JULIE EBERT
Phoenix,USA
Summary
Highly skilled Sr. Executive Assistant with vast experience in supporting C-level executives. Serves as an effective gateway and gatekeeper of executive office; strengths include preparation of well-researched and accurate documents, extensive travel management, multiple layered calendar management; and efficiently navigating daily office opportunities and responsibilities. Proficient user of MS Office (Word, Excel, PowerPoint, Visio, TEAMS, SharePoint, One Drive, and Outlook), WebEx, ZOOM, and in the use of payroll and data management systems. Expertly skilled at corporate event planning. Known for improving office efficiency by optimizing administrative processes and utilizing advanced technical skills to enhance productivity. Proven ability to manage high-stake projects and navigate complex executive schedules effectively.
Overview
35
35
years of professional experience
Work History
Sr. Executive Assistant
EPCOR
Phoenix, AZ
10.2022 - Current
- Organize executive presentations, reports, and correspondence for internal and external partners.
- Compose confidential communications on behalf of the President, in response to inquiries from staff members or external contacts.
- Coordinate travel arrangements including flights, hotels, transportation, visas, and itineraries.
- Acts as a liaison between the executive team and other departments within the organization.
- Prepare agendas for meetings in consultation with the executive team to ensure all necessary materials are available prior to each meeting.
- Create monthly expense reports for the President utilizing accounting software programs such as QuickBooks or Oracle Accounting Software.
- Assists with event planning by coordinating catering services, reserving venues, ordering supplies.
- Manage multiple projects simultaneously while ensuring deadlines are met without compromising quality standards.
- Participate in frequent communication with other administrative team members, human resources and finance department on special projects and events.
- Write and distribute executive meeting agendas and minutes to department heads and executive team members.
- Organize and schedule weekly meetings with global executives using video teleconference.
- Compare information and coordinate with other executive assistants to arrange accommodations, transportation and personal assistance, providing logistical support to visiting executives.
- Facilitate board meeting agendas and distribute support materials in advance for successful sessions.
Executive Assistant
MCCARTHY BUILDERS
Phoenix, AZ
01.2021 - 01.2022
- Provided high-level executive support for the Senior Vice President, Commercial Preconstruction and Senior Vice President, National Business Unit - Water Services
- Supported additional executives and personnel as assigned
- Interacts regularly with other region executives, Business Unit Leaders, and corporate department heads
- Serves as contact for clients, trade partners, and their executive assistants
- Works with fellow executive assistants and office manager to effectively manage the administrative functions of the office and support philanthropic activities in the Phoenix area
- Partner with executives and manages up to increase their effectiveness and efficiency
- Extensive high-level calendar and schedule management
- Schedule, plan and coordinate internal and external meetings, lunches/dinners, interviews, video conferences, conference calls and team builds
- Coordinate all travel and accommodations
- Coordinate business development functions such as special events, fundraising events, conferences, seminars, etc
- Maintain contacts and manage client follow-up calls and meetings
- Project manage the administration of key executive initiatives to ensure that they are completed with high quality and within the deadlines
- Project manage and oversee the random and craft drug testing program
- Compose and produce a variety of business correspondence, reports, confidential documents and/or forms
- Prepares and distributes agendas and meeting deliverables
- Track, maintain and report on various data, budgets, and G&A to support executives
- Prepare and process expense reports
- Review and process invoices and check requests
- Coordinate and execute corporate events, including Annual Charity Golf Classic, Waste Management Open, Fall Shareholder’s meeting and a wide variety of offsites annually
Executive Assistant
SPROUTS FARMERS MARKET
Phoenix, AZ
01.2017 - 01.2021
- Provides administrative support to the COO, and broader Operations team, regional teams and stores
- Collaborates with all departments to provide effective and efficient programs for the stores to execute
- Assists in development of internal Operations processes and procedures
- Serves as the communication source from the office to the regional teams and stores
- Serves as the point person for The Vine, Sprouts internal intranet
- Provides direction and information to management, supervisors, and employees pertaining to Operations initiatives, policies and procedures
- Reviews Operations related invoices for accuracy and compliance with contracts before routing for payment
- Plans and executes off-site and on-site corporate event planning for CEO, C-suite executives and operations leaders
- Manages COO calendar, including scheduling meetings, appointments and travel arrangements
- Maintains an extremely high level of confidentiality
Executive Assistant to the CEO
CERTIFICATION PARTNERS
Tempe, AZ
01.2015 - 01.2017
- Company Overview: a developer and worldwide distributor of industry-leading IT courseware, certifications, and training solutions
- Provided administrative support to the CEO of Certification Partners
- Managed the day-to-day operations of the office, including scheduling executive meetings and travel plans
- Arranged corporate travel and meetings, both international and domestic, developed itineraries and agendas; arranged lodging and other accommodations
- Conducted research, assembled and analyzed data to prepare reports and documents
- Coordinated and led the preparation and implementation of corporate events
- Maintained critical interface with CEO’s clients & VIP guests
- Managed Executive calendar, requiring interaction with internal and external executives and assistants to schedule a variety of business meetings
- Provided support to executive using highly sensitive and confidential information
- Represented the executive by attending meetings to assist on the executive’s behalf, as well as in the executive's absence
- A developer and worldwide distributor of industry-leading IT courseware, certifications, and training solutions
Assistant Manager
DOUSMAN TRANSPORT, CO
Hartland, WI
01.2007 - 01.2015
- Turned around and restructured low-morale, under-performing group of employees into a strong, positive team, which led to improved service quality, higher customer satisfaction, and reduced annual voluntary staff turnover (from 6 to 0) in first year
- Oversaw business administrative functions for location with multi-million-dollar annual sales level
- Managed recruiting and hiring, payroll processing, invoicing, accounts receivable, and maintaining regulatory (DOT, OSHA) and employee files
- Supervised and directed 40 employees (drivers, maintenance technicians, safety coordinator, and training coordinator)
- Drafted letters and provided additional senior administrative support for company president, and CEO
- Filled in for Terminal Manager as needed
- Assigned new responsibilities in developing competitive bids and managing resulting private charter projects; with no prior experience, quickly learned and secured 10 contracts, producing new annual revenue stream at 6-figure level
- Instituted a company-wide vendor management process and cloud-based order system credited with reducing annual inventory costs $10K+ and substantially increasing order efficiency and accuracy, staff accountability, and customer satisfaction
- Orchestrated internal OSHA safety compliance audit over all locations (based on whistleblower complaint) that identified / addressed issues and produced a report that avoided on-site OSHA inspection or citation
- Established a consistent record of meeting service and billing deadlines
General Manager/Owner
HAIR BY DESIGN
Hartland, WI
01.1990 - 01.2015
- Started up all business operations, quickly growing to and sustaining respectable profitability based on reputation of high service quality
- Managed P & L oversight, accounting, marketing and advertising, sales, and daily business operations of upscale salon
- Handled client scheduling and ensured continued satisfaction of clients
Education
HAIR DESIGNER/AESTHETICIAN DIPLOMA -
Universal Academy of Hair Design
Skills
- Calendar management
- Travel coordination
- Expense reporting
- Meeting preparation
- Records management
- Confidential communication
- Team collaboration
- Microsoft office
- Executive presentation development
- Meticulous attention to detail
- Executive schedule management
- Board of Director's Meetings
- Project management
- Event planning
Personal Information
Title: Senior Executive Assistant
Qualifications Summary
Accomplished Sr. Executive Assistant with experience providing high-level support to the CEO, President, COO, and various SVPs and top executives. Consummate professional dedicated to making the lives of busy executives easier. Serves as an effective gateway and gatekeeper of executive office; prepares well-researched and accurate documents, extensive travel management, multiple layered calendar management; and efficiently handles daily office opportunities and responsibilities. Proficient user of MS Office (Word, Excel, PowerPoint, Visio, TEAMS, BOX, SharePoint, and Outlook), WebEx, ZOOM, Smartsheet, InDesign, and in the use of payroll and data management systems. Expertly skilled at corporate event planning.
Professional Development
- Management Trainings through Dousman Transport Co., Inc., Supervisory Management, Quality Management, Resolving Conflict, Client Relations
- University of Wisconsin – Waukesha, Intermediate Excel, Beginner Excel
Timeline
Sr. Executive Assistant
EPCOR
10.2022 - Current
Executive Assistant
MCCARTHY BUILDERS
01.2021 - 01.2022
Executive Assistant
SPROUTS FARMERS MARKET
01.2017 - 01.2021
Executive Assistant to the CEO
CERTIFICATION PARTNERS
01.2015 - 01.2017
Assistant Manager
DOUSMAN TRANSPORT, CO
01.2007 - 01.2015
General Manager/Owner
HAIR BY DESIGN
01.1990 - 01.2015
HAIR DESIGNER/AESTHETICIAN DIPLOMA -
Universal Academy of Hair Design
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