Operate at maximum productivity and efficiency with MORE AVAILABLE hours for your use, always be briefed and prepared for meetings, have absolute certainty that deliverables and communications are handled. How would this improve your work and personal life, health, mental state? I'll help you find out!But first… What’s your style?Some prefer an Executive Assistant (EA) that’s more of a Chief of Staff. Their EA sees all the emails, knows all the top-secret topics, proofs and perfects direct reports’ work before you see it.Others prefer an EA that contributes by being a rock star administrative assistant.I understand and respect that my job is to help YOU! In a way that YOU find most valuable.I assisted SVPs and VPs for 11 years at a company that demanded absolute and total excellence.Performing at that level ingrained new skills, but also fine-tuned the innate personality and behavioral traits that allow me to provide truly impactful assistance.Below are Performance Review excerpts:The greatest compliment I can give is that once I know Claudia is managing an issue, I don’t need to worry about it.She is invaluable in reminding management of key dates. The objectives don’t adequately describe the effort and contribution she makes in keeping management organized and on track. All the VPs and SVPs rely heavily on Claudia’s organizational skills.Her time management and efficiency skills are perceived so favorably that she was asked to assist new SVP by recommending and implementing tips and processes.She takes proactive approaches/actions that others have never considered or attempted. Claudia retains almost complete control of monthly and quarterly reports. These take considerable time and expertise to collect and compile into concise materials ready for SVP review (then to President, COO, Board). Because of her excellent work there is no need to spend an inordinate amount of time proofing or changing. Both SVPs spend a very short time on the reports and can focus on other deliverables. I rely heavily on Claudia for these reports which are critical to our division.
Namc
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Executive AssistantNamcAustin, Tx, Us
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Manager AdministrationHospital Jan 2021 - PresentAustin, Texas, United States• Support CEO, CFO, COO, CNO, CMO• Special Assignments:o Complete intricate hospital credentialing packages for two hospitals for submission to numerous insurance providers. Fill out up to 50 pages of facility and services information, provide extensive regulatory compliance documentation including hospital and DEA licenses, state certificates, and insurance. o Manage all aspects of Board meetings according to regulatory requirements including immaculately accurate and organized hard copy documentation of all Board correspondence and documents for review by regulatory agency. Act as keeper and interpreter of bylaws, ensure compliance to annual schedule and completion of mandated action items. Handle room booking, catering, board packets, agenda, minutes for in-person and phone meetings.o Up to 15 Capital Expenditure Requests per week for 17 departments. Ensure completion of product purchase and adherence to process. Point of contact for status. • Schedule:o Strategic calendar management of exceptionally high-volume, complex calendars.o Schedule all-day interviews, up to 5 per month. Comprised of onsite and offsite participants across multiple hospitals with up to 9 interview segments a day and 40 attendees. Arrange logistics across the hospitals including video and room needs. Send detailed calendar invites including itinerary, instructions for parking and for finding interview locations inside the hospitals.• Administrative Support:o Plan meetings, dinners, events including reservations, room booking, catering, create and distribute agendas and minutes.o Submit expenses in Concur.o Prepare correspondence and advanced, complex Word documents, Excel spreadsheets, and PowerPoint presentations including function formulas, merges, macros, imbedded audio, and multi-layer transitions.o Route invoices and contracts for signatures, ensure execution and payment.
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Branch AdministratorUrban Dirt Sep 2021 - Nov 2021Austin, Texas Metropolitan Area• Accounts Payable:o Matched invoices to purchase orders in Aspire. Entered direct invoices and credit memos into QuickBooks, organized invoices for check runs. Setup new vendors in QuickBooks and collected W9s and COIs.• Human Resources:o Set up new hires in ADP, QuickBooks, and Aspire. Performed I-9 verification. Setup Wisely pay cards.o Processed transfers, promotions, demotions, and terminations in ADP, QuickBooks, Aspire, and payroll. • Administrative Support:o Coordinated events, handled customer complaints, responsible for IT, facilities, and equipment maintenance, plus inventory and ordering of office, kitchen, and bathroom supplies.
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Payroll And Human Resources AssistantGb Auto Jan 2021 - Sep 2021Austin, Texas, United States• Payroll:o Weekly and bi-weekly payrolls for 3 markets, 60 stores, 498 employees in Paycom and RapidPay Card setup. • Human Resources:o Set up new hires in VAST and Paycom. Coordinated drug testing, ran ADP vehicle and background check, obtained I-9 documentation, and performed I-9 eVerify. o Processed transfers, promotions, demotions, and terminations. Made resulting updates in VAST and in payroll. o Handled external requests including W2 inquiries, verification of employment, and customer complaints. • Special Projects:o Utilizing advanced Excel, converted 100% manual payroll process to fully automated process with upload capability into Paycom. Performed I-9 clean up. Transitioned from hard copy to electronic employee records.
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Administrative AssistantVidbox Apr 2015 - Feb 2020Austin, Texas, United States• Supported President/Founder and Vice President.• Supply Chain and Logistics:o Maintained inventory, bill of materials, plus revision history of finished goods and components.o Handled domestic and international ground, air, and sea shipments to, from, and in US, Canada, Australia, Mexico, Europe, Asia. Owned all related purchase orders from creation to ensuring payment.• Administrative Support:o With Accounting ensured accurate accounts payable and receivables for supply chain, logistics, and office.o Answered phones and welcomed guests, responded to inquiries or directed to appropriate person. o Created Word documents, Excel spreadsheets, and Access databases. Maintained hard copy and digital files.o Received and distributed packages. Scheduled, packed, and shipped packages via USPS, FedEx, DHL, or USPS.o Coordinated office activities including team lunches, celebrations, holiday parties, and offsite team building.Heavy utilization of Microsoft Word, Microsoft Excel, Microsoft PowerPoint.In Austin, TX -
Co-OwnerBold Street Coffee Oct 2013 - Apr 2015Austin, Texas, United States• Daily Operation of Business:o Provided exceptional customer service and maintained customer and vendor relationships.o Maintained inventory and ensured regulatory compliance.o Handled accounts payable and receivables.Heavy utilization of Microsoft Word, Microsoft Excel, Microsoft PowerPoint.In Austin, TX
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Administrative AssistantTexas Mutual Insurance Company Jul 2002 - Oct 2013Austin, Texas, United States• Supported Chief Risk Officer, Senior Vice Presidents, and Vice Presidents.• Schedule:o Prioritized executive’s calls, correspondence, and tasks taking ownership of or delegating in a manner that would maximize their time and reduce executive’s workload.o Briefed and kept executives ahead of meetings and action items and ensured completion of action items.o Maintained efficiency for meeting length and meeting occurrences by continuously re-evaluating meeting priority, dependencies, and logistics. • Travel:o Arranged travel details, including registration, air or ground transportation, and hotel in and out of state.o Developed contingency plans, created itineraries containing extensive contact information and backup travel arrangements. Coordinated with external contacts to verify logistics, agreement to objectives, and to request trial-run of technical aspects. -
Administrative Assistant Continued...Texas Mutual Insurance Company Jul 2002 - Oct 2013DETAILS continued...• Deliverables:o Created, communicated, and managed the process to complete deliverables across various departments in Corporate, Austin, Dallas, Houston, and Lubbock, including monthly, quarterly, and year-end reports.o Performed proofreading, ensured deliverable data was mathematically and technically correct, that it made sense logically and compared to historical data and other cross-references, and contained correct spelling, grammar, and punctuation.o Division POC for special projects, including company move, migration of division files to a new drive, and records retention.
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Administrative Assistant Continued...Texas Mutual Insurance Company Jul 2002 - Oct 2013Austin, Texas, United StatesDETAILS continued...• Meetings:o Managed large, out-of-town, overnight, VIP events such as Physician Council, Agency Owner Council, and Agency Staff Council. o Coordinated division and department meetings, including team building. o Planned special events such as company-wide celebrations or town halls.o Scheduled meetings and booked internal and external rooms or venues.o Prepared meeting agendas and presentations. Took detailed notes, recorded action items, and followed up to ensure action items were completed.o Set up laptop, projector, audio for meetings and phone or video conferences. Provided technical support.• Budget:o Compiled comparison reports for each department, explained variances and run rates. Presented analysis to SVP and VPs.o Coordinated the completion of all budget deliverables, including data entry into budget software, training and development, staffing models, IT needs, and capital expenditures. Proofread prior to SVP review.• Office Management:o Credit card reconciliation, accounts payable, accounts receivable, purchase orders, ordering supplies and snacks, building and equipment maintenance requests, expense reports, coordination of vendor and office suppliers, photocopying, faxing, mailing out, filing, prepared correspondence, presentations, reports, proposals and memorandums.o Arranged candidate interview schedule, travel, lodging, and reimbursement. Prepared detailed interview packet for executives including itinerary, interview questions, scoring sheet, and candidate resume.o Responsible for all aspects of new employee onboarding including: office supplies; desktop, laptop, landline, cell phone; database, file, and account access; parking and security badges.o Prepared and distributed New Employee Orientation presentation and materials.
Frequently Asked Questions about Claudia P.
What company does Claudia P. work for?
Claudia P. works for Namc
What is Claudia P.'s role at the current company?
Claudia P.'s current role is Executive Assistant.
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Claudia M P.
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Claudia P.
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