Summary
Overview
Work History
Education
Skills
Timeline
Generic

Tracy Ingalls

Austin

Summary

Dynamic Virtual Executive Assistant and Event Manager with extensive experience in strategic planning and operational support for global teams. Proven track record of enhancing executive productivity through exceptional service and coordinated activities, resulting in improved operational efficiency. Recognized for achieving daily operational goals while maintaining a strong focus on administrative excellence.

Overview

16
16
years of professional experience

Work History

Virtual Executive Assistant

Private Contract
08.2019 - Current
  • Executed project coordination and administrative tasks in virtual environments across international teams.
  • Organized extensive travel schedules and managed detailed team itineraries.
  • Coordinated team projects using tools such as Confluence, ClickUp, and Google Suite for effective project tracking.
  • Reduced marketing project expenses by 10% through strategic negotiation of campaign estimates and budgets.
  • Managed logistical planning and execution for trade shows, sales conferences, and streaming events.
  • Coordinated all aspects of advertising projects including logistics and client communications.
  • Organized multiple calendars to facilitate seamless communication through digital tools.
  • Developed comprehensive logs outlining budgets, timelines, and cost-saving measures for events.

Prof. Service HR Manager

Woodhouse Spa
Austin
01.2019 - 03.2021
  • Directed recruitment and selection strategies for personnel across various locations.
  • Facilitated interviews, onboarding processes and background checks.
  • Developed training materials, protocols, and safety guidelines using HubSpot.
  • Designed an engaging eBook for team courses highlighting essential sales, service strategies, and product overviews shared during onboarding sessions.
  • Created engaging content for website blogs using Canva and Adobe.
  • Engaged with students at healthcare institutions to identify talent and promote employer brand.
  • Conducted live PowerPoint presentations covering company foundation, client expectations, and product and service types.
  • Acted as project manager overseeing inventory and sales goals achievement at each site.

Executive Assistant / Event Manager to Chairman

Chemistry Department UT
Austin
03.2016 - 01.2019
  • Served as main assistant to Chairman overseeing Chemistry Department tasks.
  • Directed operations for various projects including evaluation of team metrics, organizing live events, arranging daily meetings and handling payroll tasks.
  • Negotiated and implemented discount travel initiatives, enhancing budget efficiency.
  • Managed project outline for student research goals, ensuring adherence to timelines and budgets.
  • Managed travel coordination, including invitations, hotels, and flights for successful event execution.
  • Coordinated protocols for various projects, payroll, and onboarding of new students.

Sr. Executive Assistant / Event Manager

Luminex
Austin
09.2011 - 03.2016
  • Offered dedicated support to senior executives including CFO and VP of Operations.
  • Developed new roles for the Executive Team, overseeing 25 employees.
  • Managed multiple calendars, conference room schedules, and directed emails to respective teams effectively.
  • Organized and coordinated corporate events, meetings, and private functions.
  • Coordinated all Board of Directors meetings, ensuring seamless execution.
  • Oversaw coordination of live earnings call events.

Executive Assistant/ Event Manager

Panini America, Inc
Dallas
03.2009 - 09.2011
  • Collaborated with VP of Sales & Marketing to design trade show exhibits based on client specifications.
  • Reduced annual costs by approximately 12% through strategic negotiations with vendors on material pricing, logistics, and project timelines.
  • Coordinated trade shows, media events and filming of commercials.
  • Fostered connections with sports agents and media teams, ensuring compliance with image and design terms for promotion by ESPN.
  • Coordinated complex travel arrangements for over 100 employees and vendors during global events.
  • Developed systems for generating itineraries automatically and introduced online order forms.

Education

Business Administration Degree -

Brookhaven College
Dallas, TX
01-2011

Skills

  • Effective Project Coordination
  • Travel Management
  • Comprehensive Event Planning
  • Expense Management
  • Client Relationship Management
  • Calendar Management

Timeline

Virtual Executive Assistant

Private Contract
08.2019 - Current

Prof. Service HR Manager

Woodhouse Spa
01.2019 - 03.2021

Executive Assistant / Event Manager to Chairman

Chemistry Department UT
03.2016 - 01.2019

Sr. Executive Assistant / Event Manager

Luminex
09.2011 - 03.2016

Executive Assistant/ Event Manager

Panini America, Inc
03.2009 - 09.2011

Business Administration Degree -

Brookhaven College

Similar Profiles

CREATE PROFILE
Tracy Ingalls