Executive Assistant Personal Assistant Office Manager Chief of Staff
Resume:
Katherine Glass
https://www.linkedin.com/in/katherine-glass-a984701b5/ 646-***-**** adih6x@r.postjobfree.com
** ****-*********** ********* / ******** Assistant & Office Manager with proven leadership skills and a track record for maximizing efficiency, streamlining processes, supporting revenue growth and improving employee/executive relationships.
EXPERIENCE:
PRECITASTE / PRECIBAKE GROUP
(Software Engineering Firm Specializing in AI & Machine Learning Solutions for the Food Industry)
Executive Associate / Office Manager
Report directly to CTO/CEO/Founder – CEO Suite representative – link to entire company; investors, customers and clients
●Executive Associate (Business Development): travel with CEO/CTO on tradeshows, support business development efforts, customer pitches, draft presentations and take detailed minutes of client meetings; all aspects of client-facing work
●Office Manager/HR: responsible for drafting company policy, as well as its implementation; NY Office compliance; recruitment, hiring and terminations, coordination of benefits, onboarding, training and fulfilling all CEO HR initiatives in the NY Office; procurement and acquisition management, facilities; responsible for the efficient and productive running of the office
●IP/Patent Management Support: oversee and provide updates regarding patent communication; assist with patent applications, filing and follow up; patent records filing; prepare patent filings cost estimates; liaise with patent attorneys and report back to CEO and engineering
●Team Coordination: interface and coordinate with all major departments globally (Operations, Engineering, Product, Business Development, Marketing & Administration); relay CEO’s vision and directives to department/team leads; scrum with teams; coordinate meetings as well as Company’s quarterly calendar
●Calendar Coordinator & Gatekeeper: manage complicated business and personal calendars for executive suite and department heads
●Marketing Manager: work closely with CTO/CEO/COO and Operations and Strategy departments to draft, update, maintain and present marketing materials; distribute projects and oversee efforts as needed to ensure CEO’s vision is executed properly
●Travel Operations/Logistics: provide all “door-to-door” travel arrangements, complicated foreign and domestic travel for the executive suite as well as family members, nannies & housekeepers
●Travel Management & Support: procurement and maintenance of travel documents (passport, visa, Global Entry, APEC) for employees and clients; manage all loyalty programs, coordination of chartered and commercial flight arrangements for exec suite and team
●Household Staff Management: HR liaison for household staff; provide assistance with benefits; employment renewal contracts and hiring; monitor/manage time-off requests; monitor timesheets
●Email Correspondence Manager: triage, organize and summarize emails to the CEO (full access to multiple addresses); coordinate follow-up as appropriate
NELSON A. ROCKEFELLER JR. (HNWI)
Executive / Personal Assistant
& Office Manager
●Reported directly to Mr. Rockefeller
●Mr. Rockefeller’s representative connecting him to and managing every aspect of his life: 4 business initiatives, 3 real estate initiatives, several individual and family shared philanthropic initiatives; liaised with business leaders, all department heads, domestic staffs, vendors, etc.
●Gatekeeper: managed complicated business and real estate project calendars as well as personal & family calendars, organized social calendar; kept in sync with the larger Rockefeller family calendar of commitments
●Managed Office Hub responsible for day-to-day activities of 4 initiatives; all aspects of HR supporting employee needs, onboarding, offboarding; all aspects of procurement
●Served as Board Meeting Secretary: took, provided and distributed quarterly board meeting minutes
●Responsible for a heavy annual travel calendar; arranged intricate international and domestic travel for Mr. Rockefeller, his spouse, family members, as well as associates, employees and domestic staff as needed, utilizing both chartered and commercial fights
●Managed a NetJets account, a chartered plane vendor, comprising Mr. Rockefeller’s personal fractional share
●Provided personal document maintenance and support: made sure all personal documents were up-to-date: driver’s license, passport, visas as necessary, all trade and social memberships, all travel loyalty programs
●Reviewed all incoming real estate contracts and business documents; provided Mr. Rockefeller with recommendation for real estate holdings action as well as advisory on business documents; distributed to staff as appropriate
●Served as Personal Real Estate Project Manager: 5-household maintenance, repair, upkeep, construction and coordination of personally held real estate holdings
NELSON A. ROCKEFELLER JR. (Cont’d)
●Served as Commercial/Public Real Estate Project Manager: liaison for non-profit real estate envelope as well as a commercial real estate project; worked closely with the Real Estate MD and commercial RE managers/vendors to coordinate project management
●Served as Domestic Staff Manager (Spanish fluency): approved and monitored timesheets, time-off requests as well as domestic staff expenses and budget; daily work oversight; ensured quarterly goals were met and exceeded; provided all aspects of HR support
●Served as Private Vehicles Fleet Project Manager: maintenance, repair, upkeep and coordination for a fleet of vehicles, supported documentation and any work required surrounding all privately held vehicles
●Served as Office Manager: purchasing, inventory, office digital & hard files management
●Processed invoices, managed billing and ensured payment across all platforms: businesses, real estate, medical, personal, family
●Processed all expense reports across all platforms: business initiatives, real estate initiatives, domestic staff, personal, family
●Monitored and reconciled all credit card statements across platforms: businesses, family office, personal, spouse and personal joint accounts
●Document production and management for various business and office projects
●Prepared, edited and distributed all written and email correspondence
GALTERE LTD. (Commodities Global Macro Hedge Fund)
Executive Assistant / Office Manager
●Reported directly to the Founder and Chief Investment Officer, an executive named by Business Insider among The 25 Most Powerful Women on Wall Street, and one of very few women hedge fund owners
●Coordinated support team of three offices with oversight over offices in New York, Minnesota, Chattanooga and Atlanta
●Provided status and advisory on team workflow; day-to-day business meeting coordination and follow-up; travel logistics surrounding international meetings coordination and accompanying work product production
●Served as First Point of Contact for investors; “face” of company; communicated with clients both foreign and domestic in English and Portuguese (for our Brazilian business)
●Organized annual firm-wide retreat off-site: coordinated all aspects of annual retreat in Minnesota
●Served as Marketing and IR Associate: worked closely with the Investor Relations and Marketing teams to execute initiatives, produce documents and follow up with investors
●Maintained/supported CIO’s email: monitored inbox and delegated follow-up as directed; provided reminders and organized responses
●Managed/supported correspondence from the Office of the CIO: drafted all written correspondence, and provided follow-up
●Served as liaison between executive office and IR, facilitating a better flow of information and communication; assisted with investor follow up and client support as needed
●Coordinated all aspects of complicated international/domestic travel for the CIO. Provided “door to door” logistics on all arrangements
●Arranged travel and obtained visas for investors/clients when needed
●Maintained and supervised highly detailed executive business and personal calendars, in addition to the general team business calendar
●Organized and maintained a vast group of travel loyalty programs; coordinated the use of award programs to offset travel costs for the firm
●Served as “Gatekeeper” – screened all calls: redirected, responded directly, or provided follow up as needed; provided trade desk phone support
●Updated and maintained contact database of over 12,000 entries; responsible for synchronization of two systems in Outlook and Pertrac (CRM); managed the investor CRM independently and coordinated updates with IR
●Served as office manager: responsible for purchasing, inventory, overseeing facilities maintenance, liaising with building management
XE CAPITAL MANAGEMENT LLC (Hedge Fund – Structured Products)
Executive Assistant to the CEO
●Reported directly to the CEO
●Clients First Point of Contact
●Organized yearly investor conference
●Liaised with all departments firm wide
●Retained all investor relations duties of previous position
●Assisted SVP; served as chief coordinator in sourcing, testing and implementation of a Client Relationship Manager (CRM) for the firm
●Liaised with the team responsible for implementation of a Partner Allocation Software (PAL) to ensure compatibility and efficiency
●Wrote business and personal correspondence
●Scheduled business and personal appointments
●Processed all expense reports and health care reimbursements for CEO and family
●Managed all travel arrangements for CEO and staff
●Performed all project work as requested including matters of private and confidential nature
XE CAPITAL MANAGEMENT (Cont’d)
Executive Assistant to a Managing Director and Head of Investor Relations.
●Managed all administration of busy investor relations department, working closely with the Head MD and a VP
●Served as first point of contact for investors, both foreign and domestic
●Monitored and managed monthly reporting process on internet hedge fund databases
●Supported the VP in the production of, and edited monthly investor letter, along with all marketing presentations and promotional material
●Organized yearly investor conference both overseas and in New York
●Managed email correspondence, kept department calendar, made travel arrangements and processed expense reports
ALLEN & COMPANY LLC (Boutique Investment Bank)
Executive Assistant to Managing Director and Firm Partner (Promoted)
●Reported directly to MD/Firm Partner, an executive named by Fortune Magazine among the most Powerful Women in American Business
●Interfaced daily with media-celebrated executives, celebrities and political figures
●Managed all aspects of 5 person investment banking team
●Trained junior support staff
●Maintained business investment files: reviewed documents and worked with legal counsel
●Drafted most and edited all business and personal correspondence
●Scheduled all business and personal appointments
●Managed all, usually complicated, travel arrangements
●Organized special business and personal functions for manager and clients
Executive Assistant to a Director and a Vice President, Investment Banking
●Managed all administrative duties
●Reviewed business and legal documents
●Assisted in the preparation and reproduction of presentations and reports for client and internal use
●Wrote correspondence
●Scheduled business appointments
●Made travel arrangements and processed expense reports
●Performed all project work as requested including matters of private and confidential nature
EDUCATION:
Columbia University
SKILLS:
●Notary Public, State of New York (Reg #01GL6290935)
●Proficient in Google Office Suite; G Suite Administrator
●Proficient in MS Office Suite (Word, PowerPoint, Excel)
●Proficient in Apple OS and software
●Proficient in Confluence and Jira (project management software)
●Proficient in Salesforce, Pertrac (CRMs); Adobe (all PDF formats)
●Excellent written and verbal communication skills
●Spanish fluency (written and oral)
●Portuguese working knowledge
PERSONAL INFORMATON:
address
88 Bay Shore Road
Bay Shore, NY 11706
adih6x@r.postjobfree.com
cell
New York, New York 01/2018 – 09/2020
Developed NYC Office from early stage to fully operational. Increased inter-office production by 50% and reduced costs by 15%.
New York, New York 03/2014 – 01/2018
Improved employee retention by 25%. Boosted office productivity by 10%. Revamped and renovated domestic and ranch staff management policy. Cut redundant expenses resulting in 7% annual savings.
New York, New York 02/2010 – 02/2014
Revamped and developed Executive and NYC Offices increasing productivity by 60%. Reduced costs by 20%.
New York, New York 06/2006 – 08/2008
Coordinated sourcing, development and implementation of both CRM and PAL systems. Improved upon investor marketing by 10%.
New York, New York 02/2000-12/2005
New York, New York
Contact this candidate