Executive Assistant Administrative

KRISTA MALLORY

Senior Executive Assistant

760-***-**** / **********@*****.***

PROFILE

Professional, proactive, and confident Senior Executive Assistant with 12+ years of experience supporting CEOs, C-Suite Executives and Board Members, and experience working across multiple time zones with various stakeholders. Experience acting as point person for my Executive team, complex calendar management, travel booking (domestic and international), inbox management, and coordinating Board meetings, investor meetings, and internal management meetings. Impeccable verbal and written communication skills, strong computer skills, detail-oriented, tech savvy, great multi-tasker, and proven experience administratively supporting my Executives and acting as their “right hand”. Able to represent my Executives to internal and external business contacts, including investors, Board members, other executives, VIP customers, vendors, and fellow employees. Investor Relations background giving me the ability to draft briefings, decks and other important documents, and superior editing/proofreading skills. Unique ability to build the relationships necessary to accomplish tasks at the highest level. Able to anticipate the needs of my Executives and handle multiple, highly confidential, and critical projects in a tactful and timely manner. Experience acting as a cheerful Gatekeeper and Gateway for my Executives, minimizing interruptions but also possessing the knowledge on when to escalate an issue. Vast experience creating and/or maintaining electronic filing systems. Possess a “no job too big or too small” attitude. Committed to working after hours as required to get the job done, including travel if necessary.

PROFESSIONAL EXPERIENCE

Artiva Biotherapeutics, Inc. 01/22 – 06/22

Executive Assistant to the President and CEO

Reporting directly to the CEO, I:

Provided administrative support to the CEO, CFO, COO, CMO, CTO and Chief Legal Counsel

Took the lead role in coordinating Board meetings, investor meetings, and company-wide meetings and events

Arranged complex and detailed travel – domestic and international, preparing itineraries and agendas, compiling documents for travel-related meetings, and preparing & submitting expense reports in a timely manner

Researched, prioritized and followed up on incoming issues and concerns addressed to the CEO, including those of a sensitive nature

Worked closely with my Executives to keep them informed of upcoming commitments and/or responsibilities

Organized and coordinated Executive outreach and external relations efforts

Managed very active calendars for the CEO, CFO, COO, CMO, CTO and Chief Legal Counsel and set up internal and external meetings, managing constant changes and immediate requests

Expertly prepared presentations, correspondence, letters, and memos that were often confidential

Ensured that my Executive team had the most current office equipment and software licenses, working closely with I.T. and Purchasing

BriOri BioTech, LLC 05/21 – 08/21

Executive Assistant to the CEO

Reporting directly to the CEO, I have:

Coordinated a move to a larger lab/office space in Carlsbad, including coordination with several contractors hired to perform the tenant improvements and setting up a security system, desktop support, janitorial, and phone system

Initiated/completed a successful, rapid shipment of plasma and tissue samples from India to Carlsbad – during COVID-19 (which was not easy)

Supported my CEO administratively by managing and transmitting important electronic files to our V.C. partners

Helped develop presentations and briefs for important meetings with investors and other stakeholders

Coordinated all Zoom / Microsoft Teams meetings and calls

Planned my CEO’s domestic and international travel, including hotels, cars, and ground transportation

Coordinated with our outside Accounting and Legal firm to ensure that vendors are being paid and that attorneys have the necessary documentation

Performed all administrative tasks such as distributing incoming mail, arranging for lunches and dinners with Board members, VIP partners, and important vendors, as well as maintaining office and lunchroom supplies and greeting all visitors

Acted as my CEO’s “right hand” in the office while he spent very important time in the laboratory

TrueCare (aka North County Health Services) 02/20 – 05/21

Executive Assistant to the COO

Supporting the COO, the VP and their 13-person Operations team by:

Acting as an extension of the COO and handling urgent requests and matters in his absence

Screening all incoming calls and initiating correspondence in response to various business requests sent to the COO

Maintaining COO’s Outlook calendar, managing shifting priorities & double bookings

Working with the COO as an overall project manager tracking a variety of metrics

Maintaining a spreadsheet of critical Clinical supplies and sending to Senior Management daily

Arranging for all travel, conference registration, and completing expense reports for a team of 15

Gathering and compiling data to provide reports to Operations Leadership team

Serving as initial contact for patient inquiries and complaints, solving or escalating as necessary,

and maintaining patient confidentiality at all times

Assisting with the prioritization of workflows to maximize efficiencies in Clinics

Drafting/proofreading all documentation coming out of Operations

Coordinating all on and offsite meetings, including reservation, A/V & meeting room set-up, catering, and any additional supplies needed for meetings

Preparing weekly meeting agendas for Core Operations, Clinical Operations, Operations Directors, and Nurses’ meetings - drafting and distributing minutes for same

Maintaining sufficient office supplies, procuring when needed

Received “2020 Employee of the Year Award” out of 650 employees!

LETTUCE BOX, INC. 05/19 – 11/19

Executive Administrative Assistant

Supporting the CEO by acting as a liaison with his direct reports, taking detailed minutes at meetings and important phone calls and listing/ensuring follow up on Action Items

Planning, coordinating, and executing various corporate meetings such as Senior Leadership meetings, All Employee meetings, and off-site meetings/events

Preparing correspondence, reports, and other written communications

Compiling the Corporate Records book

Creating and revising Operations Policies and Procedures

Managing the office by liaising with I.T., Facilities and outside vendors

Completing projects by establishing objectives and gaining the cooperation of others

Executing the Accounts Receivable function, also paying invoices as authorized

Managing all digital and hard copy document filing

Completing timely expense reports using Expensify and reconciling credit cards

NOBELBIZ, INC. 07/15 – 06/18

Executive Assistant to the CEO

Writing and editing/proofreading complex and confidential correspondence & memorandums

Communicating with Board and Audit Committee members to gather/assemble meeting documents and acting as a Concierge to Owners/Board members

Managing multiple executives’ calendars across multiple time zones

Taking minutes for various Executive/Board meetings and calls

Arranging complex international and domestic travel and preparing post-travel expense reports

Engaging with Board members for coordination of meetings, preparation of Board presentations

Developing and editing PowerPoint presentations, Word, and Excel tables

Maintaining all paper and electronic document filing for CEO and Executive Office

PACIFIC COAST COMMERCIAL INTERIORS 01/09 – 01/15

Executive Assistant to the CEO/Office Manager

Proactively managing the CEO’s calendar, managing shifting priorities

Setting onsite and offsite appointments for CEO, greeting office visitors

Managing all Office Administration functions (Accounts Payable & Receivable, Human Resources, Payroll, ordering office supplies, arranging for in-house events, vendor management, shipping of product samples using FedEx, UPS, DHL and USPS)

Creating PowerPoint presentations to communicate/demonstrate our capabilities

Managing insurance vendors (Liability, Workers Comp.) and responding to requests for proof of insurance

INTRALASE CORP. (NASDAQ: ILSE) 01/06 – 04/07

Director of Investor Relations & Corporate Communications

Professionally represented the CEO and the company both internally and externally

Planned, managed, and executed all investor, analyst and employee communications

Drafted and issued all company press releases, obtaining appropriate approvals

Planned and participated in monthly investor road shows with the CEO & CFO, (one-on-ones, conferences, dinners)

Made quarterly presentations to the Board of Directors on investor base and industry trends

Communicated with Scientific Advisory (SAB) members to gather/assemble data for presentations and other documents

Prepared and updated investor presentations for my CEO

Created and sent invitations for appointments with analysts and investors for the CEO, managing shifting schedules in real time

Coordinated schedules with Board members’ and Senior Staff’s assistants

Coordinated with P.R. Agency to develop stories for the business and trade press

SKILLS

Highly proficient in MS Office Suite (Outlook, Word, Excel & PowerPoint) and Google Workspace; adept at using Zoom, Skype, WebEx, GoToMeeting, Microsoft Teams, SharePoint, OneNote, ADP TotalSource, Adobe Acrobat Pro, DropBox, DocuSign, Monday.com, Expensify and Slack; excellent verbal and written communication skills; top-notch proofreading/editing skills; accurate typing skills of 65+ words per minute; able to quickly master new applications.

EDUCATION

B.A. Business Management, College of Idaho

M.B.A, California State University San Marcos

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