Tracy Wells
Mesa,AZ
Summary
Forward-thinking executive assistant accomplished the aid of company leaders in key functions. Gifted at managing busy schedules, organizing projects, and providing stellar administrative support to the executive team. Analyzes, prioritizes, and completes tasks with professionalism and sound judgment. Highly organized and efficient executive assistant with experience in both public and private sector administrative support. Skilled in managing complex schedules, coordinating executive meetings, and improving office workflows to enhance productivity. Successful in implementing new filing and organizational systems that increase efficiency in document management. Known for maintaining discretion with confidential information and effectively supporting senior executives by reducing their administrative burden.
Overview
11
11
years of professional experience
1
1
Certification
Work History
EXECUTIVE ASSISTANT
Vertex Education
Chandler, AZ
12.2022 - Current
- Executive assistant to the Founders, CEO, COS, CERO, President of our sales department
- Coordinated and streamlined high-level schedules while maintaining organization.
- Drafted contracts and documents for digital signature using DocuSign.
- Organized meetings, travel, and logistics for board members.
- Planned, coordinated, and prepared meetings.
- Developed and updated organizational charts to ensure team alignment.
- Prepared and finalized monthly expense reports utilizing Concur and Workday.
- Coordinated travel logistics, including itineraries, flights, and hotels using platforms like Egencia and Concur.
- Proofread and edited documents using MS Word, Excel, PowerPoint, and Google Suites.
- Managed procurement and inventory of office supplies.
Executive Assistant
Forvis/BKD/Schmidt Westergard
Mesa, AZ
11.2019 - 12.2022
- Supported the managing partner and two additional partners.
- Oversee comprehensive arrangements for high-level agenda and activities.
- Coordinated travel itineraries, including flights and hotels.
- Proofread documents using MS Word and Excel.
- Maintained organizational charts, email distribution lists, and team contact details.
- Planned both on-site and off-site meetings with precision.
- Generated comprehensive financial summaries each month.
- Coordinated special projects and managed office relocations.
- Performed tasks related to payables, receivables, and daily check deposits.
- Oversaw company-wide supply maintenance for operational efficiency.
- Supported tax assembly projects; coordinated tax organizer.
- Provided administrative support in preparing contracts, invoices, purchase orders, and other documentation required for daily business activities.
Administrative / executive assistant
Lewis Roca Rothgerber Christie, LLC.
Phoenix, AZ
09.2018 - 11.2019
- Coordinated daily tasks for the managing Paralegal and Office Director.
- Manage the reception team to ensure coverage at all times
- Coordinate multiple high-priority schedules.
- Arranged flights, hotels and itineraries for management team travel.
- Organized on-site and off-site meetings.
- Coordinated onboarding and offboarding activities, ensuring seamless transitions.
- Manage all building vendors, including researching, interviewing, hiring and terminations
- Create and maintain org charts, email distribution list, slack / team list
- Monthly expense reports
- Ensured efficient inventory management and supply control across the entire firm.
- Facilities Coordinator
- Assist with bi-weekly payroll
- Manage projects as needed; e.g., office moves, events, etc
Office Administrator / Executive Assistant
Goldwater Institute
Phoenix, AZ
01.2017 - 09.2018
- Executive Assistant to President/CEO, CFO, and VP; Media coordinator
- Greet and welcome visitors with a positive attitude in person and by phone
- Manage multiple calendars; Coordinate travel for the management team
- Plan, coordinate and prepare meetings
- Event planning; Managed Goldwater Institute's annual gala including but not limited to researching and securing the venue, event staffing, catering contact, building operations, event set-up, and break-down
- Process new hires and terminations, including computer set up, phones, and other necessary administrative paperwork
- Process intake of donations and deposits on a daily basis
- Manage all building vendors, including researching, interviewing, hiring and terminations
- Manage monthly expense reports
Records Specialist / Administrative Assistant
DTI (Ballard Spahr)
Phoenix, AZ
06.2016 - 01.2017
- Greet and welcome visitors with a positive attitude in person and by phone
- Plan, coordinate and prepare meetings
- Manage multiple calendars; Coordinate travel
- Prepare correspondence and documents
- Organize catering events
- Process new hires and terminations, including computer set up, phones, and other necessary administrative paperwork
- Process remote deposits, client payments, misc
- Charges, and maintain a balanced petty cash fund
- Media coordinator for high-profile (Former Governor Jan Brewer)
Records Specialist / project assistant / administrative assistant
Ballard Spahr
Phoenix, AZ
09.2013 - 06.2016
- Responsible for the intake, closing and archiving of litigation and corporate records utilizing electronic litigation management system and physical filing network for multi-tiered legal practice
- Assist in the preparation of exhibits and court required mandatory copies of briefs, law, and motion
- Responsible for intake and set-up of lateral hires, including the transfer of all electronic and physical files
- Manage multiple calendars; Coordinate travel
- Event planning; Travel arrangements; Media coordinator for high-profile clients; Reception;
- Accounting - Cash Receipts; New hires coordinator
Skills
- Microsoft Office
- Excellent time management skills
- Being a team player
- Professional discretion
- Scheduling
- Travel administration
- Logistics and schedule management
- Calendar management
Certification
AZ Notary
Timeline
EXECUTIVE ASSISTANT
Vertex Education
12.2022 - Current
Executive Assistant
Forvis/BKD/Schmidt Westergard
11.2019 - 12.2022
Administrative / executive assistant
Lewis Roca Rothgerber Christie, LLC.
09.2018 - 11.2019
Office Administrator / Executive Assistant
Goldwater Institute
01.2017 - 09.2018
Records Specialist / Administrative Assistant
DTI (Ballard Spahr)
06.2016 - 01.2017
Records Specialist / project assistant / administrative assistant
Ballard Spahr
09.2013 - 06.2016
AZ Notary
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