Executive Assistant Administrative Support

Kathleen M. Hegarty Stoneham, MA *****

P: 978-***-**** E: ************@*****.***

EXPERIENCE:

Instem Ltd. (software development for life sciences) Boston, MA 9/2024 – 5/9/2025 Executive Assistant to the CEO and Executive Team (fully remote – Laid off in May 2025)

• Provided meticulous administrative support to the CEO by managing his calendar, global/domestic travel, presentations.

• Acted as “voice” of the CEO and Board liaison, representing the CEO verbally, virtually, in-person, and in all management meetings.

• Attended weekly management meetings, recording high priority tasks and relaying all administrative updates.

• Secondary support to the CEO’s Executive Team of eight, supporting NC, TX, Philadelphia, Chicago, NY and the UK.

• Managed all interaction/correspondence/scheduling and presentations with the Board Members in NY and Paris.

• Acted as the primary point of contact for external constituencies on CEO matters with our India, UK, Paris and NY office.

• Project manager: Overseeing all special projects and confidential organizational processes, confidential documents and confidential business decisions.

• Extensive event planning (domestic and internationally) and extensive global/domestic travel planning events.

• Daily extensive interaction with HR, Finance, Clinical, Delivery, Commercial, Marketing, Sales, Strategy, and Product Development. Greentown Labs Somerville, MA 12/2023 -7/12/2024

Executive Assistant to the CEO (Laid off 7/12/2024 due to CEO resignation)

• Provided meticulous administrative support to the CEO by managing his Google calendar, color coding all calendar entries, differentiating categorization/prioritizations, defining high priorities when rescheduling and scheduling.

• Daily 1:1 meeting with the CEO, reviewing his calendar, high priorities, speaking engagements, next day’s agenda and upcoming two weeks.

• Extensive daily collaboration with the CEO’s Executive Team, 11 Board Members, Vice Presidents, Directors, Operations, Finance and Marketing.

• Detailed extensive daily support for the CEO’s Executive Team of scheduling, onsite client meetings/tours, processing confidential daily reports.

• Acted as “voice” of the CEO, with superior interpersonal communication, representing the CEO in person and via email.

• Reviewed/replied to CEO’s Gmail/email multiple times throughout the day; maintaining precise organization in appropriate Gmail folders.

• Attended and 100 % management of the prep/logistics/presentations for Quarterly Board, All Hands and all Executive leadership meetings.

• Managed the process to obtain Powerpoint slides, data and content for the Board of Directors bi-weekly meetings, utilizing SharePoint. Sherlock Biosciences Watertown, MA 9/6/2022 – 11/23/2022

“Contract” Executive Assistant to the CEO, the Chief Commercial Officer, the Chief Development Officer, the VP of HR, the VP of Corporate Communications and to the VP of Business Development. (This contract position that was not approved by the Board of Directors to go permanent- Focus was on hiring a CSO/Sr. Management)

• Managed complex calendars for the CEO, for the Chief Commercial Officer, for the Chief Development Officer, for the VP of HR, for the VP of

• Corporate Communications and for the VP of Sales/Business Development and the VP of HR.

• Daily collaboration with the Executive Team, Board Members, Vice Presidents, Directors, Operations, Finance, Marketing and external clientele.

• Maintained precise calendar /event organization with color coding all calendar entries, differentiating categorization/priorities.

• Held weekly 1:1 meetings with the CEO and Executive Leadership Team, reviewing calendar, events, high priorities and action items.

• Managed the process to obtain Powerpoint slides, data and content for the Board of Directors bi-weekly meetings, utilizing Sharepoint.

• Processed monthly expenses through Expensify, processing all expenses for the CEO & the Executive Team in a timely manner. Motional - a global driverless technology company Boston, MA 2/14/2022 - 7/26/2022

• Executive Assistant for the Chief Strategy Officer (based in Korea), for the VP of Strategy & Corporate Development (Boston), for the VP of Technology (Boston), for the General Counsel (Boston) and 12 Executive Leadership Team Members: 16 Executives - Total

● Workday was from 9:00 – 8:00 pm daily/My request to hire additional EA was declined by HR - Unhealthy work/life balance – resigned after 5 months as HR declined my multiple proposals to hire additional admin support.

● Advanced Meeting Management with Motional Executives worldwide:

Prep, logistics and scheduling attendees for Global Town Halls and Global Board Meetings.

Daily collaboration with high-level global Partners, Clients and Executives, C-Suite Executives, Leadership Team, Senior Directors, and all Motional offices globally.

● Calendar Management:

Maintained precise calendars for all Executives, color coding all calendar entries, differentiating categorization, defining priorities.

Conducted weekly 1:1 “check-in” meetings with the Executives, reviewing upcoming two weeks, priorities, calendar, events, etc.

● Master of prioritization and time management, resulting increased productivity and time efficiency.

● Advanced writing skills when assisting the Executives in composing agendas, correspondence and presentations.

● Booked all travel, domestic and internationally, through Tripactions and processed expenses efficiently through Coupa Software.

● Worked closely with the Marketing Team on updating organizational charts, reflecting new hires, promotions and resignations.

● Pro-active in learning new software/technologies and resourceful in completing multiple tasks simultaneously.

● Extensive event management for large high-level client and company meetings, onsite and offsite.

● Corporate Holiday Party Planner: researching venues, interacting with sales managers, reviewing budget, RSVP’s, music, etc. Boys & Girls Clubs of Boston Boston, MA 6/7/2021 - 8/19/2021 Executive Assistant to the CEO (This new position was eliminated after 3 months due to the resignation of the CEO).

• Managed CEO's calendar, daily 1:1 meetings with CEO to review week/discuss action items.

• Implemented a color-coding process for each calendar/appointment to prioritizing calendar entries.

• Managed CEO's monthly expenses, daily emails (screening, reviewing and implementing flagging/action item process).

• Assisted CEO’s Executive Team members: Executive VP, CFO, COO, VP of HR, and Senior Director of Marketing.

• Composition of correspondence, presentations and agendas for Monthly/weekly Boston Office & weekly Senior Leadership Meetings.

• Extensive daily collaboration with the Boston Development/Events Team, Marketing, Board Members, Donors and offsite Center Directors.

• Utilized an in-house database called Raiser’s Edge, locating Donor/Board member data for the CEO in preparation for his meetings. Dewberry Engineers Inc. Boston, MA 1/2020 - 2/4/2021 Executive Assistant Office Administrator Reported to Senior VP of the Boston Business Unit (1 year in role then position eliminated due to COVID).

● Meticulous support to the Senior Vice President, (4) Vice Presidents, the Boston Marketing & IT Manager, the Regional Finance Manager, the Human Resources & the Procurement Manager in VA, (10) Boston Project Managers, Boston Vice Presidents and Executive Leadership nationwide.

● Event /Meeting Coordinator: Logistics, agendas and planning for all Boston meetings, Executive visits, training seminars, offsite client meetings.

● Held weekly 1:1 meetings with Boston Senior VP and Executive Team, reviewing calendar/week/events ahead - action items.

● Composed and edited weekly Excel reports, monthly invoice letters, Powerpoint presentations, agendas, and letters.

● Creation and submission of Purchase Orders through Dewberry DOS system. Imperial Promotional Apparel Boston, MA 4/2008 to 1/2020

● Executive Assistant (12 years in role - then eliminated /CEO’s wife took over role).

● Managed CEO's calendar, set weekly 15-minute check-in meetings to review upcoming events, meetings and action items.

● Replied to emails, calls, pricing/product inquiries, orders, meeting requests, externally and internally, on behalf of the CEO.

● Composed letters, spreadsheets and presentations for CEO in Word, Excel & Powerpoint, maintaining precise digital files.

● Assisted the CMO with extensive marketing and event planning for small, medium and large customers events – offsite.

● Assisted ten (10) sales people with scheduling, meeting preparation, presentations, client database entries/reporting.

● Social Media campaigns and Constant Contact email customer campaigns: client-based promotions targeted to clientele.

● Branded Apparel Sourcing utilizing apparel database to obtain accurate pricing suitable vendor for customer needs.

● Scheduled/set up all meetings. Zoom, Sales/Vendor/Team meetings, Quarterly Board of Directors.

● Concur & Travel Expense Software: Processed expense reports and booked travel.

● Facilities and Office Management duties. Extensive daily interaction with clients, vendors, staff of 12 and Board of Directors, customers. Expo Design Center Burlington, MA 4/2007- 4/2008

Executive Assistant/Marketing and Assistant/Event Planner to Executive Team (1 yr – then all stores nationwide closed)

● Extensive marketing and campaigns, in-store customer promotional events, all event planning onsite at Burlington Design Center.

● Assisted Executive Team with scheduling client meetings, presentations, spreadsheets, and maintaining the customer database.

● Daily interaction with sales staff in all departments (10) for customer events, customer promotions and sales reporting.

● Processed new hire packets for the HR Director and assisted with the new employee onboarding process.

● Extensive calendar, event planning, lunch ‘n learns, sales team meetings, travel and expense management for the Executive Team. Dazzlin’ Displays Danvers, MA 2/1992 to 11/2006

Owner/Office Manager/Sales and Marketing Manager, Home Decorating Business (14 years in tole – then sold family business)

● Extensive marketing campaigns, customer promotional days, event planning, corporate and customer, on and offsite.

● Managed the family business in areas: business development, sales, client service, operations, marketing, customer service. Brown Brothers Harriman Boston, MA 2/1990 to 2/1992 Executive Assistant to CEO, Systems R&D and Executive Team (2 years in role – then laid off)

● Assisted the CEO and Executive Team of four (4) with calendar management, reports, minutes, meetings, manuals.

● Managed employee database, processing of performance appraisals, invoices, newsletter. Weston & Sampson Engineers, Inc. Boston, MA 8/1987 to 2/1990 Executive Assistant to the President and (7) Vice Presidents (3 years in role – then left to work in Boston @ Brown Brothers)

• Assisted the President, seven (7) Vice Presidents and Marketing Director with calendar, client service, marketing and meetings.

• Assisted the Sales Director/Business Development with daily scheduling, RFP’s, client database and client follow-up. EDUCATION:

Newbury College Brookline, MA A.S., Business Management 1992 SKILLS:

• 23 years of Executive Assistant experience High level support to C-Suite Executives

• Purchase Orders Creation/submission of P. O’s (@ Dewberry)

• Constant Contact Email campaigns/customer promotional emails

• Advanced MS Office Outlook Word Excel Powerpoint Teams Slack

• Advanced Google Suite Calendar Docs Slides Sheets Drive

• Advanced Calendar and Time Management: Color coding process defining prioritization

• Shared Drives One Drive One Note Sharepoint

• Expense Report Processing Concur Expensify Ramp

• Travel Management: Concur Expensify Tripactions Software

• 36 years - Marketing experience Marketing Communications/Event Planning Email and social media campaigns/

Branded Apparel Sourcing

• Marketing Campaigns/Branded Apparel Sourcing/Event Planning/ Client Meetings/Social Committee Events/Company Events: o Extensive event management for large client and Executive Leadership meetings (onsite and offsite). o Extensive event planning for holiday parties, sales meetings, weekly team meetings, and team dinners. o Email and social media campaigns while @ Imperial Promotional (14 years) using Constant Contact o Sourcing branded apparel through database to locate precise pricing and applicable vendor @ Imperial (14 years)

• Quarterly Board of Directors Meetings Management: o Compilation of data from Executives (by deadline given) to input to draft, to then finalize presentation. o Advanced ability to manage logistics for meeting venues, meeting attendees, onsite IT needs and catering.

• Human Resources:

o Jobvite HR Software: Scheduled and managed candidate interviews through this HR Online portal. o Human Resources and Employee Onboarding: Managed the entire process for all new employees.

• Database Management:

o ACT Database (11 years) Salesforce (1 Year) Jobvite (1 year) o Raiser’s Edge (Non-Profit Database – used at Boys & Girls Clubs of Boston)

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