Executive Assistant Email & Phone Number

Downtown Las Colinas - Irving, Tx

• Provided executive administrative support for (1) EVP, (3) SVPs of Sales & Originations and as needed assisted the Sales & Branch Originations and Training Department• Heavy travel arrangements for executives• Heavy calendar management for executives• Created and submitted expense reports for executives• Created PowerPoint presentations, Visio organization charts and Excel reports, graphics and spreadsheets• Created and updated weekly Branch & Sales contact list• Event planning for bi-annual Branch & Sales conferences offsite at hotel for (5) days• Ordered lunch and setup dinner reservations for executives• Provided administrative support for the Training Department for monthly new hire trainees with travel and hotel arrangements, ordering lunches, dinner reservations, and shuttle pickup/drop-off• Ordered and shipped monthly “most outstanding” plaques to the branches with the most sales• Prepared agendas and meeting minutes. Followed up on meeting action items• Organized and prioritized the content of incoming materials, specially gathered information, special requests and meetings• Gathered, prepared, reviewed and maintained documents relating to the Originations department for Branches & Sales• Reviewed material for executive approval for typographical and grammatical accuracy, format, conformance with procedures, internal consistency and ensured proper approvals have been obtained before releasing correspondence• In executive's absence, coordinated the timely communication of requests, issues, complaints, problems, and other action items to the appropriate manager• Established, maintained and revised office filing and other record-keeping systems• Screened telephone calls and determined whether the executive should be interrupted based on business need of caller

Dallas, Tx

• Provided administrative support for the President & CEO, CAO, CCO, CFO, COO, General Counsel and EVP of Leasing• Prepared daily schedules of meetings and priorities. Scheduled and coordinated appointments without prior clearance• Scheduled and coordinated complex travel arrangements, including creation and submission of expense reports• Heavy PowerPoint presentations, Visio organization charts and Excel reports, graphics and spreadsheets• Initiated, established and communicated department meetings on behalf of the executive. Prepared agendas and meeting minutes. Ensured meetings progressed according to schedule. Followed up on meeting action items. Anticipated, prepared and compiled materials for conferences and meetings on own initiative• Organized, prioritized and summarized the content of incoming materials, specially gathered information, special requests and meetings• Reviewed material for executive approval for typographical and grammatical accuracy, format, conformance with procedures, internal consistency and ensured proper approvals have been obtained before releasing correspondence• In executive's absence, coordinated the timely communication of requests, issues, complaints, problems, and other action items to the appropriate manager• Established, maintained and revised office filing and other record-keeping systems• Prepared reports for presentation to the Board of Directors.• Prepared administrative reports for senior management approval and CEO review• Gathered, prepared, reviewed and maintained documents relating to department budget and staff administration• Screened telephone calls and determined whether the executive should be interrupted based on business need of caller

Tinley Park, Il

• Provided executive administrative support for the President & CEO, CFO, CIO, and Director of Revenue Cycle Management• Heavy calendar management for president and executives• Heavy travel arrangements (domestic/international)• Heavy PowerPoint presentations, Visio organization charts and Excel reports, graphics and spreadsheets• Event planning for president and clients• Schedule and coordinate conference calls, onsite/offsite meetings and dinner reservations• Process expense reports and reconciliation• Order breakfast and lunch for meetings for president, executives and clients• Take and transcribe minutes of meetings • Screens incoming telephone calls for president• Prepare materials for the Board of Directors in Board Meetings• Personal assistant to president and family with vacation planning, event planning, bill-paying, running personal local errands and special projects • Handle confidential documents and matters with sensitivity and discretion• Serves as right hand and as a liaison for the president and CEO • Composes correspondences, agendas, proposals, forms, memos, reports, and scans documents• Heavy client communication via phone, email and in person• Coordinate on-boarding for new team members• Coordinate large mailings and manage client database• Serve as company notary• Oversees all general office administrative functions to ensure the smooth functioning of the president’s office• Strong organizational skills with creativity

Aurora, Il

• Heavy travel arrangements• Heavy calendar management using MS Outlook• Heavy communication with attorneys, paralegals, legal assistants, insurance adjustors and consultants on a daily basis• Scheduled site inspections, meetings, telephone conferences, depositions and trial testimony for engineers• Prepared: expense reports, correspondence, memos, reports, presentations, deposition summaries, photo logs, graphs, spreadsheets and artifact receipt forms• Transcribe dictation from Dictaphone• Scheduled and maintained calendars for engineers• Prepared and spiral-bound photographs and reports• Prepared and assemble deposition and trial notebooks• Order and pickup breakfast and lunch for client meetings and depositions. Interact with clients in a friendly and professional manner. Act as a liaison between the engineers and their clients• Screened and directed incoming telephone calls and place outgoing calls to clients• Organized and managed all file material received from clients such as: court documents, correspondence, reports, medical records, photographs, videotapes, CDs, DVDs, x-rays and other documents• Edited, faxed and mailed engineers resumes and expert/trial testimony• Mailed billing invoices to clients on a monthly basis. Input purchase order requisitions and timecards• Created file folders for each client: correspondence, work product, photograph, background, literature, medical records, court documents, plaintiff and defendant experts• Open, date stamped and distributed all incoming mail to engineers.• Mailed and shipped artifacts, documents, correspondence, reports, photographs, videotapes, CDs, and DVDs via Federal Express, UPS, Yellow Freight

Chicago, Il

• Provided executive administrative support for the SVP of Marketing & Sales and the Marketing Department• Heavy Power Point presentations, Excel charts/spreadsheets• Prepared letters, memos, reports, spreadsheets, flowcharts, graphic charts, presentations and ensured total accuracy in spelling, proofreading and grammar before submitting projects• Coordinated meetings, ordered and picked up breakfast or lunch • Worked with publications and their representatives, specifically processing all print media insertion orders• Ordered competitive creative from Video Monitoring Services• Established, organized and maintained all produced documents, new business files, research materials and records for all client competitive reviews, including spending analysis, creative and resultant presentations