Summary
Overview
Work History
Education
Skills
Timeline
Generic

MARY ELIZABETH GUTIERREZ

College Station,Texas

Summary

Executive Assistant skilled at offering high-level administrative support to senior-level staff. Expert in travel management, expense tracking and schedule coordination. Expertly assists executive team using exceptional communication and organizational skills. Proven track record of maintaining efficient office operations. Expertise in scheduling and coordinating meetings, managing travel and expense reports, and transcribing minutes.

Overview

9
9
years of professional experience

Work History

Executive Assistant to Mr. Fred McClure – Office of the President

Texas A&M Office of the Community Engagement
08.2021 - 07.2024
  • Serve as administrative liaison with others within and outside assigned areas regarding business and financial issues on purchasing, personnel, facilities and operations
  • Coordinate and monitor travel, purchasing, payroll, timekeeping, contracts and grants for various departments
  • Train entry level support staff and lead support staff.
  • Managed executive calendars, scheduling meetings and appointments and coordinating travel arrangements to optimize time.
  • Managed office inventory, tracking supplies and placing orders to ensure smooth daily operations.
  • Screened calls and emails and responded accordingly to support executive correspondence.
  • Organized and coordinated conferences and monthly meetings.
  • Assisted in the development of company policies and procedures, contributing to a more organized work environment.
  • Improved office efficiency by implementing new filing systems and document management processes.
  • Supported business and hospitality needs of corporate partners and staff during meetings and company events.
  • Developed strong relationships with vendors leading to improved contract terms resulting in cost savings for the company.
  • Managed complex calendars for senior executives to facilitate efficient scheduling and meeting planning.
  • Streamlined office operations, leading to more organized environment by implementing digital filing systems.
  • Managed mail and both incoming and outgoing correspondence, mail, email and faxes.
  • Promoted team productivity by keeping supplies organized and well-stocked.

Administrative Coordinator to the Commandant - Office of the Commandant Corps of Cadets

Texas A&M Office of the Commandant Corps of Cadets
04.2019 - 07.2021
  • Managed and coordinated extremely busy calendars with extreme detail, scheduled and organized meetings, conference calls and webinars
  • Answer phone calls and direct calls to appropriate parties or take messages
  • Handled confidential material at the highest level, and maintained sensitive documents
  • Produced high-level communications ranging from highly confidential to policies and government
  • Coordinated the communications and logistics of staff meetings, produced materials
  • Monitored email and replied on behalf of the Commandant on related issues
  • Implemented processes and procedures that increased operational efficiency; managed daily functions of the office
  • Created highly effective organized filing system
  • Prioritized emails, received incoming calls, scheduled board and foundation meetings
  • Made airline, hotel, and ground transportation arrangements, both domestic and international
  • Booked conference rooms, arranged out of town conferences, travel and hotel accommodations
  • Worked closely with finance and accounting group to ensure spending was aligned and within budget.

Business Coordinator - Office of the Vice President for Student Affairs

Texas A&M Office of the Vice President for Student Affairs
11.2016 - 03.2019
  • Centralized business office in the Division of Student Affairs
  • Working with multiple departments to provide a variety of business, reporting and HR functions
  • Processes and approves vouchers, requisitions and travel documents for the departments supported by the Student Affairs business office
  • Reviews and audits reconciliations of multiple accounts at TAMU and Texas A&M Foundation
  • Coordinates routine fiscal and purchasing activities for the units, assists with unit inventory process
  • Assists with unit inventory process
  • Communicates and coordinates cash handling processes
  • Monitor and report on unit budget activity
  • Researches and proposes solutions to routine financial problems
  • Serves as liaison to Financial Management Operations
  • Coordinates year end closing activities
  • Coordinate routine personnel issues to include new employee processing, biweekly and monthly payroll submission, mandated training requirements, personnel files and annual leave/sick leave records
  • Personnel files and annual leave/sick leave records
  • Serves as HR Liaison and assists with posting vacant positions and navigating the search process
  • Prepares monthly and annual financial and budget summary reports for each department by collecting business information from a variety of sources
  • Assist directors with annual budget process and Student Affairs Fee Advisory Board reports
  • Works with directors and departments to train staff on new and existing business procedures and software
  • Works directly with departmental staff to answer questions regarding the University rules or System policies on any procurement, travel or human resources requirements
  • Compose business-related correspondence for directors or vice presidents
  • Serve on departmental, division or university committees as requested.

Administrative Coordinator - Executive Vice President for Academic and Research Affairs

UT Health Science Center (UT Health)
05.2015 - 11.2016
  • Review expenditures to ensure appropriate fund sources are being used as well as providing any research and evaluation of quotes and pricing to determine best value for UT Health
  • Prepare monthly account reconciliation reports to determine accuracy of accounting ledgers, posting and reports and summarize documentation and information along with any reporting requirements
  • Serve as administrative liaison with others within and outside assigned areas regarding business and financial issues on purchasing, personnel, facilities and operations
  • Coordinate and monitor travel, purchasing, payroll, timekeeping, contracts and grants for various departments
  • Monitor open expenditures and provide reports on the budget status and comparison between actual and budget
  • Monitor adherence to grant or program requirements and maintain and reconcile financial records/reports
  • Train entry level support staff and lead support staff
  • Advise on financial and business practices, policy and procedures.

Education

Bachelor’s Degree of Science in Interdisciplinary Studies -

TEXAS A&M UNIVERSITY - Corpus Christi
Corpus Christi, Texas
12.2012

Skills

  • Strong communication skills, a fast learner and self-starter with a high level of professionalism
  • Proficiency in Microsoft Office, Word, Excel and PowerPoint
  • Familiarity with Texas A&M System and UTHealth platforms such as FAMIS, Concur, Laserfiche, USAS, Agibuy and AuthorizeNet, Sungard, PeopleSoft Financial Management and many bank systems, SPARTA, SOLAR, Aggie Works, TAMU Utilities, Texas A&M Foundation, Sci Quest, Citi Direct, Ipayments, Canopy, Workday

Timeline

Executive Assistant to Mr. Fred McClure – Office of the President

Texas A&M Office of the Community Engagement
08.2021 - 07.2024

Administrative Coordinator to the Commandant - Office of the Commandant Corps of Cadets

Texas A&M Office of the Commandant Corps of Cadets
04.2019 - 07.2021

Business Coordinator - Office of the Vice President for Student Affairs

Texas A&M Office of the Vice President for Student Affairs
11.2016 - 03.2019

Administrative Coordinator - Executive Vice President for Academic and Research Affairs

UT Health Science Center (UT Health)
05.2015 - 11.2016

Bachelor’s Degree of Science in Interdisciplinary Studies -

TEXAS A&M UNIVERSITY - Corpus Christi
MARY ELIZABETH GUTIERREZ