Volunteering
GWENDOLYN ROSALES
Executive Assistant - Office Manager
HOUSTON,TX
Summary
Smooth and professional Executive Assistant with experience enhancing executive productivity and improving business operations. Exceeds expectations for maximizing group performance and overseeing calendars. Operates well with minimal supervision to meet demanding objectives.
Overview
12
12
years of professional experience
4
4
years of post-secondary education
2
2
Language
Work History
Executive Administrative Assistant
Covestro
Houston, TX
04.2020 - Current
- Administrative support to Vice President
- Established workflow processes, monitored daily productivity and implemented modifications to improve overall performance of personnel.
- Managed budgets, appointment scheduling, employee and event itineraries and accounts to improve productivity initiatives.
- Initiated timely project management within budget constraints for multi-faceted problems concerning executive leaders.
- Sourced vendors for special project needs and negotiated contracts.
- Compared vendor prices and negotiated for optimal savings.
- Managed office operations
- Coached new hires on company processes while managing employees to achieve maximum production.
- Responded to emails and other correspondence to facilitate communication and enhance business processes.
- Prepared documents, reports and presentations for executives and board members using advanced software proficiencies.
- Handled scheduling for executive's calendar and prepared meeting agenda and materials.
- Wrote and enforced administrative procedure plans to reduce errors and prevent process delays.
- Transcribed minutes of meetings and executed meetings and events for company to support sales, business development and senior management teams.
- Processed travel expenses and reimbursements for executive team and senior management group.
- Handled logistics, catering, agendas and travel arrangements for meeting and event planning for board of directors, president and executive vice president.
- Modeled management and organizational skills and multi-tasked and prioritized in deadline-driven environment.
- Assisted in level-loading project capacity and made proactive decisions around process improvements to development cycle.
Executive Assistant
TDK Construction
Houston, TX
11.2017 - 03.2019
- Provide administrative and clerical support to President and Vice President
- Updated executives on changing business needs by thoroughly documenting internal and client meetings
- Screened calls and emails and initiated actions to respond or direct messages for managers
- Organized and coordinated conferences and monthly meetings.
- Visited residential properties and prepared homes for clients' arrival
- Prepare spreadsheet, graphics and chart material for use in presentations, report and correspondence
- Provide assistance and information to personnel outside the company such as vendors, contractors and customers
- Edited subcontractor proposals, project punch lists, transmittals and memorandums for organizational support.
- Created expense reports, budgets and filing systems for management team
- Developed and maintained automated alert system for upcoming deadlines on incoming requests and events
- Maintained open communication by presenting regular updates on project status to VP
Administrative Assistant
University Of Texas MD Anderson Cancer Center
Houston
02.2016 - 10.2017
- Provide administrative support to PhD Faculty
- Administrative liaison between department administration, assigned staff, and assigned work group – this includes attending staff meetings as needed, sharing information provided by the department and institution and bringing issues back to the Department Leadership Team
- Handle personal confidential information, time management, interact with various levels of management, including internal/external departments and agencies
- Prepare correspondences and reports, record unit time and leave attendance using Kronos
- Monitoring and reconciling faculty funds and expense reports to ensure completeness and accuracy
- Verify with Financial Analyst and Grant Program Coordinator of faculties funds, expenses and allocations
- Maintain curriculum vitae in institutional format using FIS system
- Coordinate and organize seminars which included scheduling and reserving conference room or auditoriums, catering services; compiling speaker’s schedules, itineraries, travel arrangement and reimbursements
- Process H1-B Visas to necessary employees
- Arrange domestic and international travels, booking flights, hotel and ground transportation for faculty and departmental staff
- Submitted purchase orders for supplies, materials, catering and various other requisition request; verified account being used was in compliance with ordering request
- Perform and submit Material Transfer Agreement request
Executive Assistant
Rockleaf Holdings
Houston
10.2014 - 12.2015
- Support service to President and Vice President
- Produced accurate office files, updated spreadsheets and crafted presentations to support executives and boost team productivity.
- Screened calls and emails and initiated actions to respond or direct messages for managers.
- Trained junior office staff in correct procedures and reporting requirements.
- In charge of document preparation, purchase agreements, confidential file management, mail handling, supply ordering and record maintenance
- Monitored and helped manage personal rental properties, negotiated fair pricing with contractors. Reviewed purchase history and inventory, made sure there was no miscalculations during remodeling project of small apartment complex
- Coordinated and carried out special events, requests, projects, and communication plans
- Administered executives calendars, teleconference, and assisted with presentation materials that was presented to potential and current clients
- Arranged detailed travel plans, itineraries, agendas and compile necessary documents for travel-related meetings
Senior Administrative Assistant
The Harris County Of Mental Health And IDD
Houston, TX
10.2008 - 09.2014
- Delivered administrative support to Director and Lead Clinicians
- Acted as backup for other employees by providing support and adapting to requirements of department.
- Provided support on basic computer troubleshooting, payroll, updating of forms, annual training, and keeping supplies in stock
- Prepared correspondences and reports, recorded unit time and leave, and assisted in preparation and implementation of supply budget
- Acquired equipment and supplies and maintained equipment inventory. Implemented ways to reduce supply cost on a tight budget
- Assisted daily visitors in a professional and timely manner, with gathering personal information, scheduling appointments and assisting with translating
- Organized meetings and events, by reserving rooms and ordering catering
- Conducted orientation for new employees
Education
BBA - Finance, Accounting
University of Houston
Houston, TX 08.2014 - 12.2018
Skills
Advances MS Office Suite (Word, Excel, PP, Access, Project Standard)
Additional Information
- RECOGNITIONS / ACCREDITATIONS/ ORGANIZATIONS , Community Transformation – Youth Leader 2018- Present Employee Performance Recognition (Covestro) 2019 Employee Performance Award (UT MD Anderson) 2017
Accomplishments
- Planned corporate meetings, lunches and special events for groups of 100+ employees.
- Supervised team of 4 staff members.
- Used Microsoft Excel to develop inventory tracking spreadsheets.
- Awarded a bonus in recognition of managing the move of over 120 employees to a new office location.
Interests
Running
Piano
Hiking
Timeline
Executive Administrative Assistant
Covestro
04.2020 - Current
Executive Assistant
TDK Construction
11.2017 - 03.2019
Administrative Assistant
University Of Texas MD Anderson Cancer Center
02.2016 - 10.2017
Executive Assistant
Rockleaf Holdings
10.2014 - 12.2015
BBA - Finance, Accounting
University of Houston
08.2014 - 12.2018
Senior Administrative Assistant
The Harris County Of Mental Health And IDD
10.2008 - 09.2014
Similar Profiles
Gabriel YoungGabriel Young
Senior Electrical Engineer at CovestroSenior Electrical Engineer at Covestro
Carlos SilvaCarlos Silva
Plant Operator - Level ll at CovestroPlant Operator - Level ll at Covestro
Kenneth E. RichardsKenneth E. Richards
Process Engineer at CovestroProcess Engineer at Covestro