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
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