Monica Gutierrez
San Antonio,TX
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.
Overview
17
17
years of professional experience
Work History
Executive Assistant
Zirtual
07.2022 - Current
- Virtual Assistant providing administrative support to seven clients with responsibilities for email and inbox management, social media management, data entry, budget record management, travel coordination, processing NDA’s and contracts via Adobe Sign.
Executive Assistant
USAA
09.2021 - 07.2022
- Supported Vice President, CFO-IT and Assistant Vice President, HR-IT
- Managed calendars, prioritizing competing tasks and/or meetings for EMG members to meet and ensure deadlines
- Monitored EMG calendars and responded to any action emails as appropriate
- Alerting and setting reminders for priority emails and action items
- Maintained travel and expense reporting using Concur
- Provided support in prioritizing and organizing EMG and the team members using Asana to set and meet deadlines on multiple projects, as well as maintained and organized key documents and reports in SharePoint
- Managed onboarding and offboarding of new full-time employees and third party contractor resources
- Organized Quarterly Town Halls, including deck PowerPoint creation, building agendas, scheduling speakers, and meeting with leadership team to finalize logistics
- Created a dedicated CFO-IT SharePoint, integrated all CFO-IT related team information, team workflow Wiki pages, and FAQs within this SharePoint site
- This became part of the onboarding knowledge transfer.
AA Contractor – Capital Group
Randstad Staffing
12.2020 - 09.2021
- Managed six calendars diligently to ensure consistent current and conflict free appointments.
- Confirmed attendance and ensured required material was available in advance of meetings.
- Processed and tracked expense reimbursements using Concur Expense Management System.
- Responsible for proofreading and editing emails and documents before sending to team members, exhibiting attention to detail.
EA Contractor – USAA
Millennium Group
03.2019 - 12.2020
- Supported Vice President, Audit Staff Agency, and Executive Director
- Vice President, Pricing & Reinsurance, Vice President Chief Underwriter, and AVP Actuary
- Vice President of Audit Services PPG and the Executive Director
- Managed multiple calendars, coordinating executive level manager appointments, meetings, video conference calls, conference rooms, and ad hoc engagements
- Managed multiple EMG inboxes daily and responded to action emails as appropriate, alerted and set reminders for priority emails and action items
- Provided support to the teams, ordered equipment and office supplies, and managed onboarding and offboarding of new full-time employees and contractor resources
- Edited and formatted BOD quarterly finance PowerPoint presentations and updated linked Excel spreadsheets
- Coordinated Auditor and New Hire training sessions, scheduling conference rooms, and assembling training material.
Executive Assistant to CEO
SESÉ LOGISTICS
06.2018 - 12.2018
- Provided administrative support to the CEO, managing travel and expense reporting through Concur
- Managed office project and maintenance requirements
- Responsible for onboarding new employees
- Managed the company’s Google Business and LinkedIn page content and postings
- Created and managed a company monthly Driver Newsletter.
Administrative Assistant
ACELITY
10.2015 - 12.2017
- Provided administrative support to the Vice President of Corporate Communications and the team with keen attention to detail, strong organizational and technology skills
- Supported the team in scheduling and prioritizing their calendars and reconciling conflicts, tracked and reported the Corporate Communications budget monthly, and received and processed invoices for payment using Oracle.
Administrative Assistant
DENIM GROUP
03.2013 - 09.2015
- Supported CEO, six business development managers, and one sales director
- Generated and processed legal documents for new clients and maintained records in both Salesforce database and legal files
- Performed all administrative duties including processing expense reports, scheduling meetings, completing new vendor management paperwork, and scheduling video conference calls
- Oversaw AR collections and weekly reporting of cash projections
- Maintained reports on client billing
- Tracked and ensured payments arrived within payment term dates
- Led reporting billing status to management on weekly basis
- Managed international and domestic travel arrangements including hotel, car, and meetings.
Executive Assistant
BOOZ AND COMPANY
01.2011 - 10.2012
- Supported C-suite consultants
- Performed administrative duties including calendaring, processing expense reports, scheduling meetings, completing SOWs, and scheduled conference calls
- Submitted weekly financial status reports for current projects
- Invoiced, tracked, and reported billing status on a weekly basis.
Executive Assistant
MCKINSEY & COMPANY
02.2007 - 05.2010
- Supported multiple C-suite executives with calendar management and scheduling, including processing expense reports, travel, and SOWs.
Education
PURDUE UNIVERSITY, Hammond, IN Campus
ROBERT MORRIS COLLEGE, Chicago, IL
Skills
- Concur Expense & Travel Management
- Adobe Pro
- Box
- Asana
- SharePoint
- Salesforce
- Zoom
- Slack
- Skype
- Microsoft Teams
- Outlook
- PowerPoint
- Word
- Excel
- Project Management
- Accounts Payable
- Accounts Receivable
- Invoice Processing
- Fluent in Spanish
- Database Management
- Project Oversight
- Expense Reporting
- Filing and Data Archiving
Languages
Spanish
Native or Bilingual
Timeline
Executive Assistant
Zirtual
07.2022 - Current
Executive Assistant
USAA
09.2021 - 07.2022
AA Contractor – Capital Group
Randstad Staffing
12.2020 - 09.2021
EA Contractor – USAA
Millennium Group
03.2019 - 12.2020
Executive Assistant to CEO
SESÉ LOGISTICS
06.2018 - 12.2018
Administrative Assistant
ACELITY
10.2015 - 12.2017
Administrative Assistant
DENIM GROUP
03.2013 - 09.2015
Executive Assistant
BOOZ AND COMPANY
01.2011 - 10.2012
Executive Assistant
MCKINSEY & COMPANY
02.2007 - 05.2010
PURDUE UNIVERSITY, Hammond, IN Campus
ROBERT MORRIS COLLEGE, Chicago, IL
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