Executive Assistant Hr

Kaylee A. Doolittle

Irvine, CA 949-***-**** ******.*******@*****.***

Professional & Experienced Executive Assistant to CEO and Clerk of the Board Providing day-to-day administrative support to all executive levels of management specifically the Chief Executive Officer, Deputy Chief Executive Officer, and Elected Officials. Strong planner and problem solver who readily adapts to change, works independently, shows initiative, and exceeds expectations, all while juggling multiple priorities and meeting tight deadlines without compromising quality.

Career Summary

Executive Assistant to CEO & Clerk of the Board

San Joaquin Hills and Foothill/Eastern Transportation Corridor Agencies Irvine, CA May 2017 – September 2022

• Conducts a variety of highly responsible and confidential duties in support of the Chief Executive Officer (CEO); the day-to-day operations of the Executive Administration office and the Agency as a whole; prepares and maintains confidential file system of Agency Board members, including rosters and contact information.

• Clerk of the Board responsible for preparing agenda packets for joint Boards of Directors and six standing committee meetings in accordance with legal requirements, including production of minutes, resolutions, and notarized documents.

• Provides logical and organized information to the CEO, Deputy CEO, Executive Team and other staff, demonstrating credibility, trust and support to the Executive Team and throughout the Agency.

• Assisted in planning and coordinating of all company seminars, conferences and tours as well as the lead in planning of all employee events.

• Plans, coordinates, and maintains the CEO’s schedule; organizing meeting materials and other relevant documentation; ensures the CEO is well informed of upcoming commitments and responsibilities while initiating appropriate follow-up.

• Organizes travel and other arrangements for the CEO and board members; prepares and provides trip information files in advance of travel; collects receipts and prepares travel expense reports and reconciles company CEO’s credit card statements.

• Manages Executive Administration Departmental Budget including serving as the Tech Rep for the general office contracts and activities.

• Supervises the Office Assistant and leads the administrative team of five staff.

• Oversees the development, timely production and distribution of the agendas for all meetings, schedule meeting dates, post meeting notices, prepare legal notices for publication and arrange pledge of allegiance and invocation speakers.

• Receives and responds to legal service and requests for records according to the California Public Records Act submitted to the Agency; performs Custodian of Records duties involving release of public information.

• Maintains records of Boards of Directors’ meeting attendance and manages Board Members compensation and expense reimbursement, including travel reimbursement.

• Lead Filing Officer for the preparation and completion of the FPPC Form 700’s by Boards of Directors, selected staff, legal counsel, and consultants.

• Serves as a central contact for questions and requests from Board members and for staff scheduling meetings with Board members.

Executive Assistant to CEO

Wahlco, Inc. Santa Ana, CA

August 2010 – May 2017

• Administrate all correspondence including emails, intercompany memorandums, letters, agendas and reports.

• Manage the President & CEO’s complex and frequently changing personal & company calendars.

• Liaison between Board Members, management, other departments, clients, and vendors.

• Coordinate and complete all domestic and international travel arrangements, passport and visa needs for the entire company.

• Assist with budgetary proposals, terms & conditions, purchase orders, contracts, and claims.

• Create and manage numerous spreadsheets, presentations, expense reports, metrics, and company goals.

• Reconcile company and personal credit cards including personal banking and taxes.

• All rental property management including rent roll, property taxes, insurance, utilities, and maintenance.

• Manage all personal cars including insurance, registration, and maintenance.

• Maintain confidential files and materials – electronic and hard copy.

• ISO 9001:2008 Internal Auditor.

Executive Assistant & Office Manager

The March Group Newport Beach, CA

February 2008 – July 2010

• Assistant to the Executive Vice President of Capital Markets and Office Manager.

• Facilitated, managed, and distributed all incoming correspondence.

• Scheduled and coordinated meetings, appointments, events, and other similar activities. Responsible for all domestic and international travel.

• A liaison between executives and operating units for all day-to-day administrative tasks. Maintained and approved all office supplies and inventory.

• Extensive knowledge of information systems, computers, and office equipment. Filed and retrieved corporate documents, records, and reports. Administrative & HR Assistant

Optima Funding Mortgage Corporation Santa Ana, CA April 2003 – November 2007

• Administrative Assistant to the President of the company.

• Managed and maintained the President's schedule.

• Welcomed guests and customers in person or on the telephone, answering or directing inquiries.

• Routing all correspondence - drafting letters, documents and initiating telecommunications.

• Performed all general office duties; ordering supplies, maintained records and management systems.

• Provided research, technological and administrative support.

• Helped conduct application screening, enrolled, and implemented employee benefit programs.

• Interpret administrative support and operating policies and procedures for employees Processed invoices, W4, I9 and payroll.

• Administrated highly confidential material.

Administrative & Accounting Assistant

Land America Title & Escrow Orange, CA

January 2001 – April 2003

• Assistant to Senior Accountant.

• Answering and screening all inbound phone calls.

• Provided high-level administrative support - housekeeping and personnel.

• Compose, type, edit and distribute numerous meeting agendas.

• Helped with posting debits, credits, and reconciling accounts.

• Consistent in the accuracy and completeness of data.

• Generated various invoices along with monthly reports and financial statements. Education & Training

CMC Certification - currently in training

State of California Notary Public Commission 2018 - Present Rockhurst University Continuing Education Center 2013 ISO 9001:2008 Internal Auditor Certification 2011

Computer Competencies

MS Office 365

Microsoft Teams, Zoom & WebEx

Google Docs, sheets & slides

SharePoint

OneDrive

References

Available Upon Request

Contact this candidate