JO ANNA ZAVALA
Executive Administrative Assistant
Houston,TX
Summary
Driven and resourceful executive administrative professional with extensive experience supporting C-level executives in corporate environments. Seeking to take next career step with a growing organization that rewards hard work, results, and leadership.
Overview
23
23
years of professional experience
Work History
Administrative Assistant
Norton Rose Fulbright Law Firm
Houston , Texas
2016.12 - 2022.03
- Served as central point liaison for (former) COO with departments across the firm, executive team and senior management group in resolution of a variety of daily matters, exercising discretion and independent judgement
- Effectively managed C-level Executive email and calendar to include scheduling/rescheduling across multiple timezones; while prioritizing as needed
- Coordinated and booked domestic and international airfare, hotel and ground transportation. Prepared travel itinerary to facilitate successful trips
- Supported efficient meetings by organizing room reservations, agenda preparation and calendar maintenance for programs, meetings and events
- Coordinated complex meetings involving multiple presenters, high number of global attendees and encompassing livestream production, remote location arrangements and senior executive accommodations
- Coached new employees on administrative procedures, company policies and performance standards, Maintaining importance of confidentiality and discretion across the organization.
- Seamlessly interacted and trained colleagues to plan and complete special projects.
- Developed administrative procedure plans to reduce errors and prevent process delays in CLE reporting.
- Developed and maintained automated alert systems for important deadlines.
- Managed LMS (Learning Management System) database to store information for reference, reporting and analysis.
- Processed expenses and reimbursements for COO and executive team.
Corporate Travel Coordinator
Whitaker Medical/VISTA
Houston , Texas
2013.12 - 2016.06
- Arranged routine and complex domestic and international business travel for air, car, hotel, limousine and rail
- Provided consultative multi-city routings for best fares and preferred carrier
- Counseled clients on efficient, multi-city/multi-city routings for lowest available fares, and preferred carrier to ensure optimum customer service
- Coordinated client travel policy responsibilities; effective use of computer systems and exceptional telephone service techniques.
- Ensured optimum customer service while coordinating interdepartmental responsibilities; Researched and resolved client inquiries; acted on special requests and maintained excellent client relations
Executive Assistant/Corporate Travel Coordinator
Whitaker Companies
Houston , Texas
2001.12 - 2013.12
- Managed CEO and VP professional and personal calendar; coordinated and executed annual national meetings
- Managed CEO and VP complex and frequently changing travel arrangements including flights, lodging, transportation; coordinated the pre-planning of trips and social activities both professional and personal
- Primary contact for coordination and execution of travel and meeting management requirements for entire corporation - 24/7; Interacted with all divisions and levels across the organization on travel arrangements for air (commercial and charter), hotel and ground transportation for executives, groups and corporate travelers; providing the highest level of service at the lowest possible cost
- Conducted meeting and event coordination for all level personnel
- Maintained and cultivated supplier relationships
- Contributed to formulation of travel policy and procedure guidelines
- Assisted with cost-reduction ensuring company policies, procedures, objectives and programs were properly executed
- Negotiated directly with suppliers, leveraging volume and spending to achieve cost savings or upgrades in service
- Conducted site selections, formulated proposals and finalized contracts with travel industry suppliers
- Provided solutions relating to daily travel and meeting management department issues affecting operations, service and cost-reduction programs in place
- Addressed traveler concerns and achieved customer satisfaction
- Interacted with vendors and internal accounts payable department to resolve traveler and billing concerns
- Attended industry meetings and conferences.
- Complied financial and various other reports for management team
- Acted as liaison between travel suppliers to coordinate all aspects of corporate meetings for various size groups
Research Assistant
Whitaker IT
Houston , Texas
2001.06 - 2001.12
- Utilized methods and resources to identify and recruit qualified technical and engineering professionals
- Evaluated potential candidates to ensure their background skills and personality fit open job orders
- Responsible for reference checks
- Responsible for continuously updating and maintaining data base for daily activity pipeline management and forecasting data
- Teamed up with Recruiters/Marketers to prepare for industry conventions and trade shows
Assistant to the President
Whitaker Companies
Houston , Texas
1999.06 - 2001.06
- Managed CEO professional and personal calendar; Worked closely with executive team to organize schedules, facilities and agendas for corporate meetings
- Planned all trips professional and personal for CEO including flights, lodging, transportation and social activities; Assisted executives and CEO to coordinate and execute annual national meetings
- Set up conference rooms, technology and materials to facilitate meetings
- Acquired product and service knowledge to provide solutions to customers
- Assisted management with activities to plan and oversee corporate events and programs
- Participated in strategic planning to execute in best interests of company goals
- Organized corporate travel by tracking various travel expenses and devising comprehensive travel strategy
Education
Associate of Arts - Human Resource Management
Houston Community College - Current
Some College (No Degree) -
National Education Center
Skills
- Excellent communication skills
- Extremely discreet and ethical
- Strong interpersonal skills
- Strategic Planning
- Key relationship management
- Heavy Calendar Management
- Extensive Travel Arrangement Management
- Project Coordination/Management
- Self - directed problem solver
- Results -Oriented
- Easily Adaptable
- Skilled in Microsoft Office
- Database Maintenance
- Invoice/Reimbursement Processing
Computer Skills
Microsoft 365, MS Teams, Zoom, Concur (Travel Management System), LMS ( Learning Management System - CLE), Chrome River (Expense Management system), Vista (Time Management System), EMS ( Event Management System),Trans Energy (Gas Management System)
Timeline
Administrative Assistant
Norton Rose Fulbright Law Firm
2016.12 - 2022.03
Corporate Travel Coordinator
Whitaker Medical/VISTA
2013.12 - 2016.06
Executive Assistant/Corporate Travel Coordinator
Whitaker Companies
2001.12 - 2013.12
Research Assistant
Whitaker IT
2001.06 - 2001.12
Assistant to the President
Whitaker Companies
1999.06 - 2001.06
Associate of Arts - Human Resource Management
Houston Community College - Current
Some College (No Degree) -
National Education Center
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