Summary
Overview
Work History
Education
Skills
Accomplishments
Additional Information
Timeline
Generic

MELISSA GATES

Lancaster,TX

Summary

Experienced and polished Senior Executive Assistant and Office Management Professional specializing in developing and executing procedures to streamline processes, optimize productivity, increase efficiency, and service quality across various environments by blending advanced organizational, technical and business acumen. Works effectively with cross-functional teams in ensuring operational and service excellence.- Exceptional leadership skills, superior communication skills, anticipates needs and reacts quickly, works independently with little or no direction, positive and spirited team builder, meticulous and creative event planner, proactively builds and cultivates solid, long-term relationships.

Overview

28
28
years of professional experience

Work History

Facilities and Office Services Manager

Witherite Law Group
10.2022 - 03.2023
  • Orchestrated office operations for all locations (Dallas, Fort Worth, Atlanta, Chicago).
  • Analyzed and solved complex issues that affected executive leaders and business initiatives.
  • Coordinated special projects for leadership.
  • Identified opportunities to streamline processes and improve office operations and efficiency by establishing workflow processes, monitoring daily productivity, and implementing modifications to improve overall performance of personnel.
  • Revised job descriptions for open requisitions, interviewed and hired talent, onboarded new staff with improved comprehensive training plan, established and monitored goals, conducted performance reviews, oversaw time and attendance bi-weekly for 13 employees, administered salaries and merit increases, provided regular bonus opportunities by identifying high performance.
  • Promoted stronger mental health initiatives through coaching sessions, providing additional resources for assistance, promoting confidential counseling sessions with onsite psychiatrist, and training staff to identify high risk situations for mental health crisis with clear instructions on ways to take immediate action.
  • Maintained primary relationship accountability for firm security, as well as overall servicing responsibility for building and/or tenant requests.
  • Negotiated, executed, and successfully managed contracts with vendors, suppliers and contractors by location.
  • Oversaw office inventory activities and fixed asset management for office supplies, furniture, and valuable customized art collections on display at each location.
  • Improved vehicle fleet maintenance by creating comprehensive employee expectations, implementing required employee training, simplifying procedures for vehicle maintenance, and evaluating insurance coverages.
  • Combined, organized, and updated databases, records, and other information resources.

Executive Assistant to CEO

EarthX
01.2019 - 07.2020
  • Partnered with CEO and leadership to design, create, and implement framework for small non-profit organization founded by high wealth individual that hosts largest global Earth Day festival and conference annually.
  • Assisted CEO to identify priorities, strategically align schedule, and revisit priorities regularly to determine progress
  • Analyzed and solved multi-faceted problems that impacted CEO, Founder, leadership, and all business initiatives.
  • Participated in strategy development and planning to grow organizing program and advance campaigns.
  • Implemented process improvement to shape organizational culture, optimize procedures for higher efficiency and help company evolve and grow.
  • Managed business operations while overseeing contractors and consultants to verify on-time completion of key deliverables.
  • Directed initiatives to improve work environment, company culture or overall business strategy.
  • Attended meetings with CEO and/or on behalf of CEO to make informed business decisions, provide administrative support and evaluate progress toward goals and objectives.
  • Recruited, hired, and trained personnel, working to establish key internal functions and outline scope of positions for growing organization.
  • Partnered with senior leadership to establish and develop corporate and HR policies and formalize other internal requirements and procedures and to minimize risks and liability.
  • Collaborated with PEO service and outside counsel to protect company from legal claims.
  • Supervised staff and participated in hiring, training and performance evaluations to establish and enforce policies and procedures for business functions.
  • Encouraged coordination and cooperation among departments and continuous review of interdepartmental processes to support quality control and improvement.
  • Collaborated with managers to identify and address employee relations issues.
  • Identified opportunities to streamline processes and improve office operations and efficiency.
  • Established positive and effective communication among unit staff and organization leadership, reducing miscommunications, and missed deadlines.
  • Created and maintained personnel records and organizational filing systems for confidential employee records, resulting in improved accessibility and efficiency while also providing statistical data to establish accuracy and compliance with applicable regulations.
  • Created and conducted HR training and workplace compliance training to staff, managers and leadership to reduce liability risks and operate effectively.
  • Liaised between management and employees to deliver conflict resolution, alleviate problems, and interpret compensation and benefits policies.
  • Identified and resolved employee complaints and grievances successfully through mediation, collaboration, and advocating for staff members.
  • Administered employee benefits programs, assisted with open enrollment, and fielded employee inquiries related to insurance, 401k, vacation, sick leave and employee assistance.
  • Monitored employee attendance and performance, addressing issues in accordance with company policies and procedures.
  • Improved office efficiency by effectively managing internal communications and correspondence.
  • Observed each employee's individual strengths and initiated mentoring program to improve areas of weakness.
  • Implemented project management techniques to overcome obstacles and increase team productivity.
  • Partnered with departmental managers to ascertain hiring needs and subsequently provide candidate recommendations.
  • Hired, trained and supervised temporary support staff required for events
  • Developed and maintained positive relationships with external vendors, insurance providers and benefits administrators to establish trust and rapport.
  • Negotiated and executed contracts with vendors, contract employees, sponsorships, various types of media and entertainment/entertainers, etc.
  • Monitored contracts for management and issued regular updates covering current status and upcoming milestones. and detect non-compliance with terms and deficient returns and organize proactive resolutions.
  • Cultivated and strengthened lasting client relationships using strong issue resolution and dynamic communication skills.
  • Reviewed wide array of content for correct grammar and style, verified statistics and facts against internal and external sources, edited and finalized content for accuracy, clarity and consistency and reflect tone and level of authority appropriate to content.
  • Identified and resolved unauthorized, unsafe, or ineffective practices.
  • Reduced financial inconsistencies while assessing and verifying billing invoices and expense reports.
  • Reconciled company bank, credit cards, and expense accounts, investigating and resolving discrepancies to keep accounts audit-ready - -
  • Partnered with Founder's Assistant to identify opportunities for staff to participate in external networking events and seminars regularly.
  • Coordinated with Founder's Assistant to manage confidential and sensitive planning and logistics for CEO and Founder to connect, communicate, and meet with local and global leaders, politicians, celebrities, and other high wealth individuals.
  • Utilized internal databases to prepare and distribute guest lists, electronic invitations and registration processes.
  • Assisted with coordinating volunteer activities and facilitated distribution of promotional and marketing materials.
  • Implemented efforts to publicize events and promote sponsorships by writing e-mails and promoting events via social media.
  • Fostered collaborative efforts to schedule, host, and facilitate events and identify further opportunities to reach members of community.
  • Developed post-event reports to determine effectiveness of each event.
  • Supervised and managed early months of global pandemic, including but not limited to: moving staff to remote work environment, exploiting available political connections and governmental resources by participating in conference calls with local government leaders and other national leaders for updated guidance, training, materials, and all information needed to combat internal spread and enhance staff education, designed standardized protocols for personnel to maximize PPE and anti-infection measure efficacy, provided health screenings and enforced social distancing, masking and other policies related to COVID-19.

Executive Assistant

Baylor Scott & White
07.2016 - 12.2018
  • Managed executive calendars, scheduling meetings and appointments and coordinating travel arrangements.
  • Processed and reconciled all expenses and invoices.
  • Organized and coordinated monthly leadership meetings by negotiating complex vendor contracts for hotel event space and logistics support, developed meeting content and produced meeting materials, prepared and implemented contingency plans to address last-minute changes or unforeseen events, and meticulously monitored and controlled event expenditures to reduce costs to well below budget expectations.
  • Screened calls and emails and responded accordingly to support executive correspondence.
  • Updated spreadsheets and created presentations to support executives and boost team productivity.
  • Worked with senior management to initiate new projects and assist in various processes.
  • Created and maintained compliant work environment.

Executive Assistant

McKinsey & Co
03.2008 - 02.2016
  • Maintained meticulous calendar management of Partners through rapidly changing schedules involving evolving priorities and coordinating significant domestic and international travel arrangements.
  • Upheld strict timetables by maintaining accurate, balanced calendars.
  • Processed and reconciled complicated expense reports that included domestic and foreign currency.
  • Routinely identified and solved complex problems proactively.
  • Streamlined operations and prioritized tasks, allowing Partners to increase productivity.
  • Handled incoming and outgoing mail, email and faxes.
  • Mentored several administrative staff locally and nationally.
  • Volunteered to help with special projects of varying degrees of complexity.
  • Spearheaded and/or participated in special event planning teams to organize, plan, promote, and host multiple events including client workshops, leadership meetings, small to large scale Partner retreats, connectivity events with staff and families.

Executive Assistant to President, Personal Markets

Liberty Mutual Insurance Group
07.1995 - 01.2008
  • Managed multiple projects requiring quick turnaround or strict deadlines with little to no direction.
  • Prepared and distributed correspondence on behalf of President and senior executives.
  • Authored and managed large scale departmental mailings over 1000 pieces.
  • Processed and approved travel expenses and reimbursements for executive team and senior management group.
  • Maintained and updated executive budget.
  • Managed executive calendar, scheduling meetings and appointments and coordinating complex travel arrangements commercially and via corporate jet to optimize time.
  • Acting as gatekeeper, screened calls and emails and responded accordingly to support executive correspondence.
  • Updated spreadsheets and databases to track, analyze, and report on performance and sales data.
  • Conducted research and analyzed data to create and edit presentations/speeches for President.
  • Organized logistics and materials for leadership meetings and took detailed notes for later dissemination to senior management teams and formally record expectations and deadlines.
  • Wrote reports, executive summaries and newsletters.
  • Worked with senior management to initiate new projects and assist in various processes.
  • Processed all state department complaints.
  • Trained and mentored administrative staff.
  • Created and maintained internal websites.
  • Organized and facilitated training classes.
  • Processed department new hires and terminations.
  • Negotiated with vendors and secured appropriate approvals for contracts and other legally binding documents.
  • Managed prospecting efforts for sales representatives by creating leads, assisting with cold calling, mailing brochures and letters, and managing vast prospective client database.
  • Developed and maintained database to ensure attorneys, paralegals, and other legal staff remained fully compliant with continuing education requirements and licensing.

Education

Court Reporting Institute of Dallas
Dallas, TX
1998

Skills

  • Business Administration and Administrative Oversight
  • Operational Standard Development and Workflow Processes Improvement
  • Senior Leadership Support
  • Calendar Management
  • Travel Planning and Coordination
  • Hiring and Terminations
  • Employee Development, Mentorship, and Team Bonding
  • Excellent Multitasking Abilities and Organizational Skills
  • Emergency Response
  • Project Management
  • Event Planning
  • Professional Correspondence and Presentation Design
  • MS Word, Excel, PowerPoint, Outlook, Lotus Notes, Concur, Abacus, Sage Intacct, SharePoint

Accomplishments

    Witherite
    Career Highlights:

    1. After investing significant time with staff located in a satellite office that had struggled for years with inconsistent results and excessively high turnover, I customized a job description to combine two open positions, hired a talented candidate, and, with additional coaching and mentoring, successfully rebuilt a positive, collaborative culture with high employee morale and immediate noticeable impact in results.


    EarthX

    Career Highlights:

    1. Recognized for outstanding achievement and awarded D Magazine Non-Profit Organization of the Year

    2. Successful transition of PEO services, with noticeable improvement in benefits, and implementation of first 401K

    3. Under the direction of strong CEO leadership, pivoted large scale global event to completely virtual event in less than a month

    4. Developed and administered employee response plan to Covid 19, including transition to remote environment and returning to the office in the safest condition possible.


    Baylor

    Career highlights:
    - Championing the Surgery Council by organizing and coordinating monthly meetings in person, requiring the strictest calendar protections for all executive participants and surgical leadership participants (with active surgical schedules) from all hospital campuses.

    - Supported numerous Vice Presidents during restructuring phase as they transitioned to other roles in other departments.


    McKinsey
    Career Highlights:

    · Organized leadership team and enlisted support of volunteers and collaborated with schools and community groups to fundraise and provide support (via regular care packages and a heavy barrage of personal communication, such letters, custom art, poetry, motivational signage, etc.) and sponsorship to Army Helicopter Squad (Charlie Company, aka “The Jokers) deployed in Afghanistan for the full duration of deployment (one year) as well as their coming home event and family celebration held at the Rough Rider Stadium in Round Rock, Texas.


    Liberty Mutual

    Career Highlights:

    1. After being hired as a part-time file keeper in a small sales office in Arlington, TX, I successfully proposed a complete overhaul of record keeping and filing to eliminate my position.

    2. Recognized locally and nationally as recipient of multiple awards including:
    Personal Sales Assistant of the Year (1998), Significant Achievement Award (1998), Service Excellence Award (1998), Top 10 Highest Performers Bonus (2002-2006), and most notably, Liberty Mutual’s highest honor, Chairman’s Award recipient based on the below excerpt from the corporate announcement:
    “Thanks to Melissa, Personal Market customers now receive their changes within a couple of days, compared to the 29 days they previously waited. Melissa developed an electronic package, used nationally since 1999, that has reduced errors by more than 25%, reduced complaints about delayed changes and billing by over 50% and saved the company a significant expense.”

    3. After being promoted multiple times in multiple offices in Texas. I was recruited to be the Executive Assistant to the new President of Personal Market and relocated ten days later from Texas to Liberty Mutual’s Home Office in Boston, MA.


Additional Information

  • AWARDS , D Magazine award recipient (EarthX) for Non-Profit of the Year (2020) Chairman’s Award (1998) Highest honor within Liberty Mutual: Taken from the corporate announcement: “Thanks to Melissa, Personal Market customers now receive their changes within a couple of days, compared to the 29 days they previously waited. Melissa developed an electronic package, used nationally since 1999, that has reduced errors by more than 25%, reduced complaints about delayed changes and billing by over 50% and saved the company a significant expense.” Personal Sales Assistant of the Year (1998) Significant Achievement Award (1998) Service Excellence Award (1998) Bravo Award and Top 10 Highest Performers Variable Incentive Plan Bonus (2002-2006)

Timeline

Facilities and Office Services Manager

Witherite Law Group
10.2022 - 03.2023

Executive Assistant to CEO

EarthX
01.2019 - 07.2020

Executive Assistant

Baylor Scott & White
07.2016 - 12.2018

Executive Assistant

McKinsey & Co
03.2008 - 02.2016

Executive Assistant to President, Personal Markets

Liberty Mutual Insurance Group
07.1995 - 01.2008

Court Reporting Institute of Dallas

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MELISSA GATES