ELIZABETH ORIVE
Executive Administrative Assistant
Brownsville,TX
Summary
Driven and resourceful administrative professional with 10+ 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.
Overview
19
19
years of professional experience
2
2
Languages
1
1
year of post-secondary education
Work History
Executive Administrative Assistant
Jubilee Academies
Brownsville/Harlingen, TX
08.2015 - Current
- Maintain and schedule meetings with Superintendent, special program directors, district school administrators, office staff parents and community
- Annual Budgeting for Superintendent and Special Program Directors
- Purchase orders for Superintendent, Special Program Directors, RGV IT Dept., RGV Truancy Officer, RGV Curriculum Team, RGV PR Dept., RGV Operation Manager
- Arrange/plan business travel for Superintendent, Special Program Directors, RGV IT Dept., RGV Truancy Officer, RGV Curriculum Team, RGV PR Dept., RGV Operation Manager
- Assist office personnel at all RGV campuses
- Liaison between local personnel and our District Office
- Assist and coordinate public relation events corresponding to potential employment candidates and potential students
- Assist in training new office personnel
- Maintain vendor files
- Manage/organize/deposit funds for clubs and for campus fundraisers
- Screened calls and emails and initiated actions to respond or direct messages for managers.
- Managed inventory levels for office supplies, reducing waste while guaranteeing availability when needed.
- Enhanced communication between departments through proactive coordination of meetings and events.
- Supported human resources initiatives by coordinating interviews and assisting with new hire orientations.
- Maintained confidentiality when handling sensitive information, protecting company interests and employee privacy.
- Ensured timely completion of projects by monitoring progress against deadlines, providing updates to executives as needed.
- Drafted professional correspondence on behalf of executives, fostering strong relationships with clients and partners alike.
- 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.
- Fostered a positive work environment by addressing employee concerns and facilitating team-building activities.
- Processed travel expenses and reimbursements for executive team and senior management group.
- Supported business and hospitality needs of corporate partners and staff during meetings and company events.
- Took notes and dictation at meetings.
Contract Bookkeeper
Self Employed - Bookkeeper
Brownsville, TX
07.2006 - Current
- Maintained and recorded business transactions via QuickBooks Pro, prepared payroll on a bi-weekly basis, preparation of tax forms, Accounts Payables, Accounts Receivables, financial statements, bank reconciliations, credit card reconciliations
- Matched purchase orders with invoices and recorded necessary information.
- Reduced time spent on manual data entry tasks by automating key bookkeeping processes where applicable.
- Collaborated with clients to develop customized financial reports, providing valuable insights into business performance.
- Enhanced financial accuracy by diligently maintaining and updating bookkeeping records for clients.
- Conducted bank reconciliations on a monthly basis, rectifying any discrepancies in a timely manner.
- Provided specialized training to client staff members on best practices in bookkeeping procedures and software usage.
- Increased client satisfaction through consistent communication and personalized bookkeeping support tailored to their specific needs.
- Maintained and processed invoices, deposits, and money logs.
- Tracked expenses and income for businesses while organizing and maintaining bank statements for checking accounts.
- Established QuickBooks accounting system to reflect accurate financial records.
- Maintained account accuracy by reviewing and reconciling checks monthly.
- Effectively communicated with clients about payment needs and kept updated, detailed and accurate ledgers.
Administrative Assistant
Jubilee Academies
Brownsville, TX
08.2014 - 08.2015
- Annual/Quarterly budgeting for Superintendent and campus administrators
- Maintain and schedule meetings with Superintendent, special program directors, district school administrators, office staff parents and community
- Purchase orders for Superintendent and campus administrators
- Arrange/plan business travel for Superintendent and campus administrators
- Set-up new vendors
- Liaison between local personal and our District Office
- Assist and organize public events on campus
- Assist Human Resources and campus administrators in the hiring process, maintain employee personnel files
- Assist in training new office personnel
- Answered multi-line phone system, routing calls, delivering messages to staff and greeting visitors.
- Maintained confidentiality of sensitive information by adhering to strict privacy policies and implementing secure filing systems.
- Promoted a positive work environment through effective communication skills and fostering professional relationships among colleagues.
- Delivered excellent customer service through prompt responses to client inquiries, addressing concerns effectively, and building strong relationships.
- Coordinated office supply inventory management, proactively ordering necessary items before depletion to avoid workflow disruptions.
- Assisted in onboarding new employees, providing training materials, and coordinating orientation schedules to ensure a smooth integration into the team.
- Organized office events such as holiday parties or team-building activities, promoting a positive company culture and boosting employee morale.
- Collaborated on special projects as assigned by leadership, contributing research findings or coordinating event logistics as needed for success.
- Streamlined invoice processing procedures to ensure timely payment of vendors while minimizing errors in financial records.
- Increased office participation in special events by creating newsletter with detailed calendars and other office updates.
Principal's Secretary
Jubilee Academies
Brownsville, TX
07.2012 - 08.2014
- Annual/Quarterly budgeting for campus administrators
- Maintain and schedule meetings for campus administrators
- Purchase orders for campus administrators
- Arrange/plan business travel for campus administrators
- Assist Human Resources and campus administrators in the hiring process, maintain employee personnel files
- Set-up new vendors
- Campuses purchases
- Shipping and Receiving
- Assist and organize public events on campus
- Managed filing system, entered data and completed other clerical tasks.
- Assisted coworkers and staff members with special tasks on daily basis.
- Managed paper and electronic filing systems by routing various documents, taking messages and managing incoming and outgoing mail.
- Built and maintained excellent customer relationships through timely response to inquiries and going above and beyond to accommodate unusual requests.
- Interacted with vendors, contractors and professional services personnel to receive orders, direct activities, and communicate instructions.
- Opened and properly distributed incoming mail to promote quicker response to client inquiries.
- Volunteered to help with special projects of varying degrees of complexity.
- Recorded new hires, transfers, terminations, changes in job classifications and merit increases to main human resources files.
- Increased office participation in special events by creating newsletter with detailed calendars and other office updates.
Full Charge Bookkeeper/Personal Assistant
BookBee
Brownsville, TX
09.2010 - 07.2012
- Accounting - Accounts Receivable, Accounts Payable, Purchasing, manage/reconcile three bank accounts, maintain customer and vendor files, data entry of all invoices, payments and deposits via QuickBooks for three different entities, pay and report sales tax via TEXNET, reconcile/maintain fifteen credit cards and various loans, HSA account and lines of credit, reconcile publishers and wholesalers statements, preparation of financial reports, preparation of P&L, A/R, A/P reports, preparation of budget statements using Excel
- Human Resources - assist in hiring process, assist in creating block schedule, report new hires to the state, create employee memos, maintain employee personnel files, pay and report employee taxes via EFTPS, coordinate employee events
- Personal Assistant - maintain over 60 property files, make monthly payments (mortgage(s), utility(s), equity(s), HOA, insurance, etc.), collect on rental properties
Education
Law Enforcement Academy -
Texas Department of Public Safety
Brownsville, TX 01.1993 - 1 1995
Texas Southmost College - Business Administration
Texas Southmost College
Brownsville, TX 01.1991 - 1 1995
Nursing Assistant Certificate - Nursing
Texas Southmost College
Brownsville, TX 06.1990 - 05.1991
Skills
Excel Spreadsheet Management
Proficient in Microsoft Word
Data Analysis Proficiency
Microsoft Outlook
QuickBooks Expertise
PowerPoint
Strong Organizational Abilities
Strong Written Communication
Strong communication skills
Independent Project Execution
Prioritization and Multi-tasking
Efficient Learner
Effective Team Coordination
Information confidentiality
Customer Relations
Expense Management
Data Organization in Spreadsheets
Schedule management
Meeting planning
Documentation and reporting
Meeting support
Document preparation
Proficient Schedule Management
Quality control
Coordinated Event Logistics
Spreadsheet tracking
Travel Logistics Management
Office management
Performance Improvement Strategies
Logistics coordination
Financial Planning Assistance
Spreadsheet creation
Expense reporting
Customer service
Purchase order management
Price negotiation
Supplier relations
Vendor relationship management
Inventory coordination
Work Availability
monday
tuesday
wednesday
thursday
friday
saturday
sunday
morning
afternoon
evening
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Timeline
Executive Administrative Assistant
Jubilee Academies
08.2015 - Current
Administrative Assistant
Jubilee Academies
08.2014 - 08.2015
Principal's Secretary
Jubilee Academies
07.2012 - 08.2014
Full Charge Bookkeeper/Personal Assistant
BookBee
09.2010 - 07.2012
Contract Bookkeeper
Self Employed - Bookkeeper
07.2006 - Current
Law Enforcement Academy -
Texas Department of Public Safety
01.1993 - 1 1995
Texas Southmost College - Business Administration
Texas Southmost College
01.1991 - 1 1995
Nursing Assistant Certificate - Nursing
Texas Southmost College
06.1990 - 05.1991
Languages
English
Spanish