Gabrielle Robinson
El Paso,TX
Summary
Executive Assistant skilled at offering high-level administrative support to senior-level staff. Expert in travel management, expense tracking and schedule coordination. Expertly assists executive team using exceptional communication and organizational skills.
Overview
31
31
years of professional experience
Work History
Executive Assistant to the CEO, COO & CFO
YWCA EL Paso Del Norte
03.2018 - Current
- Handled confidential and sensitive information with discretion and tact.
- Managed executive calendars, scheduling meetings and appointments and coordinating travel arrangements to optimize time.
- Organized and coordinated conferences and monthly meetings.
- Processed travel expenses and reimbursements for executive team and senior management group.
- Screened calls and emails and responded accordingly to support executive correspondence.
- Screened calls and emails and initiated actions to respond or direct messages for managers.
- Supported business and hospitality needs of corporate partners and staff during meetings and company events.
- Transcribed meeting minutes to support board of directors and senior management teams.
- Developed and maintained automated alert systems for important deadlines.
- Worked with senior management to initiate new projects and assist in various processes.
- Managed mail and both incoming and outgoing correspondence, mail, email and faxes.
- Handled logistics, catering, agendas and travel arrangements for meeting and event planning for board of directors, and CEO.
- Greeted arriving visitors, determined nature and purpose of visit and directed individuals to appropriate destinations.
- Took notes and dictation at meetings.
- Screened personal and business calls and directed to appropriate party.
- Upheld strict timetables by maintaining accurate, balanced calendars.
- Organized logistics and materials for each meeting and took detailed notes for later dissemination to key stakeholders.
Literacy Grant Clerk/Administrative Office Clerk
YWCA EL Paso Del Norte (Transitional Living Ctr)
09.2013 - 02.2018
- Provided quality clerical support through data entry, document management, email correspondence, and overseeing operation of office equipment.
- Interacted with customers by phone, email, or in-person to provide information.
- Maintained filing system and organized customer documents for easy retrieval of information.
- Processed documents and materials to disseminate information to appropriate parties.
- Routed business correspondence, documents, and messages to correct departments and staff members.
- Produced high-quality communications for internal and external use.
- Managed calendars and scheduled appointments to maintain smooth flow of operations.
- Issued invoices and followed up on outstanding payments to remind clients to pay on time.
- Booked and prepared meeting rooms, making arrangements for availability of refreshments.
- Made travel arrangements for other employees' business trips.
- Input data into spreadsheets and databases.
- Reviewed files, records and other documents to obtain information to respond to requests.
- Answered and managed incoming and outgoing calls while recording accurate messages for distribution to office staff.
- Promptly received and forwarded incoming communications, such as phone calls, emails and letters, to appropriate staff.
- Kept office supplies well organized and sufficiently stocked, placing orders promptly to replenish materials before depleted.
- Utilized office management software to record and track customer information.
- Processed incoming and outgoing mail and packages according to established procedures.
- Edited and proofread documents for accuracy and completeness.
- Coordinated and scheduled meetings and appointments.
- Purchased and maintained office supplies.
- Supported staff on special assignments and ad hoc projects.
- Edited documents to keep company materials free of grammar errors.
- Informed and supported business leaders through consistent communication and administrative support duties.
- Coordinated travel arrangements for staff members.
Stay at Home Mom
Unemployed
03.2011 - 08.2013
School Representative/Office Manager
Bell Institute Of Occupational Studies
09.2009 - 02.2011
- Assisted in set-up of new vocational school
- Completed and submitted paperwork to the Texas Workforce Commission to obtain certification to operate the school
- Created forms to include registering new student documentation, progress/grade reports for faculty, created policies and procedures
- Maintained contact with and prepared monthly reports for submission to State and Local entities on students who receive government funding
- Served as liaison between staff and students.
- Supported teachers in learning and applying new skills through meaningful professional development.
- Collaborated with faculty, staff and students to identify and address institutional challenges.
- Cultivated engaged student population with successful orientation programs.
- Monitored and assessed results of programs and services to identify and capitalize on potential improvements.
Compliance Tech/Specialist
Upper Rio Grande Workforce Development Board (WSB)
02.2002 - 05.2008
- Followed all company policies and procedures to deliver quality work.
- Develop monitoring tools based on current federal, state and local rules and regulations.
- Analyze data and monitor workforce development programs for quality assurance and compliance with Federal, State and local laws and regulations, contractual agreements and URGWDB policies, procedures and guidelines.
- Conducted regular reviews of workforce centers and technical schools and identified areas for improvement.
- Gathered, organized and input information into digital database.
- Developed effective improvement plans in alignment with goals and specifications.
- Generated reports detailing findings and recommendations.
- Created and delivered presentations to internal and external stakeholders regarding outcomes of monitoring reviews, including corrective action plans when needed.
Stay at Home Mom
Unemployed
06.2001 - 01.2022
Executive Assistant/Grant Administrator
JDW Insurance/The Border Fund
03.1998 - 05.2021
- Handled scheduling for executive's calendar and prepared meeting agenda and materials.
- Responded to emails and other correspondence to facilitate communication and enhance business processes.
- Coordinated and booked airfare, hotel and ground transportation and prepared itinerary to facilitate successful trips.
- Produced accurate office files, updated spreadsheets, and crafted presentations to support executives and boost team productivity.
- Seamlessly interacted with colleagues to plan and complete special projects.
- Screened calls and emails and initiated actions to respond or direct messages for managers.
- Used software to coordinate meetings, appointments, and tasks for senior executives.
- Handled confidential and sensitive information with discretion and tact.
- Organized and coordinated monthly meetings.
- Processed travel expenses and reimbursements for executive team and senior management group.
- Answered high volume of phone calls and email inquiries.
- Other duties as assigned.
- Border Fund Duties: Revised grant applications including financials and supporting documentations
- Reviewed media kits
- Prepared board packets, attended board meetings, took minutes and prepared minutes for review by the Board of Directors
- Handled from start to finish Operation Noel, the holiday campaign of the Border Fund, JDW Insurance, the El Paso Times and KDBC/Channel 4
Executive Assistant
ANTEC Manufacturing
03.1997 - 03.1998
- Assistant to the President of ANTEC
- Responsible for tracking and logging Capital Expenditure requests
- Composed business correspondence
- Prepared expense reports
- Made travel arrangements for executive team
- Other duties as assigned
Executive Assistant
TSX Corporation
01.1993 - 03.1997
- Assistant to Chairman & CEO of TSX Corporation (formerly NASDAQ: TSXX, one of three publicly traded companies at that time in El Paso)
- Handled highly confidential material which would affect the price of our stock
- Transcribed dictation
- Composed business correspondence
- Handled all travel arrangements including on-site and off-site/out of city business meetings
- Appointment scheduling
- Prepared agendas and presentations for monthly business reviews
- Prepared expense reports for executive team members
- Other duties as assigned
Education
Executive Secretary Certification - Office Skills
International Business College
El Paso, TX05.1978
High School Diploma -
Austin High School
El Paso, TX05.1977
Skills
- Task Prioritization/Multi-tasking
- Social Perceptiveness
- Recordkeeping
- Time Management
- Cultural Awareness
- Dependable and Responsible
- Customer Relations
- Computer operation
- MS Office, Adobe - advanced skills
- Raiser's Edge - working knowledge
- Team player
Timeline
Executive Assistant to the CEO, COO & CFO
YWCA EL Paso Del Norte
03.2018 - Current
Literacy Grant Clerk/Administrative Office Clerk
YWCA EL Paso Del Norte (Transitional Living Ctr)
09.2013 - 02.2018
Stay at Home Mom
Unemployed
03.2011 - 08.2013
School Representative/Office Manager
Bell Institute Of Occupational Studies
09.2009 - 02.2011
Compliance Tech/Specialist
Upper Rio Grande Workforce Development Board (WSB)
02.2002 - 05.2008
Stay at Home Mom
Unemployed
06.2001 - 01.2022
Executive Assistant/Grant Administrator
JDW Insurance/The Border Fund
03.1998 - 05.2021
Executive Assistant
ANTEC Manufacturing
03.1997 - 03.1998
Executive Assistant
TSX Corporation
01.1993 - 03.1997
Executive Secretary Certification - Office Skills
International Business College
High School Diploma -
Austin High School
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