travel and logistics planning, visa and passport procurement, event planning, file management, access requests/reviews, and appointment scheduling.
- Streamlined Business Travel Authorization Form process, improving travel efficiency and entry into corresponding countries.
- Managed 5K card for procurement of office supplies, safety awards, and incentive items, facilitating effective safety meetings in Houston and Angola.
- Conducted payroll and expense report reconciliations.
- Earned Employee of the Month status for exemplary feedback on performance evaluation.
Education
Technical - Micro Soft Office User Specialist
North Harris Community College
Houston, TXGED - GED
San Jacinto College
Houston, TXSkills
- Office coordination and calendar management
- Travel planning and procurement
- Event planning and project coordination
- Accounts payable and budget tracking
- Onboarding processes and training
- QuickBooks and Microsoft Outlook proficiency
- Time management and organizational skills
- Attention to detail and problem solving
- Vendor negotiation and risk management
- Bilingual communication skills
Awards
President's Safety, Health, and Environmental (SHE) Award for exemplary project performance
Languages
Spanish
Professional
Certification
Micro Soft Office User Specialist & Quick Books I/II
Accomplishments
ExxonMobil President's SHE award - recognized exemplary safety, health & environmental performance by a project
Affiliations
Volunteer - United Way & Houston Food Bank
References
References available upon request.
Timeline
Administrative Assistant II
AAA Auto Club Group
08.2021 - 07.2025
Senior Administrative Assistant
ExxonMobil
05.2012 - 02.2021
Senior Administrative Assistant
Kelly Services for ExxonMobil
01.2005 - 01.2012
Technical - Micro Soft Office User Specialist
North Harris Community College
GED - GED
San Jacinto College