Ilene Avila
Sugar Land,TX
Summary
Professional with strong background in executive support, adept at managing complex schedules, coordinating meetings, and handling confidential information. Highly skilled in communication, organization, and problem-solving, ensuring seamless office operations. Focused on team collaboration and achieving results, adapting flexibly to changing needs and priorities. Dependable and resourceful, consistently delivering high-quality outcomes.
Overview
16
16
years of professional experience
Work History
Executive Assistant/Coordinator
Air Liquide
03.2023 - 12.2023
- Supporting the Business Development, Operations support
- Administrative support for the VP to H2E, PO/AP Management
- Google software products, Oracle, time management skills, ability to multitask, and process po, pay utilities, P-card transactions, maintain contracts in salesforce
- Update KPI sheets accordingly
- Travel support, expense reimbursements, special reports as needed
- Handled confidential and sensitive information with discretion and tact.
- Managed executive calendars, scheduling meetings and appointments and coordinating travel arrangements to optimize time.
- Processed travel expenses and reimbursements for executive team and senior management group.
- Maintained confidentiality with sensitive documents, ensuring proper storage and distribution as needed.
Executive Assistant to Superintendent
Alief ISD
11.2021 - 03.2023
- Communicate with staff and the public
- Maintain the upmost confidentiality in every situation daily
- To assist and relieve the superintendent of interruptions, paperwork, and routine office procedures so that he/she may devote maximum attention to the administration of the school district
- To support the superintendent in the successful carrying out of his/her duties Prepare correspondence, forms, manuals, reports, purchase orders, and payment authorizations as assigned for the Assistant Superintendent, Instructional Coordinators, and other departmental and district staff members
- Human Resource duties to include new/exit employees
- Organized and coordinated conferences and monthly meetings
- Respond to email to emails and other correspondence to facilitate communication and enhance business processes
- Process travel expenses and reimbursements for executive team and senior management group
- Handled logistics, catering, agendas and travel arrangements for meeting and evening events
- Handled confidential and sensitive information with discretion and tact.
- Managed executive calendars, scheduling meetings and appointments and coordinating travel arrangements to optimize time.
- Streamlined executive communication by managing emails, phone calls, and scheduling appointments.
Administrative Assistant
Clear Creek ISD
10.2007 - 11.2021
- Provide administrative support to the principal and assist the administrator team
- Answer telephone promptly and courteously assist customers/parents and employees throughout the organization
- Assistance problem solving with difficult and stressful situations
- Maintain calendars, coordinating extensive appointments, meetings, and domestic travel
- Assist in building construction planning and emergency management
- Office Management
- Perform routine procedures associated with a productive office
- Enter maintenance request, calendar events for campus
- Schedule meetings and order catering for functions
- Assist in managing the office of 20 employees and building of 3,000 people
- Keeping a calendar for administration
- Payroll
- Compile data and prepare reports for bi-weekly payroll in Kronos for 30+ employees
- Submit absences into AESOP/Frontline for 220 employees
- Customer Relations
- Provide professional communication, courtesy, teamwork, personal leadership, self-initiative and maintain confidentiality
- Travel
- Prepare paperwork for travel and reimbursements
- Make travel arrangements for administrators
- Project Management
- Assist in planning of new construction for building
- Planning and purchasing for new construction with a budget of approximately $350,000.00
- Assist with the FEMA project at Clear Brook HS to ensure damaged items were ordered and received
- Campus beautification projects, campus climate projects
- Purchasing/Buyer
- Contact vendors for quotes and information on products
- Prepare budget request as needed
- Discuss purchases for the campus
- Request quotes and meet with vendors
- Train staff in budget practices
- HR Duties
- Set up interviews and call references and prepare employment submissions through TalentED
- HR liaison for benefits, workman's comp, FMLA etc
- Sift through resumes/applicants, set up interviews and call upon references
- Interview and hire all office staff
- Assist in Investigations in reference to Title IX and employee incidents on campus
- Maintained confidentiality of sensitive information by adhering to strict privacy policies and implementing secure filing systems.
- Delivered excellent customer service through prompt responses to client inquiries, addressing concerns effectively, and building strong relationships.
Education
Bachelor of Science - Sociology
Lamar University
Beaumont, TX05.2023
Some College (No Degree) -
Alvin Community College
Alvin, TXSkills
- Administrative Skills
- Communications
- Budget Management
- Human Resources
- Project Coordination
- Payroll Management
- Accounting Skills
- Microsoft Office
- Google Suite
- Executive support
- Office management
- Schedule & calendar planning
Work Availability
monday
tuesday
wednesday
thursday
friday
saturday
sunday
morning
afternoon
evening
swipe to browse
Languages
Spanish
Limited Working
Timeline
Executive Assistant/Coordinator
Air Liquide
03.2023 - 12.2023
Executive Assistant to Superintendent
Alief ISD
11.2021 - 03.2023
Administrative Assistant
Clear Creek ISD
10.2007 - 11.2021
Bachelor of Science - Sociology
Lamar University
Some College (No Degree) -
Alvin Community College
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