Summary
Overview
Work History
Education
Skills
Software
Certification
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SHILA SADDLER

Executive Administrative Assistant
Irving,TX

Summary

EXECUTIVE ADMINISTRATIVE COORDINATOR Executive Administrative/Human Resources Assistant and United States Army Veteran with 20 years of Administrative, Financial, Human Resources and Project Management and Support experience, seeking a new opportunity. Experience providing comprehensive administrative and human resources support to executive-level leaders. Well-developed skills training personnel, managing projects, monitoring budgets, coordinating calendars, scheduling meetings, and events, compiling, and analyzing reports, resolving issues, preparing confidential correspondence, and coordinating travel arrangements. Resolute leader with outstanding communication skills and a proven record of success developing policies, procedures, and reports that improve business processes. Self-motivated; brings proven leadership, organizational and customer relations skills. Independently solves problems and keeps teams on task to handle diverse business requirements.

Overview

20
20
years of professional experience
1
1
Certification

Work History

Virtual Executive Coordinator

DELOITTE
DALLAS, TX
07.2021 - 08.2023
  • Relieved Executives of operational and administrative details; performed administrative functions that require thorough knowledge of policies, procedures, and operations and understanding of leader's role within community; developed strong working relationships with over 30 Partners, Managing Directors, and their support staff across all practices in virtual team environment.
  • Facilitated efficient utilization of Executives time through development and coordination of complex calendar of appointments, meetings, social engagements, and community functions with individuals and groups.
  • Completed travel arrangements, Status Reporting, Meeting Support, Scheduling Calls on short notice
  • Maintained thorough knowledge of Deloitte matrixed organization and brand standards to offer superior service and accurate guidance within Consulting, Advisory, Audit, and Tax
  • Interacted diplomatically with clients, partners and vendors to support business development efforts
  • Managed calendar, phone and schedule, resolving conflicts and providing daily updates.
  • Assisted executive team with MS PowerPoint presentation material for successful client and prospect meetings.
  • Organized meetings and teleconferences and drafted comprehensive minutes to document meeting outcome and define next steps.
  • Planned, promoted and facilitated special events and functions and oversaw post-event follow-up.
  • Exercised independent judgment in support of senior leadership and corporate mission.
  • Controlled access to confidential business documents, financial information and proprietary data.
  • Coached employees through day-to-day work and complex problems.
  • Entered data, generated reports, and produced tracking documents.
  • Participated in workshops and in-service meetings to enhance personal growth and professional development.
  • Set priorities and problem-solved workflow issues to maintain rapport with customers and managers.
  • Collected and analyzed business data from various departments to prepare reports and presentations for management.
  • Used job-related software to draft and finalize written correspondence and documentation.
  • Tracked records, filed documents and maintained communication between clients to manage office activities.
  • Evaluated operational practices and identified improvement opportunities to develop revisions for systems and procedures.

Executive Assistant

MICHAELS, INC
DALLAS, TX
11.2019 - 06.2020
  • Managed Vice President's complex and frequently changing calendars; travel arrangements and coordinated pre-planning of over 20 trips to include, flights, hotel accommodations, visa, and passport requirements; coordinated most efficient use of time including anticipated and prepared daily schedule of Vice President meetings and priorities.
  • Provided supervision, oversight and accountability for 3 complex projects including data migration, calendar, and records management; initiated, established, and communicated department meetings on behalf of Vice President; prepared meeting agenda; ensured meetings progress according to schedule.
  • Answered high volume of phone calls/email inquiries; screened calls/emails and initiated actions to respond or direct messages for managers.
  • Processed travel expenses and reimbursements for executive team and senior management group.
  • Updated spreadsheets and databases to track, analyze, and report on performance and sales data.
  • Supported business and hospitality needs of corporate partners and staff during meetings and company events.
  • Developed and maintained automated alert systems for important deadlines.
  • Handled confidential and sensitive information with discretion and tact.
  • Conducted research and analyzed data to provide detailed reports on various business topics.
  • Used advanced software to prepare documents, reports, and presentations.
  • Volunteered to help with special projects of varying degrees of complexity.
  • Handled logistics, catering, agendas and travel arrangements for meeting and event planning for board of directors, president and executive vice president.
  • Managed mail and both incoming and outgoing correspondence, mail, email and faxes
  • Streamlined operations and prioritized tasks, allowing senior staff to increase productivity
  • Worked with senior management to initiate new projects and assist in various processes.

Human Resources On-Boarding Coordinator

XCELTRAIT, INC, 7-Eleven
IRVING, TEXAS
04.2019 - 11.2019
  • Welcomed new employees upon their arrival and gave them office tour; Introduced team members; gathered and processed paperwork (i.e., contracts/non-disclosure agreements/I-9s); coordinated company presentations and product demos; informed employees on their first tasks (e.g., which programs to download and how to activate their accounts); processed completed/non-completed/disqualified applicant(s) within system requirements.
  • Tracked new hires for scheduled start dates, prepared new hire paperwork, scheduled on-boarding training; followed up with applicant(s) to complete on-boarding process.
  • Served as liaison between HR staff in fielding questions and inquiries from employees; communicated effectively with all departments regarding status of applicants and or employees; monitored new hire's orientation progress and initial case assignment to ensure new hire is onboarded successfully.
  • Resolved issues through active listening and open-ended questioning, escalating major problems to manager.
  • Improved office operations by automating client correspondence, record tracking and data communications
  • Gathered and organized materials to support operations.
  • Evaluated operational practices and identified improvement opportunities to develop revisions for systems and procedures.

Virtual Executive Assistant

ERNST & YOUNG, LLP
DALLAS, TEXAS
05.2018 - 04.2019
    • Maintained multidimensional complex calendars for 8 Senior-Level Executives ensuring appropriate preparation for daily activities: scheduling and meeting coordination, transportation, hospital, technical support for board meetings
    • Managed and tracked travel/meeting/conference expenses; worked closely with finance and accounting group to ensure spending was aligned and within budget
    • Coordinated domestic and international travel arrangements for senior staff; arranged transportation, hospitality, and technical support for board meetings
    • Consistently delivered high quality work within established time limits; willingly assisted peers and management; developed and maintained administrative processes that reduced redundancy, improved accuracy, and efficiency, and achieved organizational objectives
    • Developed and maintained automated alert systems for important deadlines.
    • Conducted research and analyzed data to provide detailed reports on various business topics.
    • Processed travel expenses and reimbursements for executive team and senior management group.
    • Handled confidential and sensitive information with discretion and tact.
    • Created and managed office systems to efficiently deal with documentation.

Senior Administrative Assistant

USAA
SAN ANTONIO, TX
09.2016 - 05.2017
  • Delivered top-notch administrative support to 2 Vice Presidents and 1 Executive Director in addition to over ten staff members; efficiently tracked and ordered office supplies for over one hundred employees within Strategy Department
  • Managed Executive complex and frequently changing calendars; prioritized meeting requests and related planning; coordinated busy travel calendar that included travel arrangements for three executives ensuring all events were successfully executed
  • Expertly coordinated logistics for both in office activities and public events
  • Created and updated physical records and digital files to maintain current, accurate, and compliant documentation.
  • Prepared and distributed team-based communications to foster collaboration and enhance team morale.
  • Prepared flawless emails and other documents upon direction of immediate supervisor.
  • Categorized and processed sensitive documents with information of deeply personal nature.
  • Drafted documents in company-directed formats and fonts accurately and consistently.

Administrative Assistant

GOLDMAN SACHS & CO
IRVING, TX
08.2015 - 08.2016
    • Provided direct administrative support to 8-16 Vice President Attorneys and legal business professionals; managed calendars and prioritize meeting requests and related planning; updated files and records and collect information to produce reports and correspondence; scheduled and coordinated monthly team conference calls and collected/prepared information for executive presentations
    • Coordinated weekly, monthly, and quarterly conference calls across three departments consisting of 50-100 employees; captured meeting minutes and disseminated to department personnel
    • Ordered office supplies and field incoming/outgoing faxes and emails; created, distributed annual legal reports, and assisted attorneys with legal research and file management
    • Ensured confidentiality regarding sensitive budget and human resource data and processed expense report reconciliation and submissions.
    • Identified and recommended changes to existing administrative processes to improve accuracy, efficiency, and quality service.
    • Developed and updated spreadsheets and databases to track, analyze, and report on performance data.
    • Facilitated timely delivery of special projects to meet organizational and departmental objectives.
    • Managed paper and electronic filing systems by routing various documents, taking messages and managing incoming and outgoing mail.
    • Built and maintained excellent customer relationships through timely response to inquiries and going above and beyond to accommodate unusual requests.
    • Continually sought methods for improving daily operations, communications with clients, recordkeeping and data entry for increased efficiency.
    • Surpassed team goals by partnering with colleagues to implement best practices and protocols.

Executive Administrative Project Coordinator

T.D. JAKE'S MINISTRIES
DALLAS, TX
05.2014 - 01.2015
  • Provided all aspects of direct administrative support to Executive Director; ordered office supplies and responded to mail and telephone calls; prepared correspondence, reports, and other documents and materials; maintained appointment and meeting calendars, including securing and preparing meeting facilities; formatted and prepared presentations using Excel, Word, and PowerPoint
  • Organized, attended, and participated in 6 stakeholder meetings; documenting and following up on important actions and decisions from meetings; preparing necessary presentation materials for meetings; ensured project deadlines were met; determined project changes.
  • Planned and coordinated 2 large-scale events both domestic and internationally, coordinated fundraising.
  • Budgeting and community reach efforts; created program materials, established staffing requirements, and ensured programs achieved stated objectives; monitored event budgets and managed event requests, invoices, and related paperwork; measured performance of programs and adjusted optimize results.
  • Managed competing demands and professionally adapted to frequent change, delays and unexpected events.
  • Kept corporate and client information confidential, adhering to data safety measures.
  • Scheduled and facilitated meetings between project stakeholders to discuss deliverables, schedules and conflicts.

Human Resources Specialist

United States Army
Fort Hood, Texas
04.2003 - 09.2013
  • Acted as project manager for variety of special military projects involving full range of project management activities i.e., initiating, planning, recommending final course of action and possibly executing, controlling, and closure; prepared total recommended plan(s) with coordinated concurrence from all involved, assembled project team, lead project execution efforts, controlled/reported progress, delivered projects, closed out project and conducted lessons-learned analysis in concert with total team.
  • Lead, defined, managed, and integrated efforts of teams throughout military directorate; fostered development of other team members by providing guidance and sharing expertise.
  • Developed, acquired, and allocated resources to accomplish multiple project/program goals
  • Planned and managed recruitment activities for new hires using strategic personnel, staffing, and position management practices.
  • Performed budget analysis to control expenditures and predict future budget needs.
  • Briefed job applicants regarding responsibilities, benefits and schedules to provide information regarding job specifications and logistics; reviewed and screened applicant resumes to identify qualified candidates
  • Developed and coordinated employee training programs to improve productivity and performance.
  • Fielded employee inquiries related to insurance, pension plan, vacation, sick leave and employee assistance.
  • Resolved employee complaints and grievances successfully through mediation and collaboration; collaborated with managers to identify and address employee relations issues.
  • Conducted workplace compliance training to reduce liability risks and operate effectively.
  • Maintained personnel records and statistical data to establish accuracy and compliance with applicable regulations.
  • Planned, monitored and appraised employee work results by training managers to coach and discipline employees.
  • Worked alongside global business leader to deploy new training strategies.
  • Improved office efficiency by effectively managing internal communications and correspondence.
  • Developed and monitored employee recognition programs.
  • Coordinated implementation of people-related services, policies and programs through departmental staff.
  • Developed disaster and recovery strategy to prepare company for hazardous weather conditions, nuclear accidents and terrorist attacks.
  • Advocated for staff members, helping to identify and resolve conflicts.
  • Improved organizational filing systems for confidential employee records, resulting in improved accessibility and efficiency.
  • Collected and analyzed information to monitor compliance outcomes and identify and address trends of non-compliant behavior.
  • Completed human resource operational requirements by scheduling and assigning employees.
  • Conducted performance reviews and provided feedback to managers on employee performance.
  • Created and delivered HR training sessions to staff, managers and executives.
  • Interviewed applicants and advised potential recruits of career benefits offered by military; bolstered recruitment efforts using competitive strategies, market analysis, and effective communication.
  • Managed $850,000+ account to ensure critical funding for personnel traveling to international destinations; planned and booked domestic and global travel, including visa documentation and passport processing.
  • Created, designed, and prepared general correspondence, memorandums, charts, tables, forms, and more; prepared meeting agendas and evaluation board packets for professional advancement; prepared PowerPoint presentations and meeting/training materials; scanned confidential documents into electronic filing system and categorized them for retrieval and review.
  • Created policy on professional advancement objective and trained ten personnel on procedure; utilized automation systems to develop procedures adopted by five managers for administrative training; improved business process by creating spreadsheet tracking unit line numbers and financial data.
  • Trained and mentored twenty-six administrative support personnel in all aspects of administrative and clerical duties; supervised training and development of 6 Administrative Assistants assigned to support 1,000 personnel.
  • Coordinated deployment training for new officers and maintained accountability for personnel records; trained four personnel on application used for personnel processing and performance evaluation reports; supervised three personnel in occupational classification and management of human resources activities. Produced accountability reports for 500,000 mobilized military personnel during global disasters.

Education

Associate of Applied Science - Business

COLUMBIA SOUTHERN UNIVERSITY
Orange Beach, AL
09.2013 - 2014.06

Skills

Project Coordination/Managementundefined

Software

MS Office Suite

Google Suite

Concur Solutions

SAP Travel & Expense System

Defense Travel & Expense

Zoom

Skype for Business

TEAMs

Certification

Certified Scrum Master, Scrum Alliance - August 2023

Work Availability

monday
tuesday
wednesday
thursday
friday
saturday
sunday
morning
afternoon
evening
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Quote

The way to get started is to quit talking and begin doing.
Walt Disney

Timeline

Virtual Executive Coordinator

DELOITTE
07.2021 - 08.2023

Executive Assistant

MICHAELS, INC
11.2019 - 06.2020

Human Resources On-Boarding Coordinator

XCELTRAIT, INC, 7-Eleven
04.2019 - 11.2019

Virtual Executive Assistant

ERNST & YOUNG, LLP
05.2018 - 04.2019

Senior Administrative Assistant

USAA
09.2016 - 05.2017

Administrative Assistant

GOLDMAN SACHS & CO
08.2015 - 08.2016

Executive Administrative Project Coordinator

T.D. JAKE'S MINISTRIES
05.2014 - 01.2015

Associate of Applied Science - Business

COLUMBIA SOUTHERN UNIVERSITY
09.2013 - 2014.06

Human Resources Specialist

United States Army
04.2003 - 09.2013

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SHILA SADDLERExecutive Administrative Assistant