Gale Viles
Memphis,TN
Summary
Exceptional Executive Assistant accomplished in aiding company leaders with key functions. Talented at managing busy schedules, organizing projects and providing stellar administrative support to executive team. Analyzes, prioritizes and completes tasks simultaneously with professionalism and sound judgment.
Overview
40
40
years of professional experience
1
1
Certification
Work History
Executive Assistant & Business Assistant
Museum of Science & History (MoSH) & Memphis Museums, Inc. (MMI)
Memphis, TN
01.2009 - Current
- Primary point of contact for Director to provide excellent administrative support that coincided with strategic plans, donor relations, Board of Trustees, State of TN regulations, Science Alliance, legislation, and the partnership between the City of Memphis (COM) and MMI, etc
- Interact with Trustees to track terms and attendance while developing on-going relationships
- Attend board meetings to capture and transcribe minutes for distribution and audit
- Assist CFO to provide audit documents annually
- Prioritize multiple internal/external schedules to coordinate meetings, travel arrangements, special events and projects
- Developed and maintain a MoSH Outlook account to provide a centralized network for staff
- Reconstructed MoSH processes/procedures to improve and streamline events/programs
- Manage required OSHA training for staff and track results to meet expectations
- Participated in Capital Improvement Plans with COM staff and third-party vendors to renovate on-going projects (renovation of Mansion, Planetarium, Giant Screen Theater)
- Assisted with legal aspects of selling the Airport Property, leasing Coon Creek Science Center, Timber Agreement with International Paper, etc
- Initiated MoSH’s first STEAMFest Festival (Science, Technology, Arts and Math – State of TN school curriculum) to introduce students to career opportunities available in the mid-south that applies to what they are learning in school and developed relationships with key representatives in Mid-South
- Assisted with Fossil Fest events
- Business Affairs manages purchasing administration
- Assisted CFO to create an on-going list of contracts (550+), to track legal documents, COM/MMI contracts, grants, property sales, warranties, deeds, vendor relations, leasing, audit, etc
- To manage renewal dates and contracts
- Developed and organized timelines and plans for the American Alliance of Museums (AAM) Accreditation held in 2010 and recredited in 2025
- Less than 8% of museums are accredited and are recognized for their commitment to excellence and achievement of professional standards
- Accreditation offers more opportunities to apply for grants and programs
- Liaison between City of Memphis Information Technology and MMI to implement IT services for new hires and staff exiting
- IT services include connectivity for email accounts, MoSH distribution list, telephony, and network communications
- Annually submit 500+ request/tickets and track accordingly
- Integral in multitasking administration projects including contracting, presentations, budgets, grants, renovations, accreditations, policies/procedures, and brand standards endorsed by the City of Memphis and State of TN
- Assist in other area (front desk, administration, etc.) as needed.
Senior Business Analyst, Supervisor, IT Special Projects and Communications, Executive Assistant
Hilton Hotels Corporation
Memphis, TN
01.1984 - 01.2009
- Represented Hilton’s Information Technology department and conducted presentations for domestic and international hotels to introduce and implement IT products and services
- Tasks included attending annual franchise conferences, general manager’s orientation training, working with top senior management, franchisees, development, general contracts, general managers, third party vendors, leasing companies, etc., to contract and deliver IT products and services to 3000+ global Hilton brand hotels
- Services included reservations, point of sale, telephony, Wi-Fi, third party interface software packages and products, satellite systems/trunks, PBX system and IBM software/hardware systems
- Assisted in the integration of an A-caliber sales databased application to ensure high quality customer satisfaction and retention to forecast and deliver technology applications and solutions one year to prior hotel openings and/or renovations
- Annually managed 300+ hotel openings/renovations to meet timelines, opening dates and revenue
- Assisted to complete legal documentation surrounding law suites and implemented quality assurance reports providing performance rating results and determine hotels that were not compliant
- Managed 15-20 project consultants preparing legal documentation, leasing agreements, maintenance contracts and providing a one stop shop for 2000+ franchisees for technology needs
- Worked with key players to implement technology in their blueprints, often requiring on-site surveys and inspections, corresponding with key players to implementation of OnQ (Hilton’s trademark name) system, and transferring them to IT Help Desk
- Tracked and implemented software/hardware re-installations every 36 months
- Awarded Hilton’s top honor three times (out of 85,000 employees) for superior customer service
- Nominated five times in a period of ten years
- Maintained a 99.7% superior rating from surveys collected from franchises, general managers, and hotel staff
- Budgeted $10M in sales for IT department and $7M was specifically from my accounts
- Managed departments forecasting, budgeting, aging reports, and marketing (updating IT’s brand standards) annually
- Successfully collected debts (100%) that were 90 days past due
- Executive Assistant to Executive Director of Product Quality Inspections and provided administrative services for 30+ auditors for 3000+ hotels
- Transcribed reports to deliver to Board of Trustees to determine if any hotels met compliance of brand standards
- Prepared legal documents when hotels were not complainant.
Education
Skills
- Account Management
- CIP projects
- Customer Service
- OSHA Safety Requirements
- AAM Accreditation
- Database Administration
- Project Coordination
- Management
- Audits
- Detail-Oriented
- Problem Solver
- Sales
- Hospitality
- Budgets
- Information Technology Liaison
- Software
- Hardware IT Management
- Business Strategy
- Leadership
- B2B
- Government
- Third Party
- Vender Services
- Business Writing
- Microsoft Office
- Interface packages
- Time Management
- Communication
- Interpersonal
- Office Administration
- Transitional Change Management
- Contract Management
- Administration
- Organizational
- Trustees' and Franchisees Liaison
- Database Management
- Report Writing
- Scheduling
- Invoice Processing
- Office Management
- Quality Control
- Staff Management
- Expense Reporting
- Business Administration
- Administrative Support
- Technical Support
- Presentation Development
- Strategic Planning
- Mail Management
- Meeting planning
- Risk Management
- Travel administration
- Project Oversight
- Conflict Management
- Report Analysis
- Understands grammar
- Meticulous attention to detail
- Executive Support
- Report Development
- Schedule Management
- Self-starter
- Appointment Setting
- Multi-line phone proficiency
- Excel spreadsheets
- Travel Coordination
- Document Preparation
- Process Improvements
- Administrative support specialist
- Customer Service-Oriented
- Articulate and well-spoken
- Project Planning
- Task Delegation
- Interpersonal Communication
- Strong Problem Solver
- Calendar Management
- Business Correspondence
- Conference planning
- Filing and data archiving
- Mail handling
- Project Management
- Performance Improvement
- Information confidentiality
- File Organization
- Resourceful
- Proper phone etiquette
- Report Generation
- Phone Etiquette
- Travel Arrangements
- Policy Enforcement
- Professional and mature
Other
STEAMFestMoSH’sIT’srecreditedOnQdatabases
Volunteer Secretary for churches, Hilton, MoSH, and 15+ years as teacher, Notary.
References
Available upon request
Affiliations
Won highest honor (85,000 employees) three times for emperor customer services award. Was nominated five times out of 10 years.
Certification
Microsoft Office, Project Management Performance (PMP)
References
References available upon request.
Timeline
Executive Assistant & Business Assistant
Museum of Science & History (MoSH) & Memphis Museums, Inc. (MMI)
01.2009 - Current
Senior Business Analyst, Supervisor, IT Special Projects and Communications, Executive Assistant
Hilton Hotels Corporation
01.1984 - 01.2009
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