RUDY GUTIERREZ
Ashburn,VA
Summary
Experienced professional with over 20 years of experience with a proven ability to manage business processes and the ability to fulfill customer needs. Adept at providing customer service and managing correspondence databases and file management. Applies learned principles to meet deadlines with good written and verbal communication skills. Team player with the ability to contribute to efforts to accomplish mission-oriented goals. Detail-oriented team player with strong organizational skills. Ability to handle multiple projects simultaneously with a high degree of accuracy.
Overview
13
13
years of professional experience
Work History
Correspondence Analyst
The Building People
11.2021 - Current
- Provided prompt assistance to colleagues with urgent requests, exemplifying strong teamwork skills in a fast-paced environment.
- Maintained files and controlled records to show correspondence activities.
- Presented clear and concise explanations of governing rules and regulations.
- Supported the development of company-wide communication strategies through comprehensive analysis of internal and external correspondence trends.
- Managed and maintained efficient, well-organized digital filing system.
- Edited letters and written material for correspondence.
- Collaborated with team members to achieve shared goals within tight deadlines, ensuring efficient workflow management.
- Audited past correspondences for compliance purposes, identifying areas of improvement within existing practices and offering actionable recommendations for enhancement strategies.
- Managed high volumes of correspondence, ensuring timely responses and resolution of issues.
Executive Administrative Assistant
The Building People
06.2019 - 11.2021
- Provide a wide range of multi-disciplined support to senior-level government officials
- Prepare and edit technical charts and supplementary briefing materials for executive meetings
- Provide quality control for time and attendance reporting for office directors and supervisors
- Responded to emails and other correspondence to facilitate communication and enhance business processes
- Coordinated and booked airfare, hotel, and ground transportation and prepared itinerary to facilitate successful trips
- Developed and updated spreadsheets and databases to track, analyze and report on performance and sales data
- Processed travel expenses and reimbursements for the executive team and senior management group
- Scheduled appointments and handled calendars for senior leadership.
- Maintained confidentiality when handling sensitive information, protecting company interests and employee privacy.
- Organized and updated schedules for executives.
- Used software to coordinate meetings, appointments, and tasks senior executives.
Accounts Receivable/Accounts Payable Specialist
The E &G Group
09.2018 - 02.2019
- Daily entry of invoices into multiple database systems
- Created detailed expense reports to facilitate reimbursement for business expenses incurred.
- Applied proper codes to invoices, files, and receipts to keep records organized and easily searchable.
- Assisted in training new team members on company policies, procedures, software applications related to accounts receivable/accounts payable functions.
- Reduced financial discrepancies, effectively reconciling bank accounts and organizing information into accounting software.
- Enhanced financial accuracy with meticulous reconciliation of bank statements and general ledger accounts.
- Maintained detailed records for timely and accurate reporting of financial data to management
- Reviewed vendor invoices for appropriate documentation and validity prior to payment
Strategy & Customer Engagement Specialist
General Dynamics Mission Systems
10.2017 - 09.2018
- Plan and teach company-wide training programs
- Handle security coordination for all foreign nationals-GD and Non-GD Employees
- Provide high-level administrative support to Program Manager and other GDMS Leadership
- Effectively perform multiple analytical tasks within the program management office
- Process Purchase Orders using ERM Procurement Software
- Create yearly agreements for External Business Consultants
- SharePoint Administrator/ site collection owner controlling user accounts, versioning, security, site layout, content, and structure, and maintaining periodic oversight and auditing for members.
- Created and oversaw CMT training programs for operations.
- Developed and executed performance management programs to increase employee engagement and productivity.
- Managed access controls for sensitive information systems, safeguarding data integrity and confidentiality.
- Reviewed contracts and agreements for adherence to legal requirements, reducing potential liability exposure for the company.
- Ensured compliance with company policies and regulatory requirements through diligent record-keeping practices.
- Supported executive decision-making by providing timely, accurate data analysis and insightful recommendations.
- Managed complex scheduling tasks for executive-level meetings, ensuring smooth coordination among departments and stakeholders.
- Sourced vendors, built relationships, and negotiated prices.
- Coordinated paperwork, updated spreadsheets, and maintained permanent records.
- Negotiated pricing and terms with vendors to secure best value for company.
- Contributed to the creation of centralized repository for SharePoint knowledge and resources, ensuring that information was easily accessible to all team members.
- Developed comprehensive training manuals, ensuring all employees had access to necessary resources and information.
Hospitality Property Financing Analyst
Wells Fargo Bank, N.A
11.2016 - 11.2017
- Supported creation of detailed, technical financial models to value potential acquisition targets.
- Collected, arranged, and input information into database system.
- Created and managed project plans, timelines and budgets.
- Assisted with timely loan closing and funding activities with efficient management of task checklists.
- Assembled important paperwork and disclosures for borrower.
- Analyzed complex financial statements, assessing creditworthiness for potential borrowers effectively.
- Created and updated records and files to maintain document compliance.
- Created and updated physical records and digital files to maintain current, accurate, and compliant documentation.
- Handled logistics, catering, agendas and travel arrangements for meeting and event planning for board of directors, president and executive vice president.
EXECUTIVE ADMINISTRATIVE ASSISTANT
Wells Fargo Bank, N.A.
10.2015 - 11.2016
- Screened calls and emails and initiated actions to respond to or direct messages for managers
- Scheduled appointments and managed complex calendars for senior leadership
- Coordinated complex annual meeting meetings involving multiple presenters, a high number of global attendees, and a robust budget, encompassing livestream live production, remote location arrangements, and senior executive accommodations
- Managed Processed travel expenses and reimbursements for the executive team and senior management group
- Coordinated catering, agendas, and travel arrangements for meeting and event planning for the board of directors, president, and executive vice president.
- Managed executive calendars, scheduling meetings and appointments and coordinating travel arrangements to optimize time.
- Coordinated complex domestic and international travel itineraries, ensuring a smooth experience for executives.
- Handled confidential and sensitive information with discretion and tact.
- Developed detailed meeting agendas, resulting in more productive discussions among team members and Executive Leadership.
- Managed mail and both incoming and outgoing correspondence, mail, email and faxes.
- Assisted in recruitment efforts by screening resumes, scheduling interviews, conducting reference checks, leading to quality hires.
- Facilitated interdepartmental communication by serving asa liaison between executives and their respective teams or departments.
- Maintained confidential, administrative support to executive team and members of board of directors.
- Screened calls and emails and initiated actions to respond or direct messages for managers.
EXECUTIVE ADMINISTRATIVE ASSISTANT
M&T Bank
08.2011 - 10.2015
- Provide administrative support for Regional Managers, Operations Managers, Sales Support Manager, and/or Market Manager
- Manage Regional Calendar and scheduling
- Assist HR H.R
- With scheduling interviews and conducting meetings
- Provide interview availability and candidate packets for both internal and external interviews
- Facilitate MDP/SDP Interviews, for Mid-Atlantic Region
- Create APO's, Mid-Year reviews, and Year-End Reviews documentation using internal data and information.
- Organized travel arrangements, ensuring smooth transitions for executives during business trips.
- Managed executive calendars, scheduling meetings and appointments and coordinating travel arrangements to optimize time.
Education
Bachelor of Science - Psychology
George Mason University
Fairfax, VA06.2007
Skills
- Administrative Functions
- Business Systems
- Program Management
- Microsoft Office, Power Point
- Outlook, Excel
- Record Keeping
- File Management
- Correspondence Management
Timeline
Correspondence Analyst
The Building People
11.2021 - Current
Executive Administrative Assistant
The Building People
06.2019 - 11.2021
Accounts Receivable/Accounts Payable Specialist
The E &G Group
09.2018 - 02.2019
Strategy & Customer Engagement Specialist
General Dynamics Mission Systems
10.2017 - 09.2018
Hospitality Property Financing Analyst
Wells Fargo Bank, N.A
11.2016 - 11.2017
EXECUTIVE ADMINISTRATIVE ASSISTANT
Wells Fargo Bank, N.A.
10.2015 - 11.2016
EXECUTIVE ADMINISTRATIVE ASSISTANT
M&T Bank
08.2011 - 10.2015
Bachelor of Science - Psychology
George Mason University
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