Karen Morales
Austin,TX
Summary
Multitalented professional with several years in top-tier organizational support. Skilled at close work with senior executive team. Robust history offering office management, support staff management, training, supervision and event planning. Excellent research, project support and organizational abilities.
Overview
15
15
years of professional experience
Work History
Executive Assistant/Office Manager
Surepoint Technologies
Austin , TX
01.2024 - 06.2024
- Organized and managed complex calendar of appointments, meetings, and travel arrangements for executive team.
- Maintained confidential records and files related to executive operations.
- Assisted in organizing conferences, seminars and other events as directed by the executives.
- Monitored inventory levels of office supplies and placed orders when necessary.
- Conducted research on various topics as requested by executives or senior management personnel.
- Ensured that all relevant paperwork was completed accurately prior to submission for approval.
- Coordinated with internal departments on a regular basis to ensure efficient functioning of day-to-day operations.
- Acted as a liaison between the executives and internal and external stakeholders to facilitate communication flow.
- Greeted visitors warmly upon arrival at the office premises.
- Assisted in developing policies and procedures pertaining to office administration matters.
- Tackled and addressed top-level, high-priority issues with professional administrative discretion.
- Set up meeting and event logistics for senior management and updated calendars.
- Screened phone calls for executives to instantly identify priority clients and filter out spam calls.
- Ordered catering or restaurant delivery to offer food and beverages to meeting and conference attendees.
- Negotiated contracts with vendors and service providers for front office operations.
- Developed and maintained a positive working environment, fostering team collaboration.
- Organized team activities to build camaraderie and foster pleasant workplace culture.
- Identified areas for improvement within the current onboarding program.
- Conducted orientation sessions to introduce company policies and procedures.
- Provided support in developing training materials for new employees.
- Worked closely with human resources department to ensure compliance with company policies regarding hiring practices.
- Collaborated with IT department to ensure timely setup of computer accounts and email for new hires.
Executive Administrative Assistant
Triple Crown Consulting
Austin , TX
09.2022 - 12.2023
- Organized and maintained executive calendars, scheduled meetings, conferences, travel arrangements, and appointments.
- Provided secretarial support to the executive staff including composing correspondence, memos, presentations, reports and other documents as requested.
- Coordinated communications between departments to ensure timely completion of projects.
- Prepared agendas for meetings; took minutes during meetings; distributed meeting notes to appropriate personnel.
- Assisted with special projects such as researching topics or creating presentations for management review.
- Answered incoming telephone calls from internal and external customers promptly and professionally; transferred calls appropriately; responded to inquiries in a timely manner.
- Created spreadsheets using Excel software programs including formulas, macros and pivot tables.
- Managed director's calendar and prepared meeting agenda and materials.
- Coordinated meeting and work schedules for staff teams and executives.
- Made travel arrangements for employee trips and conferences.
- Maintained company confidence and protected business operations by keeping sensitive information confidential.
- Screened phone calls for executives to instantly identify priority clients and filter out spam calls.
- Facilitated board meeting agendas and distributed support materials in advance for successful sessions.
- Tackled and addressed top-level, high-priority issues with professional administrative discretion.
- Revised and maintained master calendar to coordinate meetings across multiple time zones.
EXECUTIVE ASSISTANT
RE/MAX GENERATION & DYNASTY PARTNERS LLC
Houston , TX
08.2018 - 09.2022
- Prepares internal and external documents for team members and industry partners
- Organized and managed complex calendar of appointments, meetings, and travel arrangements for executive team.
- Maintained confidential records and files related to executive operations.
- Coordinated with internal departments on a regular basis to ensure efficient functioning of day-to-day operations.
- Event management
- Monitored incoming emails and responded accordingly in a timely manner.
- Prepare reports and maintain financial data
- Assist in reviewing potential applicants and interviewing
- Developed training for onboarding new buyer's agent
- Opened, read and replied to e-mails, letters and correspondence on behalf of executives.
- Performed data entry tasks into various software programs including MS Excel spreadsheets.
- Creates training manual for new agents and staff
- Update trainings as the industry changes and grows
- Present new training to agents
- Acted as Transaction Coordinator for the team
- Provided administrative support in preparing contracts, invoices, purchase orders, and other documentation required for daily business activities.
- Keeps all parties update on all transactions and current projects.
- Organized and tracked all transactions from contract to close of escrow.
- Coordinated with lenders and their processing teams to ensure timely closings.
- Provided updates to clients throughout the entire transaction process via email or phone calls.
- Ensured compliance with all state regulations related to real estate transactions.
- Maintained accurate records of all activities within the transaction process in an organized manner.
- Submitted paperwork electronically through online portals when necessary for faster processing times.
- Processed real estate transactions from start to finish, smoothly communicated between clients, sales staff and title companies and drove on-time, smooth and stress-free closings.
- Assisted in organizing conferences, seminars and other events as directed by the executives.
- Tackled and addressed top-level, high-priority issues with professional administrative discretion.
- Coordinated multiple schedules using online calendaring system.
- Compiled meeting agendas and supportive materials ahead of meetings.
- Delivered optimal administrative, customer service and case management support.
- Ordered catering or restaurant delivery to offer food and beverages to meeting and conference attendees.
FRONT DESK/COORDINATOR
THE CAMP TRANSFORMATION CENTER
Humble , TX
02.2017 - 10.2018
LEAD TEACHER
PRIMROSE
Houston , TX
04.2015 - 01.2017
TEACHER ASSISTANT
KIDS R KIDS
Humble , TX
08.2014 - 04.2015
OFFICE ASSISTANT
PREMIER ADJUSTERS
Houston , TX
05.2009 - 01.2014
- Performed general office duties
- Maintained the filing system by sorting, filing, retrieving, storing, and updating files
- Assisted multiple departments such as Human Resources, Accounting, and Customer Service
- Inputted condition reports
- Updated databases on the progress made on current open files
- Assisted in filing invoices on accounts that have been paid
- Handled filing sensitive materials in employees' files
- Maintained employee files with up to date information.
- Provided administrative support to staff members, including copying and scanning documents, filing paperwork, and ordering supplies.
- Performed data entry tasks into various computer systems accurately and efficiently.
- Maintained an organized filing system of paper documents and electronic files.
- Organized files, developed spreadsheets, faxed reports and scanned documents to improve organizational workflow.
- Delivered messages and ran errands.
- Maintained and updated filing, inventory and database systems, manually or using computer.
Education
Bachelor of Arts - Psychology
Baylor University
Waco, TX12.2014
Skills
- Calender management
- Customer Service Management
- Multi-Line Phone Systems
- File Management
- Time Management
- Conflict Management
- Project Management
- Data Entry
- Travel Coordination
- Office Management
- Scheduling
- Meeting planning
- Presentation Development
- Mail Management
- Conference planning
- Phone Etiquette
- Strong Problem Solver
- Meticulous attention to detail
- Excel spreadsheets
- Payroll
- HR policies
- Mail handling
- New Employee Orientation
- Employee Interviews
- Team building
Timeline
Executive Assistant/Office Manager
Surepoint Technologies
01.2024 - 06.2024
Executive Administrative Assistant
Triple Crown Consulting
09.2022 - 12.2023
EXECUTIVE ASSISTANT
RE/MAX GENERATION & DYNASTY PARTNERS LLC
08.2018 - 09.2022
FRONT DESK/COORDINATOR
THE CAMP TRANSFORMATION CENTER
02.2017 - 10.2018
LEAD TEACHER
PRIMROSE
04.2015 - 01.2017
TEACHER ASSISTANT
KIDS R KIDS
08.2014 - 04.2015
OFFICE ASSISTANT
PREMIER ADJUSTERS
05.2009 - 01.2014
Bachelor of Arts - Psychology
Baylor University
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