Professional with proven experience supporting high-level executives. Skilled in managing schedules, coordinating meetings, and handling confidential information. Strong focus on team collaboration and achieving results. Reliable and adaptable, with expertise in communication, organization, and multitasking.
Overview
17
17
years of professional experience
Work History
Executive Administrative Assistant
University of Houston
11.2019 - Current
Coordinates and manages the daily schedule of the university executive with internal and external parties, which includes staff, university administrators, alumni, students, Board of Regents, government officials and community leaders
Greets and directs visitors of the office of the university executive to the appropriate department or person
Answers, screens and directs all incoming telephone calls for university executive creating a positive impression and experience for callers both internal and external
Maintains appointment/meeting schedule for regular recurring meetings with university executive leadership and their teams
Makes arrangements for meetings/conferences including creating agendas, compiling information, printing handouts, reserving and preparing facilities, collecting RSVP and lunch orders, etc
Arranges and assists with travel arrangements both nationally and internationally for university executive and their team along with processing all reimbursements in a timely manner
Sorts and prioritizes incoming mail
Procurement and Travel Cardholder for the department of the university executive
Ensures expense reports and documentation are submitted to central business office in a timely manner and all charges are reconciled within allotted timeframe
Drafts routine responses to correspondence as needed
Collects and prepares information for use in discussions and meetings with executive staff members and outside individuals
Maintains confidentiality when handling sensitive information, protecting university interests and employee privacy.
Administrative Secretary
University of Texas Medical Branch
06.2014 - 11.2019
Perform complex administrative support duties for Director of Mitchell Center for Neurodegenerative Diseases/Vice Chair for Research and senior research faculty in the Department of Neurology at University of Texas Medical Branch
Making travel arrangements and reservations for the Director/Vice Chair
Generating, assisting with, proofreading, and distributing general correspondence
Copying and filing and keeping files updated
Preparing and analyzing financial reports to ensure proper spending
Resolving discrepancies upon reconciling accounts
Gathering and summarizing various data
Maintaining confidential files and records for the Director/Vice Chair
Advising Director on daily happenings within the Center
Assisting in creating, modifying and ensuring completion of annual Employee Performance Reviews
Assisting with Compliance Training reporting and completion on an annual basis in conjunction with Departmental Administration
Maintaining meeting and travel schedule for multiple senior faculty
Coordinating visitor travel for seminar speakers and preparing itinerary
Maintaining schedule for weekly seminars
Liaison for gathering information from incoming research personnel
Point person for the Mitchell Center in relation to all HR matters
Training new employees in policies and procedures for the Department
Processing various personnel and financial functions within PeopleSoft
Troubleshooting and resolving problems with PeopleSoft
Working in conjunction with grants team to ensure timely submission of all grants from research faculty
Liaison between faculty members, grants team and approvers
Working in conjunction with finance department and post award grants team to ensure appropriate spending of funds
Responsible for ordering and maintaining office supplies
Responsible for ordering supplies and maintaining for use in laboratory research
Ordering of capital equipment
Assisting with management of inventory for all capital equipment
Met/exceeded expectations on performance evaluations
Administrative Support Coordinator II
Baylor College of Medicine
09.2013 - 06.2014
Performs complex administrative support duties for Senior Faculty and the Department of Neonatology at Texas Children's Hospital
Setting up and typing financial, statistical, and textual reports from source documentation
Responsible for ordering and maintaining office supplies
Organizing, screening and prioritizing mail
Answering questions and furnishing information on behalf of supervisor
Making travel arrangements and reservations
Generating, assisting with, and proofreading general correspondence
Copying and filing documentation; processing various personnel and financial functions within SAP
Troubleshooting and resolving problems with SAP
Preparing regular reports, gathering and summarizing data
Maintaining confidential files and records
Administrative Assistant
Cenikor Foundation
03.2013 - 09.2013
Provide administrative support to Senior Vice President and all facility employees
Maintaining training schedule for 20+ employees
Maintaining Human Resources personnel files for 20+ employees
Note taking/Time keeping at weekly staff meetings
Organizing luncheons for Board Meetings; travel arrangements for Senior Vice President
Setting appointments for Senior Vice President using Microsoft Outlook
Maintaining time clock for 20+ employees through ADP system
Make copies of correspondence or other printed materials
Maintaining Training spreadsheets
Expense Reports
Travel Requisitions
Meeting scheduling
Responsible for all Human Resources Functions for new employees coming into facility
Administrative Sales Assistant
Kaltwasser Insurance Agency/Southern Group Insurance
09.2008 - 11.2012
Assist insurance agent with sales and quoting insurance leads
Greeting and directing customers at front counter
Receiving payments
Completed and passed Insurance CSR licensing exam
Providing administrative support to owner/agent
Setting appointments and/or meetings for owner/agent using Microsoft Outlook
Responsible for travel arrangements
Responsible for ordering and maintaining office supplies
Multi-line phone system; Copy Machine; Fax Machine; Postage meter
Uploading information into Main Data System from outside sources
Maintaining files as necessary
Education
Bachelor of Science - Human Resources Management
Western Governor’s University
MillCreek, UT
03-2027
High School Diploma -
Pasadena Memorial High School
Pasadena, TX
05.2006
Skills
Microsoft Office Suite
Timekeeping applications
SAP
Vendor communication
Professional licensing
Credentialing
Office management
Supply management
Scheduling
Expense reporting
Customer service
Information confidentiality
Meeting planning
Logistics coordination
Travel coordination
Event coordination
Meeting support
Timeline
Executive Administrative Assistant
University of Houston
11.2019 - Current
Administrative Secretary
University of Texas Medical Branch
06.2014 - 11.2019
Administrative Support Coordinator II
Baylor College of Medicine
09.2013 - 06.2014
Administrative Assistant
Cenikor Foundation
03.2013 - 09.2013
Administrative Sales Assistant
Kaltwasser Insurance Agency/Southern Group Insurance
09.2008 - 11.2012
High School Diploma -
Pasadena Memorial High School
Bachelor of Science - Human Resources Management
Western Governor’s University
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