Denise McDowell
Orlando,FL
Summary
Senior Executive Assistant and Office Manager with a strong background in executive calendar coordination, travel logistics, and office operations. Manage budgets, facilities, vendor needs, and process documentation while supporting senior leaders, board activities, and day-to-day business continuity. Known for keeping schedules aligned across time zones and improving office workflows.
Overview
1
1
Language
1
1
Certification
24
24
years of professional experience
Work History
Sr. Executive Assistant / Office Manager
Noble International
Orlando, FL
05.2017 - 10.2026
- Manage office/facilities budget.
- Oversee CEO's calendar through problem-solving and coordinating with others manage multi-time zone availability and resolve scheduling.
- Research and book executive travel, domestic and international.
- Review and approve all business travel from 73 employees.
- Review and approve expense reports for CEO and self.
- Create, maintain, and implement all office processes and procedures.
- Conduct research and execute projects to identify and implement solutions.
- Create and maintain working documents such as forms, letters, procedures, slide decks.
- Manage inbound/outbound shipments, mail distribution and logistics.
- Support facility management, related projects, and interactions with building management.
- Ensure emergency supplies, equipment, and documentation in case of business disruptions.
- Monitor inventory and order office equipment, supplies, company event supplies, and provisions.
- Planned and executed meetings and events for 5 to 150 attendees, managing logistics including room setup, catering arrangements, and agenda preparation to ensure seamless execution.
- Arrange end to end travel itineraries, facilitate vendor agreements; submit Request for Proposal (RFP); make reservations.
- Collaborate with teams to prepare for guests; provide a professional and hospitable welcome and attend to their needs.
- Maintain a welcoming workspace while coordinating team events, celebrations, or morale initiatives.
- Assist with patient studies by supporting study coordination, maintaining accurate documentation, and helping ensure procedures are completed efficiently and in accordance with established protocols.
- Facilitated vendor meetings and deliveries outside regular business hours.
- Support HR with activities, including employee background screening, onboarding, interview coordination, and other special projects.
- Coordinate new hire administrative onboarding hoteling and desk assignments, supplies, voicemail, Concur / Systems Applications, and Products (SAP) setup.
- Performed notary services to verify signatures and documents for legal compliance.
- Coordinated board materials, agendas, and briefing packets for executive and leadership meetings.
- Drafted correspondence, reports, and presentations with accuracy, discretion, and executive-ready formatting.
- Streamlined communication between senior leaders, departments, and external stakeholders to support decision-making.
- Tracked confidential records, contracts, and approvals while maintaining strict information security.
- Implemented process improvements for administrative workflows, document control, and office efficiency.
- Developed strong relationships with internal departments to facilitate cross-functional collaboration on key initiatives driven by senior leaders.
- Created expense reports, budgets, and filing systems for management team.
- Conducted research to prepare, gather and proof briefing materials, agendas and decks for executive-level meetings.
- Coordinated complex annual meeting involving multiple presenters, high number of global attendees and robust budget encompassing livestream production, remote location arrangements and senior executive accommodations.
- Provided administrative support to senior leadership and members of executive board while maintaining confidentiality.
- Provided exceptional customer service when representing company interests during interactions with external partners and stakeholders.
- Supported decision-making processes by conducting research, compiling data, and presenting findings in concise reports for executive review.
- Researched, proposed, and implemented vendor agreements to decrease costs and improve services.
- Screened incoming mail, publications and other correspondence directed to management team members.
- Supported human resources department in annual employee review process to manage performance merit increases.
- Directed administrative functions for board of directors, principals, consultants and key managers.
- Oversaw special projects from inception to completion under tight deadlines while ensuring delivery of high-quality results.
Executive Assistant
Noble International
Orlando, FL
06.2008 - 05.2017
- Maintain COO's calendar through problem-solving and coordinating with others.
- Screen phone calls, draft and prioritize emails, act as a liaison to internal teams and board members, and handle sensitive information with discretion.
- Facilitated planning and execution of meetings and events, overseeing catering and logistics to ensure smooth operations.
- Coordinate with teams to prepare for guests; deliver professional welcome and address their needs.
- Facilitated meetings with vendors outside regular business hours for essential service discussions.
- Coordinated new hire administrative onboarding logistics, including desk setup, supplies, and voicemail activation.
- Provided administrative support to HR initiatives and employee onboarding processes with administrative tasks
- Reconcile purchasing card and process expense reports.
- Managed vendor coordination to ensure timely service delivery for janitorial, greenery, plumbing, and other essential services.
- Support facility management, related projects, and interactions with condo and land associations.
- Ensure emergency supplies, equipment, and documentation are available in case of business disruptions.
- Prepare packages for outbound shipment; track, receive and distribute inbound shipments.
Executive Assistant
Lockheed Martin
Orlando, FL
03.2003 - 06.2008
- Managed business schedules, travel arrangements, and expense reporting for CFO, VP, and two Directors, facilitating efficient executive operations
- Provided administrative assistance to the CFO, VP, and two Directors of GTL HPE/FE Services
- Coordinated/updated briefings for all CFO, VP and two Directors' meetings and published meeting minutes
- Tracked and maintained overhead actuals for the Director (total employee hours and OT)
- Monitored and reported corporate compliance training for nearly 300 employees, ensuring adherence to regulatory standards
- Maintained a filing system of reports, correspondence, memorandums, and presentations
- Coordinated mail and communication services for 47 expatriated engineers across 30+ global locations
- Provided resolutions and directly assisted deployed engineers regarding expense reporting, labor tracking, payroll, vacation, benefits, medical, and administrative issues
- Performed administrative duties for each employee belonging to Lockheed Martin Global Inc. and Overseas Corporation within LM STARS timekeeping system
Education
High School Diploma -
Grand Prairie High School
Grand Prairie, TX05-1986
Skills
- Executive support
- Executive calendar management
- Travel logistics
- Expense reporting
- Budget administration
- Vendor management
- Office operations
- Facilities coordination
- Event execution
- Microsoft Office proficiency
- Presentation preparation
- Information confidentiality
- Space logistics
Languages
English
Native/ Bilingual
Certification
- Notary
Timeline
Sr. Executive Assistant / Office Manager
Noble International
05.2017 - 10.2026
Executive Assistant
Noble International
06.2008 - 05.2017
Executive Assistant
Lockheed Martin
03.2003 - 06.2008
High School Diploma -
Grand Prairie High School