Summary
Overview
Work History
Education
Skills
Websites
Timeline
Generic

Tahlia Maria Brooks

Maricopa,AZ

Summary

Experienced executive administrative professional with 25+ years supporting Directors and Executive C-level staff. Adaptable in fast-paced environments, known for strong analytical and organizational skills. Capable of multitasking, effective communication across all levels, fostering synergy between management, teams, partners, and clients to drive strategic objectives and improve organizational efficiency.

Overview

18
18
years of professional experience

Work History

Executive Admin- Revenue Operations & Private Equity/Venture Capital Partnerships

Oracle
04.2022 - Current
  • Direct support to the Executive Vice President of Revenue Operations and the Global Vice President of Private Equity & Venture Capital Partnerships.
  • Manage executive calendars, scheduling meetings and appointments.
  • Respond and handle emails and other work where possible.
  • Attend meetings and provide summaries for review as requested.
  • Manage all domestic and international travel arrangements (air, hotel, transportation, itinerary).
  • Manage all logistics for off-site management meetings.
  • Onsite support to Execs during offsite events as requested.
  • Process and submit expense reports on behalf of executives.
  • Provide general administrative support to directs, such as meeting coordination and scheduling, travel arrangements, and team building events, as requested.
  • Conduct all business in accordance with policies and procedures.
  • Perform all other duties as assigned, to include backup support for Execs during co-admins out of office.
  • Handled confidential and sensitive information with discretion and tact.
  • Handled logistics, catering, agendas and travel arrangements for internal meetings for executive vice president.

Market Executive Admin- Phoenix Tucson Market

Merrill Lynch
01.2019 - 01.2022
  • Direct support to the Executive Manager of the Phoenix Tucson Market, assist the Operations Management team & 84 Financial Advisors across the Market.
  • Managed executive calendars, scheduling meetings and appointments and coordinating travel arrangements to optimize time.
  • Act as delegate/proxy for internal systems to Executive Manager; time reporting; technology approvals; expense approvals etc.
  • Organized and coordinated conferences and monthly meetings.
  • Answered high volume of phone calls and email inquiries.
  • Processed travel expenses and reimbursements for executive team.
  • Handled confidential and sensitive information with discretion and tact.
  • Handled logistics, catering, agendas and travel arrangements for meetings and events.
  • Volunteered to help with special projects of varying degrees of complexity.
  • Organized logistics and materials for each meeting and took detailed notes for later dissemination to key stakeholders.

Regional Administrative Assistant- Mortgage Sales

BMO Harris Bank
01.2013 - 01.2018
  • Remotely supported Regional Director, 16 Market Managers & up to 130 Mortgage Bankers across multiple states & time zones;
  • Managed calendars, expenses, travel and coordinated weekly,monthly team meetings.
  • Administrative support across multiple lines of business; Mortgage Sales, Sales Support Team, HR, Recruiting, Training & Retail.
  • Managed weekly Mortgage Sales & Operations pipeline review with Market & Operations Managers; created the mortgage sales regional weekly pipeline financial summary report, utilized by Executive Directors for budget & business planning.
  • Researched and analyzed data to efficiently create and contribute to executive weekly reports.
  • Managed monthly performance management process i.e., coaching forms, corrective action, written warning.
  • Prepared recognition awards; processed expense reports; booked travel for team; approved & process time & attendance; managed marketing & office supply orders.
  • Processed on/off boarding procedures for new hires, transfers & terminations, including product ordering, office and technology set up.
  • Assisted in the recruiting process, creating offer templates for potential candidates and opening requisitions for job postings.
  • Reduced overhead by taking on more responsibility with creative and administrative projects outside of scope and line of business.

Senior Administrative Assistant- Government & External Affairs

Apollo Group, Inc.
01.2013 - 12.2013
  • Supported State Government Affairs, Public Relations & Marketing executive staff with completing daily tasks in order to maintain a smooth workflow.
  • Managed executive staff calendars and coordinated weekly project team meetings.
  • Created presentations, planned and coordinated logistics and materials for meetings and staff events; Composed and drafted outgoing correspondence and reports for managers.
  • Processed invoices for outside vendors & lobbyists and processed political & charitable contribution checks.
  • Reconciled expense reports for monthly travel & purchasing accounts.
  • Coordinated travel arrangements, including agendas, airfare, hotel & transportation.
  • Reduced overhead by taking on more responsibility with creative and administrative projects.

Senior Administrative Assistant- Business Processes

Salt River Project- Information Systems
01.2011 - 01.2013
  • Supported Executive IT Manager & 6 team managers with completing daily tasks in order to maintain a smooth workflow; Managed calendars; Provided logistical support for programs, meetings & events, including reservations, created agendas and presentations.
  • Managed travel arrangements, expense reports, time & attendance, and inventory for executive staff.
  • Reduced overhead by taking on more responsibility with creative and administrative projects.
  • Acted as Facilities Coordinator for all IT personal; Planned & processed all moves & transfers for employees & IT equipment.

Senior Administrative Assistant- Corporate Security

Apollo Group Inc.
01.2009 - 01.2011
  • Supported Director of Corporate Security & Department Staff with completing daily tasks to maintain a smooth workflow by executing travel arrangements, maintaining Director’s calendar, schedule, and expenses.
  • Created & presented PowerPoint presentations for corporate meetings & events.
  • Completed various research projects and ran criminal history checks upon request from Director & staff.
  • Recorded minutes for meetings & planned department activities & team building events.
  • Maintained & processed monthly travel expenses & purchasing accounts.
  • Managed the office supply inventory & the corporate security webpage content.

Corporate Administrative Assistant

Institute for Professional Development
01.2007 - 01.2009
  • Supported the Corporate office and Personal Director as the receptionist and the point of contact for incoming customers.
  • Provided customer service to clients in person and through e-mails & phone calls.
  • Updated, tracked and maintained an automated filing system for personal & customers.
  • Maintained the corporate and campus directories and calendars.
  • Provided data entry and quality assurance to reports & supporting documentation.
  • Created the PowerPoint presentation & booked travel for the company’s annual award event.
  • Prioritized and tracked time-sensitive assignments with minimal supervision.
  • Responded to and resolved customer requests from booking travel & making catering arrangements to submitting expense reports.
  • Maintained and processed the monthly Travel & Purchasing account.

Education

High School Diploma -

Prescott High School
Prescott, AZ
05-1996

Skills

  • Efficient task management
  • Independently motivated
  • Project coordination
  • Effective verbal communication
  • Strong relationship-building abilities
  • Strong written communication skills
  • Skilled in Salesforce management
  • Proficient in Microsoft Suite
  • Expense and travel management
  • WebEx, Zoom & Slack proficiency
  • Client-focused
  • Organizational proficiency
  • Event planning and execution
  • Effective communication skills
  • Collaborative team member
  • Senior executive assistance

Timeline

Executive Admin- Revenue Operations & Private Equity/Venture Capital Partnerships

Oracle
04.2022 - Current

Market Executive Admin- Phoenix Tucson Market

Merrill Lynch
01.2019 - 01.2022

Regional Administrative Assistant- Mortgage Sales

BMO Harris Bank
01.2013 - 01.2018

Senior Administrative Assistant- Government & External Affairs

Apollo Group, Inc.
01.2013 - 12.2013

Senior Administrative Assistant- Business Processes

Salt River Project- Information Systems
01.2011 - 01.2013

Senior Administrative Assistant- Corporate Security

Apollo Group Inc.
01.2009 - 01.2011

Corporate Administrative Assistant

Institute for Professional Development
01.2007 - 01.2009

High School Diploma -

Prescott High School

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Tahlia Maria Brooks