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Executive Assistant

Location:
Carlsbad, CA
Posted:
February 19, 2020

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Resume:

ROBIN B. KINARD

*** **** *****, ********, ********** 92011

adbvg8@r.postjobfree.com • 858-***-****

SUMMARY OF QUALIFICATIONS

Accomplished professional with progressive experience supporting senior level executives with the ability to work with a sense of urgency to meet deadlines and milestones. Adept at developing and maintaining organized and detailed administrative and procedural processes that reduce redundancy, improve accuracy, efficiency and achieve organizational objectives. Highly focused and results-oriented in supporting complex, deadline-driven operations; able to identify goals and priorities and resolve issues in initial stages. Proven track record of accurately completing research and reporting information to management within budget requirements. Maintain utmost integrity, professionalism and confidentiality at all times. Successful in helping companies grow with the implementation of new ideas and creative trouble shooting. Reputation of motivating peers to full potential and communicating complex information clearly to individuals at all levels. Consistently commended for the timely, high-quality completion of both routine and special assignments. Recognized for "exceptional work ethic, as well as relentless desire to get the job done - and done right". Highly recommended as an "invaluable right-hand" to any organization by President & CEO.

PROFESSIONAL EXPERIENCE

PALOMAR HEALTH, San Marcos, California 2016 – 2019

Executive Assistant

Provided direct support to the Vice President, Chief of Staff and Directors by ensuring smooth day to day operations by handling a wide variety of confidential, time sensitive materials and projects assigned.

Composed correspondence, spreadsheets, presentations, reports and department organizational charts.

Managed heavy calendars, scheduled meetings to include venue management, AV set-up, catering, Agenda and presentation materials, conference room and WebEx.

Facilitated travel arrangements to include hotel, flight, transportation, conferences and dinner reservations.

Executed social events for team to include offsites meetings, holiday celebrations and going away parties.

Managed and approved biweekly timecards and PTO; expense report reconciliation and processing.

Participated in a multitude of meetings by taking minutes, prepared action items for review and distribution.

Coded and approved invoices in Smart Touch; prepared monthly Employee Recognition Awards.

Facilitated on-boarding and off-boarding of new employees, consultants and vendors as required.

Always exhibited good judgment, tact and diplomacy with highly confidential and proprietary information.

TORINO GROUP, INC., Carlsbad, California 2013 – 2016

Executive Assistant

Provided high-level administrative support to the President & CEO, CFO and Management Team by ensuring efficient office management and superior client relations with strict confidentiality at all times.

Scheduled meetings, maintained heavy calendars, coordinated domestic travel arrangements, itineraries, arranged conference calls, as well as organized social events.

Composed complex correspondence, spreadsheets, presentations, reports and organizational charts.

Maintained, evaluated and procured office supplies and equipment, including computers, printers/scanners/copiers and mobile phone devices.

Managed accounts payable/receivable, bank reconciliations, processed payroll and expense reports.

Designed and implemented interactive website and developed and maintained email marketing campaign.

Assisted team in special projects and interfaced effectively with all levels of the organization and clients.

Recommended changes of office procedures in an effort to streamline processes and increase efficiency.

WHITE NELSON DIEHL EVANS LLP, Carlsbad, California 2008 – 2012

Executive Assistant

Provided senior level complex administrative support to the CEO, CFO and Partners by ensuring proficient firm administration of a deadline driven and confidential nature.

Managed calendars, arranged domestic travel, prepared meeting minutes and organized social events.

Composed complex correspondence, spreadsheets, presentations, reports and organizational charts.

Prepared payroll, including expense reimbursements and PTO reconciliation, accounts payable and receivable, bank reconciliations and quarterly and annual payroll tax returns.

Administered firm annual benefit open enrollment and facilitated new hire on-boarding and off-boarding.

Maintained personnel files to include annual reviews with salary increases, discretional bonuses and PTO.

E-filed tax returns, posted activity reports, route sheets and reconciled weekly tax return status report.

Assisted with office merger and planned renovation by analyzing space utilization requirements and recommended revisions.

VIASAT, INCORPORATED, Carlsbad, California 2005 – 2008

Executive Assistant

Directly supported the Senior Vice President and Management Team in all aspects of proposing, negotiating, preparing and administering Government contracts.

Maintained heavy calendars, scheduled meetings and conference calls, created, analyzed and proofread complex contractual correspondence, spreadsheets, presentations and reports.

Prepared Non-Disclosure Agreements to ensure proprietary information was continually protected.

Developed an electronic filing system by streamlining numerous contractual processes in an effort to gain workplace efficiency, improve tracking, reporting, enhance customer service and reduce costs.

Planned and implemented offsite events, composed agendas, booked venues and catering arrangements, created promotional materials, provided audio/video equipment and compiled meeting minutes.

Interfaced effectively with all levels of the organization, clients, subcontractors and Government agencies.

Exhibited good judgment, tact and diplomacy in dealing with highly confidential and proprietary information.

LOCKHEED MARTIN CORPORATION, San Diego, California 2003 – 2005

Executive Assistant

Directly supported Senior Vice Presidents and Program Managers to ensure Government compliance requirements and regulations were met; oversaw a variety of organizational functions, special projects, risk management and evolving processes.

Initiated proactive formulation and implementation analysis of risk management and policies and procedures.

Organized and attended weekly status meetings; compiled minutes and action items for distribution.

Relied on to track, chart and report key costs and schedule milestones for oversight purposes.

Created and disseminated risk management reporting information for public release to all involved parties.

Defined, developed and facilitated program management organization chart staffing plan by tracking and charting respective progression, recommended requisition revisions and published approved updates.

Identified problems, reviewed production standards and made recommendations for problem resolution.

J. STEPHEN HAWKINS & COMPANY, INC., CPA'S, Solana Beach, California 1995 – 2003

Executive Assistant

Provided high-level, diversified administrative support to the President & CEO and Management Team, as well as ensured efficient office management practices and strict confidentiality at all times.

Composed correspondence, spreadsheets, presentations, reports and organizational charts; managed calendars, travel arrangements and social events.

Managed tax return tracking, reviewed tax returns assemblies for accuracy and filed online extensions.

Executed billing, payroll, expense reimbursements, accounts payable/receivable and bank reconciliations.

Recruited and interviewed candidates, facilitated orientation, training and benefit administration.

Discovered and corrected discrepancies to assure operations remained ahead of schedule requirements.

Upheld the highest level of rapport between staff, clients, Government agencies and vendors.

EDUCATION

Associates of Arts, Business Administration

San Diego Mesa College, San Diego, CA

COMPUTER SKILLS

Microsoft Office Suite (Access, Excel, Outlook, PowerPoint, Project, Publisher, SharePoint, Word), ACT, API Time & Attendance, Balanced Scorecard (LEM), Compliance-360, Constant Contact, CPA Software, Doc-It, EReview, Hiring Manager, In Design, IXpand, Lacerte, Lawson, LinkedIn, Lucidoc, Meeting Room Manager, Oracle, Practice Solutions, QuickBooks, Rent Manager, Sentact, SmartTouch AP, Visio, WebEx and 10-Key

CERTIFICATIONS

Notary Public

Active Secret Clearance



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