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GLORIA C.

CALLE
15412 S.W. 142nd Court, Miami, FL. 33177
Home (305)971-8416 * Cell: (305)283-2040
E-mail:gcalle@comcast.net
Sr. Administrative Assistant

PROFILE:
Administrative professional offering 15+ years, experience in self-directed position at executive level
requiring effective support, secretarial, supervisory and administrative abilities, highly motivated,
detailed oriented, adaptable team player with exceptional interpersonal and communication skills.
Adept at developing and maintaining administrative processes that reduce redundancy and improve
accuracy and efficiency.

PROFICIENT:
-Ms Word - Excel - PowerPoint - Outlook - Microsoft Windows XP
-Typing 55wpm - Fluent in English and Spanish

EXPERIENCE:

Excalibur Electronics Inc. - Miami, Fl. - 3/2002 - 6/2009


Executive Assistant
Provide high level administrative support to Executive Vice President at this international company
with over $65 million in sales revenue. In this capacity insured all aspects inherent to this position
.were met in a timely manner to achieve forecast

• Maintained daily inter-office correspondence and overseas communication with Hong


Kong office.
• Direct liaison at corporate executive levels for customers such as Kohl’s, Target,
Menard and Sears.
• Steered leads and potential customer inquiries, domestic and international to
appropriate sales representative.
• Support functions to a group of six independent sales representatives, by means of
furnishing pricing, samples and technical specifications, on line of over 300 products.
• Communicated assertively with customers regarding shipment issues; monitor order
entry, review account status, follow-through on fund transfers.
• Prepared Quotations, Sales Reports, Inventory Reports and Order Processing.
• Instrumental in fulfilling cumbersome procedures required by customers, to
implement internet sales e-commerce.
• Maintained strict confidentiality on pricing and sensitive issues handled by Executive
VP.
• Made travel/hotel/car arrangements.
• Scheduled meetings, reserved conference rooms. Greet customers.
• Screened calls. Filing.

Cooper Energy Services, Miami, Fl. - 8/1989 - 12/2001


Order Analyst (1/1999- 12/2001)
Gloria C. Calle Administrative Assistant Page 2

Review all incoming orders for accuracy and insured inter-departmental processes were in place to
.fulfill orders’ requirements, at this multi-national oil and gas company
• Processed Order/quote entry for purchase orders originating in South America.
• Booked $7 million in orders and maintain their hard-copy files.
• Enhanced opportunities of obtaining orders by pursuing delivery dates improvement.
• Performed collections by contacting agents to resolve outstanding shipments’ issues.
• Monitored Cash in Advance Orders and secured proper fund transfer.
• Issued credit memos on short-shipped orders and settled disputed charges.
• Verified part numbers through inter-company investigation.
• Prepared Customs documentation, invoicing, back orders, missing or damaged
material reports.
• Expedited Class I breakdowns and emergency orders.
• Located and diverted material from other distribution centers for more efficient order
fulfillment.
• Organized Monthly Outstanding Quotation Report and Bookings Reports through
spreadsheets and graphics.

Cooper Energy Services, Miami, Fl.


Office Administrator ( 1995-1999)
In this capacity, along with overseeing the day to day office operations, coordinated the freight
.forwarding service between USA and branch offices in Venezuela
• Promoted a smooth workflow by overseeing the purchasing office supplies and
equipment.
• Acted as Human Resources liaison with Houston Headquarters. Arranged new-hire
interviews, paperwork, mandatory drug-testing and physical exam appointments.
• Sign-off on Accounts Payable, office rental agreements, petty cash and office utilities.
Coded all payments per AP policy and procedure.
• Successfully organized and hosted numerous training seminars, booked venues and
stayed within budgetary guidelines.
• Prepared daily correspondence by transcribing from dictation machine, or composed
communications.
• Streamlined and monitored $16 million of inter-plant material transfer between central
warehouse and international offices with freight forwarder. Maintained files.
• Distributed HR office newsletters/memorandums to several oversea offices.

Cooper Energy Services, Miami, Fl.


Service Administrator (1989-1995)
In this position, reported to Area Service Manager, with payroll, bonuses and field data gathering as
main responsibilities.
• Administered over $2 million dollars in yearly wages and compensation for a group of
eighteen servicemen living abroad, by auditing time sheets.
• Assigned coverage dates for international employee bonuses’ at correct percentages.
• Audited over $500,000 in living expenses by approving/rejecting expense reports.
• Coordinated all eighteen travel arrangements on a rotational/monthly basis.
• Translated technical field reports from Spanish to English, maintain field report files
per job site, per unit. Distributed technical bulletins to personnel at different job sites.

EDUCATION: Grace Institute Business School, New York City


Newtown High School, New York City
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REFERENCES: Available upon request.

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