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Executive Assistant

Boston, MA
October 24, 2018

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Kaelin Woods

*** ************ ***, *** *, Boston, MA 02115

Email: 917-***-****

Executive Assistant with fifteen + years of experience supporting complex, deadline-driven operations at the executive level. Knowledge and use of human resource policies and procedures inclusive of new hire retention, paperwork, and on-boarding. Excellent communication skills with vast experience of scheduling meetings across multiple time zones, coordinating multi-leg detailed domestic and international travel, obtaining visas and arranging for global entry. Seeking a support position with a professional service firm that fosters teamwork and employee growth.


Executive Assistant to Principal (Contract Position)

The Woods & Co, New York, NY & Boston, MA June 2015-Present

Recognized Leader in beauty, fashion, health, and fitness public relations & Communications Firm

Calendar management, preparation of agendas and presentation materials

Provides customer service, relationship management, and retention utilizing written and spoken communication

Ownership & coordination of event logistics, vendor management, and budgets

Searches for new talent, administer new hire paperwork and assist with onboarding

Prepares detailed expense reporting inclusive of client codes and project numbers

Accountable for maintaining all in-house inventory of promotional inventory

Executive Assistant to North American Chief Executive Officer NY Showroom Manager

Brioni, New York, NY July 2010- June 2015

Luxury retail & wholesale company selling Italian apparel for men

Managed all International and Domestic travel for CEO and Executive team. Planned group travel, obtained visas and completed Global Entry applications

Orchestrated a demanding calendar for CEO, arranging for quarterly board meetings with the preparation of agenda, PowerPoint presentations, and logistics

Accountable for in-depth and complex expense reports for Executive Team

Partnered with facilities management to address maintenance, repairs, security issues, and invoicing

Responsible for the onboarding new hires, i.e., new hire paperwork, computer hookups, software installations, cell phones, security cards, administered background checks and maintained maintenance of employee files

Coordinated catering and staffing for all market appointments, special events adhering to stringent budgets cultivated relationships with catering companies which resulted in savings of 35% per quarter

Facilitated donations, vetted charities and budgeted for yearly contributions. Arranged employee charity day with several non-profit firms

Contracted to organize seasonal sample sales inclusive of staff coverage, merchandising and sales which resulted in over $100,000 of merchandise sold after three days. Entrusted, accountable and reconciled all cash and credit card transactions

Supervised, trained, retained and promoted four receptionists into Assistant Sales positions

Executive Assistant to Chief Executive Officer Showroom Manager

Ermenegildo Zegna & Agnona--New York, NY June 2008- July 2010

Luxury retail & wholesale company selling Italian apparel, accessories, and fragrance for men & women

Responsible for arranging meetings on behalf of the Chief Executive Officer and assisting World Wide Chief Executive Officer & Sr. Executive team when visiting from Italian headquarters

Arranged all CEO travel including Domestic, European and South American travel

Partnered with New York and Italian Public Relations department on invitations to wholesale & retail account base, tracked headcount, arrangement for all logistics and celebration dinner of 200 guests

Worked with building management to arrange space maintenance, space build-out, shipping of merchandise, rental of loading dock and freight elevator as well as obtain all necessary insurance paperwork

Maintained extensive database which for retail & wholesale customer account base & vendor management

Responsible for expense reports for CEO, Vice President of Retail and five direct reports of CEO

Solely set up for seasonal sample sales with profits exceeding company given projections of $60,000 in revenue

Executive Assistant Office Manager

Talbots, New York, NY April 2003- June 2008

Point person for a large inventory of merchandise transfers, arranged for security guards, temp staff, trucking company, and pertinent insurance paperwork

Liaised with human resource departments in new hires paperwork, planned agenda and schedule all the relevant meetings for new hire orientation

Tracked staff of 85 full -time employees for days off, and overtime hours worked

Cultivated relationships between staffing agencies, worked with the payroll department and adhered to stringent budgetary requirements which consisted of 60+ full-time freelance employees

Supervised reception and mailroom staff and maintained interaction with Facilities staff

Maintained busy executive calendar & expense reports for SVP and seven Directors for global travel

Executive Assistant to President of

Polo Ralph Lauren; New York, NY July 1999-April 2003

Accountable for arranging company events and meetings inclusive of Mr. Lauren

Analyzed and evaluated cost chart for sales and piece goods and trim

Negotiated with foreign and domestic mills to outsource piece goods and fabric for Polo Neckwear line

Ran and analyzed daily flash reports and maintained delivery schedules for Seasonal goals

Facilitated scheduling for fit models' program and organized fit times with other departments throughout the organization

Executive Assistant to Managing Director, VP, and Associate

Goldman Sachs & Co; New York, NY June 1998- July 1999

Assisted with setting up company Roadshows between the firm and its investors

Assembled an agenda as well as a very detailed itinerary for both Domestic and International travel

Collaborated on banker attendance worksheets both daily & monthly report

Arranged interviews for summer internship program

Demonstrated accountability for the upkeep of extensive health care contact list for Managing Director


Roger Williams College, Liberal Arts Program

Brooks Institute of Photography-BFA Degree


Microsoft Office Suite, Concur, Adobe, Cision and Apple based products

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