KIMBERLY K. HAYES

Coral Springs, FL *****

954-***-**** ad42tq@r.postjobfree.com

linkedin.com/in/kimberly-hayes-ba0aa121

SENIOR EXECUTIVE ASSISTANT

A highly organized, detail-oriented professional with more than 20 years of business experience in supporting C-level executives and their staff, financial planning and analysis, basic accounting, basic asset management, basic contract law, operations and marketing for an American technology company, a pet specialty retailer, philanthropic organization, a multi-billion-dollar global learning company and a publicly held billion-dollar Fortune 500 company. Excellent problem solver, proactive communicator, positive interpersonal and customer service skills. Self-starter with strong analytical and critical thinking skills; thrives in a fast-paced growing environment. High level calendar management with global time zones and cultural nuances, including coordinating complex meetings to include board and investor calls, quarterly business reviews and monthly townhall discussions. Focused and results oriented in supporting deadline driven operations, multi-task efficiency. Prioritizing and managing multiple projects simultaneously; recognized for eliminating errors and inconsistencies. Liaison between multiple departments to ensure proper communications and reporting practices. Organize, book and plan frequent complex domestic and international travels. Excellent proofreader, editor with strong written and verbal communication skills. SAP financial planning software experience – mainly controlling (CO) and finance (FI) modules. Proficient in productivity tools: Microsoft Office Suite: Word, Excel, PowerPoint, Outlook, Access, Teams; Google Suite: Docs, Sheets, Hangouts; Zoom, Slack, Concur, Expensify, Workday, SAP, BPC, ImageNow.

PROFESSIONAL EXPERIENCE

LUMINAR TECHNOLOGIES, Orlando, FL and Sunnyvale, CA May 2021-March 2024 Luminar Technologies Inc. (NASDAQ: LAZR) is an American technology company that develops vision-based lidar and machine perception technologies, primarily for self-driving cars. Executive Assistant

• Senior level administrative partner who provides detailed support to the Co-Founder, Chief of Staff, Chief Legal Officer, VP of Investor Relations, VP of Talent Acquisition, and other Vice Presidents as needed within the organization.

• Liaison to the board of directors within the Office of the CEO and lead administrative support for all quarterly business review (QBR) meetings. Responsible for all logistics for board and committee meetings and QBR meetings, including securing meeting space, contracting hotel room blocks, audiovisual (AV), catering, restaurants for group meals, transportation and arranging any special activities or tours; providing on-site logistical support.

• Extensive interaction with internal and external stakeholders including staff, board members, investors and external partners. Exercises discretion and sound judgement in managing confidential and highly sensitive information.

• A highly resourceful, polished, and well-spoken team player with strong interpersonal skills who can work both independently and within a team with limited supervision.

• Proactively anticipates needs while working under pressure, prioritizing competing tasks while exceeding deadlines in a fast-paced changing environment.

• Strong decision making with acute acumen; able to adapt to and work effectively in evolving situations.

• Mindful strategic calendar management working with multiple time zones: schedule and monitor complex meetings whether virtual or in person with internal and external players; flagging issues and resolving conflicts quickly, providing a bridge for smooth communication.

• Arrange frequent complex domestic and international travel including flights, trains, rental cars, car services, hotels, and conference registrations. Obtain visas as needed, i.e. China – very complex.

• Forward thinking professional who actively seeks and sees opportunities and proposes solutions. Strong negotiator.

• Partner with my executives to keep them well informed of upcoming commitments and responsibilities. Serve as their “gatekeeper.”

• Attend weekly executive assistant (EA) meetings to tackle complex calendars and international travels to improve operational efficiency.

• Process expense reimbursements with itemized receipts in accordance with internal policies. Manage payment of invoices and other financial obligations related to my executives’ initiatives and projects.

• Can-do positive attitude willing to “go the extra mile.”

PET RETAIL BRANDS (PRB), Sunrise, FL March 2019-October 2020 PRB is the third largest pet specialty retailer and the largest small format, neighborhood pet specialty retailer in North America. PRB is Pet Supermarket in the US and Pet Valu in Canada. Executive Assistant

• Provide high-level, confidential executive administrative support to the office of the President and CEO and PRB’s senior executive team including the CFO, Chief Marketing and Digital Officer, Chief Supply Chain Officer and Chief Merchandising Officer and others as needed.

• Manage the CEO and senior executives extensive travel such as booking flights, rental cars or car services and hotel accommodations; helping them keep or exceed their status with various airlines, rental cars and hotel chains; completing expense reports in Concur for reimbursement after completed trips.

• Manage the CEO’s schedule and workload; ensuring the CEO and other key senior executives are adequately prepared for meetings; ensuring they have enough prep time; print and e-mail documents as needed.

• Serve as an ambassador for the office of the President and CEO with external constituents including the board of directors and the company’s owner, Roark Capital Group.

• Schedule quarterly board meetings; two in Canada and two in the U.S.; sorting out locations, venues and needed logistics including sending out board materials; organizing prep meetings ahead of time, fielding all queries from the board; travel, lodging, food and beverage and an off-site team building event. Accompany the executive team.

• Help the senior executive team operate more efficiently and effectively through general administrative and clerical tasks such as answering phones, faxing, mailing, filing, and photocopying. Proactively looking at all executives calendars on a consistent basis to sort out any meeting conflicts ahead of time. Maintain an annual calendar, partnering with colleagues; detailing monthly business review meetings, real estate committee meetings, annual conferences, quarterly board meetings and any key activities that the senior management team participates in.

• Book travel for senior level candidates interviewing for various positions within the company; coordinating interview schedules, rental cars, and reimbursements. Also arrange logistics for visitors, coordinate conference calls and proofread correspondence.

• Diplomacy and discretion with regards to confidential and sensitive information.

CHAN ZUCKERBERG INITIATIVE (CZI), Redwood City, CA June 2017-December 2018 CZI is a philanthropic organization, founded by Mark Zuckerberg and Priscilla Chan in 2015, whose initial areas of focus include supporting science through basic biomedical research and education through personalized learning. Executive Assistant

• Heavy scheduling of calendar meetings across internal and external teams as well as time zones for the Vice President of learning science, Director of learning science operations and the Manager of learning research and their teams.

• Excellent organizational and time management skills. Strong writer and communicator.

• Strong ability to prioritize and juggle multiple tasks while maintaining composure and focus. React positively and swiftly to last minute changes in logistics or needs.

• Excellent time management skills: work independently as well as within a team - ability to manage a great deal of information, tasks, and relationships. High level of confidentiality.

• Strong interpersonal skills and ability to work with diverse groups of people, specifically the ability to form relationships without much direct face-time.

• Self-starter; comfortable independently managing multiple projects and being resourceful.

• Partner with other EA’s cross-functionally to improve organizational practices and processes. Attend weekly EA meetings.

• Coordinate and manage travel, both domestic and international--securing vital meetings, attendance at industry conferences and events, preparing materials, arranging for visas, organizing logistics both in advance and with last minute changes.

• Manage expense reports, reconcile, track and process consultant contracts and invoices. Use Concur, Expensify and Workday.

• Draft, proofread and finalize correspondence, presentations, memorandums, and any other documents for execution.

• Plan and coordinate internal and external events.

• Maintain systems of communication, electronic filing systems, prioritizing incoming information and requests, maintaining contact/correspondence records.

• Work flexible hours as needed.

KAPLAN, INC., Fort Lauderdale, FL February 2010-June 2017 Kaplan is a multi-billion-dollar global educational services company and largest subsidiary of The Graham Holdings Company. Executive Assistant

• High-level calendar management for Chief Information Officer (2010-2011 only), Chief Learning Officer, Vice- President of Learning and Research, Vice-President of Measurement and Evaluation and the Kaplan Learning and Innovation (KLI) team. Balance priorities and negotiate time with internal and external resources. Manage conflicting meeting requests with ease to enhance productivity.

• Complex travel itineraries domestic and international – flights (seat selections/upgrades), trains, car services, rental cars, cabs, subway, hotels, and corporate apartments for both corporate and personal.

• High degree of independence, maturity, diplomacy, professionalism, and confidentiality.

• Partner with other EA’s cross-functionally to improve organizational practices and processes.

• Coordinate travel and team attendance at industry conferences and meetings. Provide integral logistics for quarterly in-person KLI team meetings; including one large educational research conference called AERA. Coordinate annual in person KLI steering committee members meeting at AERA. Book meeting room space for several AERA events and select food, beverage, and AV requirements. PR for the AERA events include a paid advertisement in the AERA program guide and postcards. Coordinate panelists’ schedules for AERA symposiums via their EA’s. For AERA purchase give-away items, make tent cards, name badges, and collect honorariums for steering committee members; providing on-site assurance that all logistics run smoothly.

• Oversee smaller ad hoc meetings – research venue/meeting room space, food and beverage and AV requirements – dial-in information, Adobe Connect, Zoom, or Google Hangouts.

• Keep running lists for my executives for the places they visit frequently and the business meetings they have so that when my executives travel back and visit those exact places, I send them their running lists of contacts to determine who they should meet with again and add any new contacts to these running lists for future.

• Legal liaison for contractors/vendors that KLI and various divisions within Kaplan use to ensure accuracy and consistency for project work.

• Prepare monthly forecasts, work with senior management on results – actual vs. forecast – make recommendations and provide required commentary or explanation. Submit final forecasts to finance.

• Review journal entries for KLIs cost center monthly to ensure accuracy and adjust any discrepancies.

• Process KLI invoices and allocate expenses to general ledger accounts and cost centers (pay invoices for project commitments as needed for other Kaplan divisions including KTP, KHEG and KU.)

• Process the KLI teams travel and expenses into an accounting system called Concur. Identify areas for cost savings and make recommendations.

CITRIX SYSTEMS, INC., Fort Lauderdale, FL 1999 - 2009 Citrix is a $2.82 billion-dollar hi-tech computer Software Company. Marketing Manager

• Supported C-level management (trade shows), five Senior Directors and staff of 50.

• Managed daily operations for an $18 million dollar budget year to date.

• Advised and performed financial planning and monthly forecasting activities and tracking.

• Recommended process improvements that led to cost savings. Negotiated renewals of annual market research contracts, increased tradeshow negotiations and saved more than $100K annually for the organization.

• Coordinated geographically and functionally dispersed team; required schedule flexibility and odd hour’s availability.

• Final proofreader; legal liaison/surrogate on all contracts, corporate and partner press releases.

• Strong contract negotiator.

• Coordinated logistics, sponsor PR, wire distributions for PR team for various company events named Synergy and Summit, largest tradeshow events for Citrix. Obtained vendor quotes for give-away items used at such events. Managed full budgets for both - costs were about $8.5 MM each.

• For Synergy, organized travel and hotel arrangements for about 40 attending journalists from around the world; helped organize over 100 on-site meetings over a two-day period between journalists and C-level executives and product management as well as organized a night out for the same audience. Organized press center and logistics for the event. Wrote sponsor PR handbooks, reviewed, and kept track of all reviewing parties’ comments for 40 sponsor press releases. Managed within the marketing team on-site logistics for 3,500 attendees.

• Managed wire distribution of news and ensured all records were kept in compliance with company policies.

• Managed content on Corporate Web site for newsroom; maintained materials on Corporate Intranet called MyCitrite.

• Managed over 100 vendor and partner relationships.

• Prepared monthly closing reports, analyzed and revised quarterly forecasts; gave monthly variance reports.

• Managed corporate marketing billings from vendors and reported expenses/project management for large company events.

• Created an internal audit function for corporate marketing: Enhanced internal controls, began compliance with GAAP regulations and key Sarbanes-Oxley processes and minimized overall risk in a changing business environment.

• Kept allowable variances and finance deadlines under budget expectations of one percent.

• Proactive teamwork and coordination. Received emergency e-mail on a Sunday that a new vendor required a 50% deposit the next day. Travel money and customer time was already invested and though it typically would take up to two weeks to make this happen, was able to pay new vendor within four hours the following day.

• Planned and organized meetings or business trips for various groups/individuals; negotiated meeting contracts and came in under budget.

• Updated yearly company business journal listings.

SOUTH FLORIDA CHURCH OF CHRIST (SFCOC), Miami, FL 1996 - 1999 SFCOC is a church not for ourselves.

Executive Assistant

Managed operations for lead pastor/CEO; level of leadership consisted of overseeing 16 churches in the Southeastern United States and South America. Primary responsibilities included business and personal financial management, coordination of facilities for the churches throughout South Florida, travel arrangements, domestic and international, for lead pastor and staff of 50.

EDUCATION

Bachelor of Science in Communications

Double Minor in Political Science and Music

Florida State University, Tallahassee, FL

Dean’s List

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