QUALIFICATIONS SUMMARY
Meticulous, task-driven Executive Assistant with 25+ years of administrative experience in managing client-centric office operations. Equipped with exceptional ability to facilitate all aspects of internal and external communications, support the day-to-day administrative, financial, and operational functions by working collaboratively with C-level executives. Proven talent for aligning business objectives with comprehensive administrative knowledge to achieve maximum operational impacts, conserve time and boost efficiency.
SKILLS
Office Management
Database Management
Conflict Resolution
Accounting Processes
Staff Training & Leadership
Research & Reports
Oral & Written Communication
Project Management
Expense Reporting
Travel Coordination
Calendar & Email Management
Customer Service
Collaboration
Critical Thinking
Emotional Intelligence
Growth Mindset
Intellectual Curiosity
Results Focus
PROFESSIONAL EXPERIENCE
International Association for the Study of Lung Cancer (via Ultimate Staffing), Denver, CO
Interim Executive Assistant II (Full-Time, Contract)January 2024 – Present
Provide executive administrative support for the CEO, including scheduling, preparation for daily meetings which consists of appropriate documentation, background research, project status updates, etc.
Manage the CEO’s calendar and project timelines, including scheduling recurring and nonrecurring meetings with internal and external constituencies as well as implementing technology solutions that improve scheduling workflows.
Create all CEO PowerPoint slide presentations, scripts and travel folders, streamlining content creation with available technology tools.
Build and organize effective tracking spreadsheets and regularly report on deliverables and status for various active CEO initiatives utilizing Excel, WorkZone, and other tools whenever appropriate.
Regularly update the CEO’s curriculum vitae, biographical information, and headshots to submit, as requested, for conferences and speaking engagements. Ensure that all information contained in these documents is accurate and current at all times.
Leverage existing and new technologies and artificial intelligence (AI) solutions to increase efficiency and improve workflows for executive administrative functions and find areas where automation and software can be utilized for continuous improvement.
Under the direction of the CEO, provide administrative support for activities and meetings of the Board of Directors and Executive Committee, including, but not limited to, advance written communications, document preparation and distribution, travel coordination, meeting coordination and scheduling. Identify and implement technologies that facilitate international collaboration and continuously improve Board and Executive Committee functions.
Monitor and ensure that IASLC Board, Executive Committee, and governance-related committees (Governance, Finance and Audit) meetings comply with specified requirements for governance in the IASLC Bylaws to include agenda development, distribution of meeting notices, tracking attendance/quorum, preparation of meeting materials, advance distribution of meeting materials, and room setup.
Prepare and archive meeting minutes in a timely manner for all key meetings in accordance with the IASLC Bylaws and association governance best practices, utilizing AI and other technologies to improve accuracy and timely reporting.
Manage the annual collection of Conflict of Interest and Financial Disclosure forms from Board members in accordance with established guidelines utilizing OpenWater and available software systems.
Assist in the preparation of onboarding materials, governance manuals, and training for new Board members as directed by the CEO.
Manager and administer the nominations and election process for new members of the IASLC Board of Directors through OpenWater, including regular communication with the Nominating Committee, election systems vendor, Executive Committee, and IASLC members throughout the election process, and consolidating resulting into reports on lessons learned and recommendations for future elections. Identify and implement additional ways to streamline and automate the nomination and election processes.
Manage the entire process for the nomination, selection, and presentation of the Distinguished Service and Lectureship Awards in accordance with the IASLC Bylaws.
Maintain accurate service records and demographic information for Board members.
Provide administrative support, scheduling, agenda development, and meeting minutes for internal leadership and monthly team meetings for the IASLC staff.
Plan and coordinate offsite meetings, technology arrangements, event logistics, and food and beverage orders for CEO and Board-related meetings.
Oversee, manage, troubleshoot, and clearly communicate travel booking details and arrangements for the CEO and IASLC Board members in conjunction with the designated corporate travel agency.
Travel domestic and international as needed to support CEO and Board meetings and events.
Demonstrate commitment to the IASLC core values.
Other duties as assigned.
Dietrich Partners, Glendale, CO
Chief of Staff (Full-Time, In-Office)May 2022 – December 2023
Planned and directed all administrative operations for the Executive Chair & Founder and Executive Management team. Organized and managed schedules ensuring courteous and timely responses to messages and inquiries.
Organized and prioritized critical issues and required information for the Executive Chair & Founder and/or Executive Management Team to facilitate efficient decision-making. Functioned as the liaison between the Executive Management team, Board members and clients.
Maintained organization and filing of electronic and hard-copy records. Provided project management and administrative support for special projects.
Composed, formatted, and proofread correspondence and other documents as requested. Arranged travel for the Executive Chair & Founder, as requested.
Worked closely and effectively with the Executive Management team to organize upcoming obligations and prep for upcoming meetings. Assisted Operations Manager on operational activities for the organization.
Implemented office processes, documented standard operating procedures, and ensured documentation was current and regularly updated. Approved policies designed within various sub-functions and departments.
Prepared agendas and materials for meetings and coordinated set up, ordered supplies/food, confirmed attendance, and composed meeting minutes. Assisted with presentation and proposal preparation, including PowerPoint development.
Coordinated and supported special projects that helped to advance the operations and mission of the company. Recommended innovative approaches and procedures to effect efficiency improvements.
Assisted with new employee orientation and onboarding. Assisted with processing termination documents.
Senior Executive Assistant (Full-Time, In-Office)September 2021 – May 2022
Provided multi-faceted administrative support and assistance to the Executive Chair & Founder and senior-level leadership team to ensure effective use of time and productive interactions with staff and clients.
Managed various administrative and support tasks and independently initiated and implemented processes to manage projects, information, and people. Managed the executive’s schedule, meeting preparations, follow-up tasks, and complex travel arrangements.
Conducted research and information gathering on behalf of the executive and prepared summaries and reports. Developed positive and strategic relationships at all levels of the organization.
Used discretion, judgment, and knowledge of the organization to facilitate the executive’s activities and maintain confidentiality. Responsible for directing and deploying support staff.
Worked on advanced, complex technical projects and business issues.
Moss Adams, Denver, CO
Executive Assistant (Full-Time, Hybrid)January 2021 – August 2021
Proactively managed calendars, travel coordination, managed time and expense entry for assigned executives. Assisted with the production of client deliverables. Drafted, edited and proofread business correspondence and presentations.
Served as a liaison for internal and external clients, including screening phone calls, facilitating client communications to the appropriate client service staff, and following up with clients when applicable.
Assisted with engagement management activities, as needed, such as billings and new client acceptance.
Assisted with support of marketing/practice development activities, including events, marketing materials, Client Relationship Management data maintenance, and industry group support.
Leveraged internal networks and teams to effectively manage workflow. Performed other duties and special projects as assigned.
Metro Water Recovery, Denver, CO
Senior Administrative Assistant (Full-Time, Hybrid)April 2020 – January 2021
Administered support to the Deputy Manager/Director and Regulatory Compliance Officer of the Environmental Services department. Contributed to specialized office support such as travel arrangements and expenses, meeting/catering coordination, purchase requisitions, interoffice mail, and office supplies and equipment.
Spearheaded document production and coordination, including correspondence, memoranda, meeting notes, and other plans and reports which may be confidential. Responsible for editing and proofreading documents and reports of a technical nature.
Facilitated the administration of departmental or division programs.
Conducted data validation and cleanup of computer reports for analysis. Managed department responsibilities for Records Management to ensure timely archiving of department hard copy and electronic files.
A resource for others in the division or department for changes to SharePoint sites or document libraries. Responsible for supervising and amending databases, as assigned. The primary point of contact for the department on various organizational products.
Quest Diagnostics, Denver, CO
Marketing Executive Assistant (Full-Time, Remote)August 2015 – February 2020
Delivered high-level support to Executive Director and six (6) Regional Marketing Directors. Organized calendars, coordinated meetings, organized travel arrangements and controlled expense reporting.
Served as the marketing department’s administrative liaison, aiding in solving ad hoc administrative and execution issues and delivering administrative direction and facilitation, as needed. Coordinated monthly Sales Director call coordination – setting up Skype and WebEx, sending calendar invitations, amending, and forwarding host instructions to monthly host.
Monitored Marketing Invoices mailbox for daily invoice submissions, check requests, and payment inquiries. Created purchase orders and submitted invoices to Accounts Payable weekly.
Assisted with annual budget tracking as needed. Processed and approved P-card expenditures, as appropriate.
Executed special projects and created reports as required. Managed equipment ordering and maintaining supplies for the team.
All American Paper Company, Westmont, IL
Office Manager/Administrator (Full-Time, In-Office)January 2012 – June 2015
Organized and oversaw all administrative activities. Developed and implemented new administrative systems.
Constructed an organized file system. Organized procurement of all office supplies of stationery, supplies, equipment, and furniture.
Kept accurate records of office expenses. Controlled petty cash fund.
Oversaw and organized the work of office and warehouse staff. Advised employees when unusual work situations arose or when new procedures were instituted.
Executed special projects as required.
Weekly duties – collections report, accounts payable/receivable, sustained inventory for window sales, fulfilled requests for resale certificates, tax exemption certificates, and credit information, entered new accounts into QuickBooks.
Monthly duties – amended inventory prices via Access, reconciled bank statements with QuickBooks, UPS, and fleet account billing statements.
Customer service – answered phones, greeted customers and suppliers, expanded product knowledge, aided customers with will-call orders, responded to customer inquiries and complaints, and assisted customers with window sales.
EDUCATION
Doctor of Health Administration, Capella University, Minneapolis, MN – 2023
Master of Business Administration, Keller Graduate School of Management, Downers Grove, IL – 2014
Bachelor of Business Administration, Saint Xavier University, Chicago, IL – 2011
CERTIFICATIONS / PROFESSIONAL MEMBERSHIPS
American Association of Notaries – Member since January 2021
National Notary Association (NNA) – Member since March 2023
Notary Public, Colorado – Current Certificate Expires in January 2025
The National Society of Leadership and Success – Member since 2020
Foundations of Leadership Certificates 1 & 2 – Issued June 2021
