Nicole Spath
Prairie Grove,AR
Summary
Seasoned Executive Administrative Assistant with background in managing executive schedules, coordinating meetings and travel arrangements, and maintaining smooth office workflows. Known for strong organizational skills and ability to handle multiple high-priority tasks concurrently. Demonstrated track record of improving efficiency and communication within the office environment. Focused on maximizing executive productivity by providing exceptional service and coordinating team activities. Dedicated and adaptable professional with a proactive attitude and the ability to learn quickly. Strong work ethic and effective communication skills. Always ready to leverage these skills in a challenging new role.
Overview
24
24
years of professional experience
1
1
Certification
Work History
Executive Administrative Assistant
Stewart Title Guaranty Company
Houston, TX
04.2024 - Current
- Reviewed and processed expense reports and invoices for accuracy and completeness.
- 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.
- Developed filing systems to maintain confidential records of personnel information and business activities in accordance with company policies.
- 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.
- Prepared monthly financial statements according to established deadlines.
- Arranged appropriate travel, visas, agendas, necessary contacts and other information for executive travel.
- Coordinated meeting and work schedules for staff teams and executives.
- Maintained company confidence and protected business operations by keeping sensitive information confidential.
- Set up meeting and event logistics for senior management and updated calendars.
- Managed and tracked expenses to meet company budget requirements.
- Scheduled and arranged travel and hotel reservations for meetings, conferences and seminars.
- Facilitated board meeting agendas and distributed support materials in advance for successful sessions.
- Handled confidential information with discretion and integrity.
- Created and maintained computer- and paper-based filing and organization systems for records, reports and documents.
- Participated in frequent communication with other administrative team members, human resources and finance department on special projects and events.
- Coordinated multiple schedules using online calendaring system.
- Took detailed notes in meetings and disseminated information afterward.
- Supervised executive and management calendars while allocating tasks to administrative support team for smooth operational flow.
- Compiled meeting agendas and supportive materials ahead of meetings.
- Ordered catering or restaurant delivery to offer food and beverages to meeting and conference attendees.
- Wrote and distributed executive meeting agendas and minutes to department heads and executive team members.
West Region Project Manager
Stewart Title Dba Empire Title Agency
08.2023 - 04.2024
- Conducted regular status meetings with internal teams and external partners to track progress against established milestones.
- Analyzed data from various sources such as surveys, interviews, focus groups. to inform decision-making related to projects.
- Presented findings from data analysis in a clear, concise manner that was easily understood by stakeholders at all levels of the organization.
- Drafted reports summarizing progress made on projects for review by executive leadership team.
- Maintained records of all documents related to each project including specifications, change orders, invoices.
- Ensured compliance with applicable laws, regulations, policies and procedures throughout the life cycle of each project.
- Coordinated resources across multiple departments and teams as needed for successful completion of projects.
- Implemented effective communication protocols between internal teams working on different aspects of a given project.
- Developed and maintained project plans, timelines, and budgets.
- Created and implemented processes to ensure successful completion of projects.
- Built and established strong partnerships with teams, vendors and contractors.
- Conferred with project personnel to identify and resolve problems.
CDD Processing Manager
Stewart Title Dba Empire West Title Agency
06.2021 - 04.2024
- Analyzed and implemented process improvement initiatives to maximize efficiency.
- Developed and maintained standard operating procedures for processing operations.
- Monitored daily production activities, ensuring accuracy of data entry and quality control.
- Identified areas of inefficiency and proposed solutions to optimize processes.
- Coordinated with other departments to ensure timely completion of tasks.
- Conducted regular training sessions for new employees on processing procedures.
- Maintained accurate records of all processed transactions and documents.
- Managed team members responsible for performing various processing tasks.
- Created detailed documentation outlining steps required for successful completion of processes.
Escrow Officer / Branch Manager Assistant / Senior Closing Specialist
Stewart Title Dba Empire West Title Agency
05.2017 - 06.2021
- Reviewed and verified documents to ensure compliance with laws, regulations, and contractual provisions.
- Prepared escrow instructions for title companies or attorneys regarding the purchase of real estate properties.
- Monitored closing activities to ensure timely completion of all transactions.
- Processed payments related to mortgage loans, taxes, insurance premiums and other fees associated with the sale of a property.
- Issued checks from escrow accounts according to instructions provided by clients or lenders.
- Researched liens on properties in order to accurately close escrow accounts.
- Maintained accurate records of all transactions including deposits, withdrawals, disbursements and closing statements.
- Provided customer service to clients regarding questions about their escrow accounts or transactions involving them.
- Reconciled balances in escrow accounts at the end of each month for accuracy and completeness.
- Managed multiple files simultaneously while ensuring adherence to deadlines.
- Served as an intermediary between buyers, sellers and lenders during real estate closings.
- Ensured that all parties involved in a transaction were properly represented before any funds were released from an escrow account.
- Negotiated solutions when discrepancies arose during the settlement process.
- Communicated regularly with banks and other financial institutions concerning loan requirements.
- Analyzed complex tax codes and regulations pertaining to state-specific laws governing real estate transactions.
- Gathered information necessary for processing transfers including deeds, mortgages, titles and encumbrances.
- Collaborated closely with lending officers throughout the loan approval process.
- Reviewed contracts, commitments and orders to prepare for closing and assembled documents to prepare files and facilitate smooth final transactions.
- Oversaw complete real estate closing process and adhered to all related process guidelines, company standards, and title requirements.
- Mastered escrow process, title process, financial transactions, company policies and procedures and regulatory requirements.
- Prepared closing documents with care to eliminate errors or delays in processes.
Business Analyst/Executive Administrative Assistant
Hewlett Packard Enterprise
09.2013 - 11.2016
- Build and maintain excellent client relationships
- Support 2 healthcare accounts, Director and VP of Sales for ES US/Canada Healthcare accounts and the Director of HC CoE, sales and solutioning
- Schedule executive domestic/international travel
- Arrange, accept/decline, and move executive and client meetings
- Maintain, upload, and properly store all records as the account’s records coordinator
- Provide support and run monthly reports to create the monthly account Manpower (hours and projects resources bill to)
- Manage expense reporting by reviewing, approving, or denying the HPE sales team’s expense reports
- Create and maintain account Travel policy
- Order and manage all account supplies, computers, phones, and hardware
- Manage annual charity sponsorships
- Responsible for managing and updating the floor plan
- Accounts POC and Fire Warden for onsite emergency evacuation plan
- Create and update all employee and account monthly records
- New Employee POC for onboarding/training
- Time administrator/adjustor for the account
- Manage and track the accounts yearly HIPAA compliance and litigation hold information
- Account records coordinator
- Accounts POC for creating, submitting, following up and monitoring all security access requests
- POC and editor for the Privacy and Security handbook team
- Involved in the accounts Business continuity plan and disaster recovery team
- Create lean and efficient documentation/spreadsheets for employee management
- Create and see through until execution by the client, the quarterly Add-on financials and Task Orders that are contract specific
Sub-Contractor/ Courier
GIO Express
, New Jersey
01.2013 - 10.2016
- Responsible for retrieving and delivering financial institutions' secured documents to 10 branches within the greater Phoenix area after hours.
- Responsible for the arming and disarming of all locations' alarm systems upon entering and exiting.
- Carrying keys to each branch.
- Maintain open communication with bank managers.
- Keep immaculate records of all documents being retrieved and delivered.
- Account for mileage and time to submit to the supervisor.
- Handle the submission of biweekly payroll to the supervisor.
Executive Assistant
Health 'n' Home
Phoenix, AZ
08.2000 - 08.2005
- Managed the CEO's complex and frequently changing travel arrangements and coordinated the pre-planning of trips
- Managed external contacts for CEO and kept track of periodic communication needed for priority contacts
- Created expense reports, budgets and filing systems
- Conducted research to prepare, gather and proof briefing materials, agendas, and decks for all executive-level meetings
- Greeted visitors entering the office, determined the nature and purpose of visit and directed them to the appropriate destination
- Processed travel expenses and reimbursements
- Supported the human resources department in the annual employee review process to manage performance merit increases
- Distributed company-wide announcements booked conference rooms and coordinated catering for the annual staff development forum
- Located and attached appropriate files to incoming correspondence requiring replies
- Frequently used word processing, spreadsheets, databases, and presentation software
- Reconciled and processed expense reports for eight internal and field personnel
- Coordinated dealer visits, company special events and other employee morale functions
- Developed and maintained an internal client filing system
- Handled all payroll and vacation for 100 employees
Education
Dental Assisting: Certification - Diploma - Computer courses, X-Ray certification, Chair-side certification
Apollo College
Phoenix, AZ01.1995
High School Diploma - All General areas of study
Moon Valley High School
01.1994
Skills
- Microsoft Office Suite 2013 (Excel, Word, Visio, Power Point)
- Concur
- ATM
- SAP
- Taleo
- CATW
- SharePoint
- Outlook
- Office 365
- Skype for business
- Microsoft Teams
- Ram Quest
- File scan
- ResWare
- Workday HR Home
- Master calendar management
- Information confidentiality
- Scheduling
- Confidentiality
- Meeting planning
- Document handling
- Travel administration
- Meticulous attention to detail
- Articulate and well-spoken
- Administrative support specialist
- Excel spreadsheets
- Proper phone etiquette
- Self-starter
- Proofreading
- Conference planning
- Professional and mature
- Schedule & calendar planning
References
References and/or Letters of Recommendation are available upon request.
Certification
- Wire and Seller Impersonation Fraud
- Excel
- Powerpoint
- Leadership Development Foundations
- Managing skills for remote leaders
- Communication skills for modern managment
Timeline
Executive Administrative Assistant
Stewart Title Guaranty Company
04.2024 - Current
West Region Project Manager
Stewart Title Dba Empire Title Agency
08.2023 - 04.2024
CDD Processing Manager
Stewart Title Dba Empire West Title Agency
06.2021 - 04.2024
Escrow Officer / Branch Manager Assistant / Senior Closing Specialist
Stewart Title Dba Empire West Title Agency
05.2017 - 06.2021
Business Analyst/Executive Administrative Assistant
Hewlett Packard Enterprise
09.2013 - 11.2016
Sub-Contractor/ Courier
GIO Express
01.2013 - 10.2016
Executive Assistant
Health 'n' Home
08.2000 - 08.2005
- Wire and Seller Impersonation Fraud
- Excel
- Powerpoint
- Leadership Development Foundations
- Managing skills for remote leaders
- Communication skills for modern managment
Dental Assisting: Certification - Diploma - Computer courses, X-Ray certification, Chair-side certification
Apollo College
High School Diploma - All General areas of study
Moon Valley High School
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