Josie Luna
Katy,TX
Summary
Accomplished Executive Administrative Assistant with 22 years of experience delivering exceptional administrative support to C-suite executives and senior management. Proven ability to manage intricate executive schedules, coordinate domestic and international travel, and organize high-level meetings. Recognized for outstanding communication skills and organizational expertise, facilitating seamless operations within the leadership team. Committed to enhancing productivity through efficient calendar management, travel logistics, and meticulous report preparation.
Overview
22
22
years of professional experience
1
1
Certification
Work History
Executive Assistant Office Manager
Heliogen
Houston, TX
03.2024 - Current
- Participated in frequent communication with other administrative team members, human resources and finance department on special projects and events.
- Organized and managed complex calendar of appointments, meetings, and travel arrangements for executive team.
- Followed proper accounting and bookkeeping procedures to support audits.
- Made travel arrangements to provide executives seamless and travel policy-approved business trips.
- Provided administrative support in preparing contracts, invoices, purchase orders, and other documentation required for daily business activities.
- Monitored inventory levels of office supplies and placed orders when necessary.
- Assisted in developing policies and procedures pertaining to office administration matters.
- Facilitated board meeting agendas and distributed support materials in advance for successful sessions.
- Assisted in organizing conferences, seminars and other events as directed by the executives.
- Facilitated communication between different departments within organization.
- Scheduled appointments for executives with external parties such as vendors or suppliers.
Executive Assistant Office Manager
Navigator CO2
02.2023 - 10.2023
- Supported EVP/COO, EVP General Counsel, SVP/CDO, E&C Team, and Legal Department
- Also served as Office Manager
- Organized travel arrangements for the B&D Team, and prepared itineraries with necessary details of meetings
- Event Coordination for customer trips, and Business and Development events
- Directed and supported all administrative duties in the office and ensured that the office operated smoothly
- Oversaw C-Suite calendars for all executives as well as managed conference room availability
- Set up regular employee engagement for the local office (Town Hall meetings, lunches, team building, charity/volunteer, and other social events)
- Assisted the Human Resources and IT departments with new employee onboarding
- Managed office supplies inventory and placed orders as necessary
- Received and sorted incoming mail and deliveries and managed outgoing mail
- Researched and supervised vendors and contractors for the Houston office expansion
- Processed and tracked financial documents i.e., contracts, and expense reports in Concur SAP
Executive Assistant
The Cromeens Law Firm, LLP
05.2022 - 02.2023
- Supported Owner/Managing Partner, and Chief Operations Officer
- Managed hectic and complex calendars, arranged complex domestic and international travel, negotiated, and managed the needs of individuals or groups requesting time with the manager, and independently committed his/her time
- Oversaw and corresponded to emails on behalf of executives
- Functioned as a first point of contact for callers, handling email and phone calls by responding, passing on messages, or highlighting them for their manager's attention
- Communicated with vendors for orders, maintenance, and deliveries
- Processed and tracked financial documents i.e., contracts, expense reports & invoices
- Implemented and maintained procedures/ administrative systems
- Assisted Human Resources in scheduling interviews, and employee onboarding
- Served as liaison between department heads and executives
- Assisted with reservations, and personal shopping and ran errands as requested
- Researched, hired, and supervised vendors and contractors for home projects, as needed
- Ensured the routine maintenance of homes and vehicles
Administrative Assistant
FIF Engineering
12.2021 - 04.2022
- Composed and completed correspondence, reports, agendas, memos, etc
- Daily telephone communication with staff, community, and vendors
- Received, processed, and distributed department mail
- Coordinated communications with department staff
- Maintained attendance and HR records for department staff
- Assisted other department staff with projects as needed
- Ordered and maintained office supplies
- Processed billing and invoices for engineering projects
- Developed proposals for clients outlining project scope and timeline
Executive Administrative /Personal Assistant
M-M Properties
05.2015 - 07.2021
- Supported Chief Executive Officer/Owner
- Scheduled conferences arranged all foreign and domestic travel details
- Booked and arranged family travel, transport, and accommodations
- Researched and produced concise reports using various media sources
- Maintained office supplies inventory and supported clerical needs i.e., taking messages, scanning documents, and mail organization
- Communicated with vendors for orders, maintenance, and deliveries
- Processed and tracked financial documents i.e., contracts, expense reports & invoices
- Served as liaison between department heads and executives
- Screened and directed phone calls and distributed correspondence
- Made restaurant reservations, and personal shopping, and ran errands as requested
- Purchased holiday gifts and drafted thank you cards, emails, and letters
- Researched, hired, and supervised vendors and contractors for home projects, as needed
- Ensured the routine maintenance of homes and vehicles
- Kept the principal updated on the progress of projects
Executive Administrative Assistant
Quest IRA Inc.
01.2013 - 07.2014
- Supported Chief Executive Office, President/Owner
Administrative Assistant & Receptionist
Golden Beneficial Securities
09.2007 - 11.2012
Administrative Coordinator
Bison Building Materials Ltd.
11.2002 - 08.2007
- Inventory Control: 12/2006-8/2007
- Multifamily Sales: 5/2006-12/2006
- Inside Sales: 6/2005-5/2006
- Health Safety & Environmental Coordinator: 11/2002-5/2005
Education
Certificate - Medical Business & Administration
Texas School of Business
Houston, TXSkills
- Event coordination
- Multitasking and prioritizing
- Travel administration
- Advanced MS Office Suite knowledge
- QuickBooks
- SAP
- Initiative-taker
- Detail-oriented
- Scheduling and calendar management
- Organization and efficiency
- Project Oversight
Certification
Notary Public, TX
Timeline
Executive Assistant Office Manager
Heliogen
03.2024 - Current
Executive Assistant Office Manager
Navigator CO2
02.2023 - 10.2023
Executive Assistant
The Cromeens Law Firm, LLP
05.2022 - 02.2023
Administrative Assistant
FIF Engineering
12.2021 - 04.2022
Executive Administrative /Personal Assistant
M-M Properties
05.2015 - 07.2021
Executive Administrative Assistant
Quest IRA Inc.
01.2013 - 07.2014
Administrative Assistant & Receptionist
Golden Beneficial Securities
09.2007 - 11.2012
Administrative Coordinator
Bison Building Materials Ltd.
11.2002 - 08.2007
Certificate - Medical Business & Administration
Texas School of Business
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