Driven and resourceful administrative professional with 20+ years of experience assisting with work of high-achieving executives. Track record supporting professional needs with well-organized precision. Successfully manages high-volume workloads in rapidly changing environments.
Hi, I’m
Vanessa Martin
New Orleans,United States
Summary
Overview
18
years of professional experience
1
Certification
Work History
Entergy
Executive Assistant
12.2022 - Current
Job overview
- Coordinated scheduling for internal and external meetings, travel plans, conference calls and day-to-day executive obligations
- Uses discretion, confidentiality and good judgment to protect c-level matters
- Conducted research projects and compiled findings for executive review
- Chair of the multi-cultural ERG, which is designed to increase diversity, inclusion and belonging including the following
- Implemented an efficient records management system, reducing document retrieval by 20% and improving overall organization
- Planned and coordinated successful events, including staff meetings and conferences, resulting in 20% increase in attendance and feedback
- Spearheaded presentations, reports and special projects in support of organizational goals
- Streamlined budget forecasting process by utilizing automated tools, reducing time spent on manual data entry
- Maintained and nurtured relationships with key stakeholders resulting in a 15% increase in business partnerships and collaborations
- Created and onboards new employees, resulting in 20% reduction of ramp up time and increased productivity
- Managed executive budget and reconciled corporate credit card statements, resulting in 10% reduction of expenses and improved financial accuracy.
- Demonstrated adaptability by seamlessly adjusting to shifting priorities while maintaining focus on long-term goals set forth by the Vice President.
Entergy
Administrative Assistant Sr. To Vice President
07.2018 - 12.2022
Job overview
- Displays high degree of professionalism in order to maintain confidential information with discretion, deal with people tactfully, and help establish strong relationships and positive communication
- Optimizes travel arrangements (transportation, accommodations, agenda) based on executive travel needs and preferences. Manages complex itineraries, to include any changes
- Organized office events such as holiday parties or team-building activities, promoting a positive company culture and boosting employee morale.
- Improved document organization with thorough file maintenance, archiving outdated records as necessary for efficient retrieval when needed.
- Coordinates/assists with managing team meetings (staff meetings, on sites/off site, team gatherings, etc.) whether virtual or in person
- Interact professionally with all levels of staff and maintain the highest level of confidentiality; known for tact and diplomacy in handling sensitive issues
- Manage administrative affairs of the department including invoice processing, supply procurement, travel arrangements and expense reports
- Completes a broad variety of administrative duties including heavy calendar management, composing emails to both inside and outside sources
- Judges, evaluates and grant proper amount to a particular project
- Serves as primary point of contact for grantees who need assistance in utilizing the Foundation's grants portal for submission of applications and requirements
- Trusted with a $4 million dollar budget to approve employee and organizations grants
- Ensures that the grant applications are in accordance with the qualification criteria
- Readily answerable and accessible to grantees in order to update them with status of the grant process
- Purchased and maintained office supply inventories, and being careful to adhere to budgeting practices
- Performs timekeeper functions for all employees in our department
- Process Time and Attendance corrective actions on rejected timesheets.
- Maintained confidentiality of sensitive information by adhering to strict privacy policies and implementing secure filing systems.
Aetna, a CVS Health Company
Executive Assistant to Vice President
03.2018 - 05.2018
Job overview
- Balanced conflicting priorities in order to manage workflow ensure the completion of essential projects and meet critical deadlines
- Prepared, rewrote and edited information by transcribing, formatting, inputting, retrieving, copying, and transmitting text, data, and graphics to improve readability in Microsoft Word, Excel and PowerPoint
- Developed a deep understanding of the business objectives of internal and external stakeholders; evangelized the product vision and built trust by maintaining an accurate and achievable roadmap
- Reviewed and analyzed reports about format, distribution, and purpose, identified problems and improvements, develop solutions or alternative methods of proceeding
- Supported Executives with project support, data tracking, and administrative tasks
- Frequently commended for quick-thinking and resourcefulness
- Coordinated and managed special projects, including working collaboratively with staff to assure projects deadlines
- Analyzed new or renewal policies against the binder and the expired policy for accuracy.
Divine Intervention Rehabilitation, LLC
Executive Assistant/Human Resource Manager To CEO
08.2016 - 10.2017
Job overview
- Direct all stages of staffing that included sourcing, interviewing, salary negotiation, and onboarding
- Interact with staffs' direct supervisor regarding performance and personnel issues
- Stay current with changes in HR and labor law
- Completed year-end performance management processes for management, including contribution ratings, salary reviews and Personnel Action Reviews, including performance improvements
- Planned and coordinated 20+ inter-office and outside meetings and all associated task, which include, but are not limited to preparing agenda, presentations/handouts, typing and binding, slide production, conference calls, menu selection and ordering
- Reviewed outgoing correspondence, directives, and publications
- Edits to assure completeness and conformance to format and policy
- Authenticates correspondence, records, reports, and other office communications when delegated or obtains signature of authorized supervisor as appropriate.
- Managed confidential information with utmost discretion, safeguarding sensitive company data from unauthorized access.
- Served as the primary point of contact for both internal and external stakeholders, maintaining professionalism in all interactions.
- Developed strong professional relationships with external stakeholders facilitating collaborative partnerships and enhanced company reputation.
- Assisted in talent acquisition process through candidate sourcing, interview coordination, reference checks to ensure top-tier hires.
- Provided exceptional support during board meetings by preparing materials, recording minutes, and following up on action items promptly.
- Assisted in the development of training materials to ensure proper onboarding of new staff members.
- Conducted new hire orientation to verify completion of appropriate paperwork, recording information on human resources database.
- Conducted exit interviews, gathering insights to improve retention and employee satisfaction.
Arizona Orthopedic and Surgical Specialty Hospital
Executive Assistant To Chief Medical Officer
12.2006 - 05.2007
Job overview
- Provided executive administrative support for Chief Executive Officer, 3 managers, Managing Director, Chief Medical Officer and Vice Presidents
- Managed active and distinct business calendars and correspondence
- Fielded heavy email volume and executed written and verbal communications on behalf of Executives and others
- Prepared the Chief Executive Officer with developing memoranda, letters, reports, and presentations for Board meetings, medical meetings, and other project specific meetings
- Served as a Liaison between all departments to ensure proper communication to the CEO
- Coordinated and planned luncheons set up high-level conference calls, board and management meetings, special events, and travel arrangements for top executives
- Organized details of off-site functions involving participants' availability, securing of location, menu choices, travel arrangements, and material preparation, i.e
- Correspondence, charts, and slide presentations.
Education
American Public University System
Bachelor's degree from Human Resources Management and Services
08.2025
University Overview
Skills
- Microsoft Teams
- Travel Arrangements
- Meeting planning
- Excel spreadsheets
- Project Planning
- Invoice Processing
- Payroll
- Microsoft Office
- Office Management
- Executive Support
Accomplishments
Accomplishments
- Planned corporate meetings, lunches and special events for groups of 50+ employees.
Certification
- Six Sigma Green Belt (CSSGB)
- Six Sigma Black Belt (CSSBB)
- Six Sigma Master Black Belt (CSSBB)
- Six Sigma Yellow Belt (CSSBB)
- Professional Administrative Certification of Excellence Program
Affiliations
Affiliations
- American Association of Blacks in Energy
- American Society of Administrative Professionals
Additional Information
Additional Information
Certificates:
Project Execution: Running the Project
Project Planning: Putting It All Together
Project Initiation: Starting a Successful Project
Foundations of Project Management
Talent Acquisition
Timeline
Executive Assistant
Entergy
12.2022 - Current
Administrative Assistant Sr. To Vice President
Entergy
07.2018 - 12.2022
Executive Assistant to Vice President
Aetna, a CVS Health Company
03.2018 - 05.2018
Executive Assistant/Human Resource Manager To CEO
Divine Intervention Rehabilitation, LLC
08.2016 - 10.2017
Executive Assistant To Chief Medical Officer
Arizona Orthopedic and Surgical Specialty Hospital
12.2006 - 05.2007
American Public University System
Bachelor's degree from Human Resources Management and Services
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