Rebecca Barbosa
Houston
Summary
Professional specializing in executive support, managing calendars, travel arrangements, and budgets. Coordinates strategic growth initiatives with supervisors and implements departmental processes. Directs major projects, including large conferences and events, ensuring successful execution. Proven ability to maximize resource utilization and enhance profitability through strategic planning and problem-solving skills.
Overview
11
11
years of professional experience
1
1
Certification
Work History
Head of Operations and Executive Assistant
Inspire Women
04.2024 - Current
- Acted as the primary operations lead for a small nonprofit focused on empowering women through scholarship funding.
- Directed organizational operations, managed the President's calendar and internal leadership meetings, and ensured seamless functionality and execution across all programs.
- Assisted the President in producing an annual fundraising luncheon for 500 donors, including planning and execution of a silent auction featuring 92 items.
- Administered year-round scholarship applications and managed award tracking for 180 students.
- Produced a large-scale women's conference with 800 attendees, overseeing logistics and attendee experience.
- Organized and coordinated monthly leadership empowerment events with both in-person and Zoom participation, reaching approximately 2,300 participants annually.
- Managed organizational mailings and executed special projects at the direction of the President.
Special Projects Manager (Executive Assistant)
Project Row Houses
01.2022 - 12.2023
- Worked alongside the Executive Director to oversee all executive office activities, including calendar and meetings, and was the sole individual responsible for coordinating all major projects.
- Arranged and coordinated all executive office meetings and activities and acted as Board Liaison for the Board of Directors overseeing all board correspondences, meetings minutes, and committee notes.
- Assisted the ED in overseeing the finance department and was responsible for budget and financial planning, supported by the ED.
- Oversaw all Human Resource functions including talent acquisition, compensation surveying, payroll and benefits, and performance management.
- Implemented an IT infrastructure across the organization and ensured a technology policy was in place.
- Acted as Board Liaison to the Board of Directors by coordinating all meetings, gatherings, committee meetings and acted as facilitator at most meetings.
- Coordinated all internal employee meetings, large events, galas, and board meetings.
- Prior Position Held at Project Row Houses: Executive Assistant and Board Liaison to the Executive Director: Collaborated with the Executive Director to create, implement, and roll out plans for operational processes, internal infrastructures, reporting systems and policies all designed to foster growth, assure compliance, profitability, and efficiencies within the company.
- Played a major role in coordinating and executing all internal staff meetings, staff team building events, group travel and ED's travel.
Executive Assistant
Foundation Automotive
01.2020 - 12.2022
- Provided day-to-day support to C-suite level executives by organizing and scheduling meetings with key strategic business partners.
- Arranged and coordinated travel schedules and reservations, including flights, hotels, ground transportation, conference events.
- Additionally managed pilot staff for the company jet and managed passenger itineraries for all travel.
- Executed corporate implementation including accounting protocols and corporate level travel structure for all employees.
- Assisted the finance and acquisition team with forecasting, expense management, and departmental budgets.
- Handled correspondence including drafting replies and composing letters and memos.
- Planned and executed large scale conferences, board meetings, and major company-wide gatherings.
Office Manager
Energy Ventures Private Equity
01.2017 - 12.2019
- Assisted in compiling Quarterly Reports and other periodic communications with investors and managed the finances including invoices, payroll, benefits, tax returns, audits, outside billing, and collections.
- Operated as Executive Assistant to the Vice President and Senior Partners of the firm by maintaining schedules, meetings, international travel, and major events.
- Participated in fundraising initiatives by assisting the Managing Director and Vice President with managing the fund development calendar and developing key messages and marketing materials.
- Assisted in all aspects of the company's office services, including vendor management and selection and replenishment of office supplies.
- Coordinated and executed all large international conferences and company-wide gatherings.
Associate
Alliantgroup LP
01.2015 - 12.2017
- Managed and assisted in R&D tax credit studies to identify federal tax credits strategically and analytically within corporation activities.
- Interviewed executives, CPAs, controllers, and technical employees of corporations to understand and classify research and development activities used to substantiate usage of credits.
- Analyzed tax law and tax filings to determine the most beneficial methods of calculation to identify and determine the maximum benefits for the client.
- Prior Position Held at Alliantgroup: Project Associate: Managed and coordinated the continuation of R&D tax credit studies with clients in various fields such as chemistry, wine production, construction, oil and gas manufacturing, and software.
- Collaborated with internal departments such as quality control, client relations, and tax controversy to determine the best method of review to finalize tax benefits.
Education
Masters of Business Administration - Concentration in Finance
University of Houston-Downtown
Houston, TX01-2018
B.S. - Chemistry
University of Houston-Downtown
Houston, TX01-2014
Skills
- Microsoft Office and Google Suite
- Zoom and QuickBooks
- Salesforce and PayChex
- Financial planning and analysis
- Event coordination and logistics
- Operations management and oversight
- Budget management and price structuring
- Negotiation and strategic planning
- Revenue generation and sales tracking
- Business strategy and performance improvement
- Project management and program administration
Certification
- A. I. Strategy, Cornell University, 05/01/25
- Nonprofit Finance Certificate, Rice University Susanne M. Glasscock School of Continuing Studies, 05/01/23
- Notary Public, Texas
Timeline
Head of Operations and Executive Assistant
Inspire Women
04.2024 - Current
Special Projects Manager (Executive Assistant)
Project Row Houses
01.2022 - 12.2023
Executive Assistant
Foundation Automotive
01.2020 - 12.2022
Office Manager
Energy Ventures Private Equity
01.2017 - 12.2019
Associate
Alliantgroup LP
01.2015 - 12.2017
Masters of Business Administration - Concentration in Finance
University of Houston-Downtown
B.S. - Chemistry
University of Houston-Downtown