Los Angeles Executive Assistant

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STACEY WHORTON

***************@*****.*** / 540-***-**** / Los Angeles, CA

SUMMIT FINANCIAL MANAGEMENT, Los Angeles July 2024 - Current Administrative (full-time salary)

• Manage office support for virtual team, maintaining face-to-face contact with clients

• Heavy Excel sheet preparation and tracking

• Exceptional attention to detail

• Bookkeeping via an online platform, accounts payable

• State, city tax filings

• Liaise with banking executives, CPAs, brokers, lawyers, managers and ex-partners

• Provide extreme discretion as clients are high-profile / entertainment industry personalities

• Commission, pension and payroll tracking

FREELANCE, Virtual, Chicago and Los Angeles July 2021 – June 2024 Business Management to Personal Assistance

• Managed small business owners’ and HNW individuals’ finances

• Created systems, streamlined processes and provided tailored concierge services and support

• Organized personal and professional correspondence, emails and travel

• Produced applications, LLC filings, small claims court filings and evidence compilation

• Tracked building permits, home repairs and reimbursements

• Researched vendors and purchased business, personal and/or household items

• Displayed absolute confidentiality and understanding of delicate personal situations and relationships METACULUS INC, Santa Monica, California August 2022 – Jan 2023 Executive Assistant to CEO (full-time salary)

• Informal leadership role (HR management) within a completely virtual tech startup prior to hiring Chief of Staff

• Strategic operations planning, a sounding board for ideas and issues

• Supported purchasing, prescreening technology to enable HR outsourcing (Deel, Rippling, etc.)

• Liaised with financial organizations and vendors, tracked spending, and approved expenses

• Prepared payroll and maintained compliance with multiple states, federal and international filings

• Onboarded US and international employees

• Analyzed and wrote informational summaries and meticulously proofread all outgoing materials

• Heavy calendar management via Google Workplace such that it aligned with daily, weekly and quarterly needs

• Maintained daily contact with employees across international timelines via multiple communications platforms

(Slack, Asana, Google)

• Created international travel itineraries and managed logistics

• Planned team retreats nationally and internationally with frequent in-person work sessions

• Oversight of inbox, provided daily summaries of priorities, on top of deadlines

• Filtered distractions, aiding the CEO to be a proactive leader

• Devised productivity and planning check-ins, regularly running through a tailored list of questions AMERICAN MEDICAL ASSOCIATION, Chicago, Illinois Sept 2021 – Feb 2022 Executive Assistant (temporary)

• Virtual administrative support to two Directors in a newly established department, focused on DEI

• Heavy calendar management via Outlook and Calendly over multiple national time zones

• Scheduled and hosted Zoom and Teams meetings, conducted polls, webinars, and surveys

• Proactively reported progress toward deadlines with timely identified obstacles

• Wrote job descriptions, department onboarding

• Identified and tracked deliverables for the Board of Trustees

• Drafted meeting minutes with follow-up on actionable items

• Prepared PowerPoint presentations for meetings

• Maintained SharePoint file system, noting taking systems in Teams, created surveys utilizing Forms, and tracked data in Excel (Microsoft 360)

2

STACEY WHORTON - PROFESSIONAL EXPERIENCE CONTINUED HEARTWOOD CENTER FOR INTEGRATIVE HEALING, Evanston, Illinois July 2017 – June 2021 Director and Media Manager (change in board of directors)

• Managed commercial facility with 30 treatment rooms, 2 event spaces, and 3 residential buildings

• Negotiated vendor contracts and commercial mortgage loans

• Fiduciary responsibility for P&L while serving as Treasurer of the Board for 5 years

• Oversight of the yearly operating budget

• Bookkeeping in QuickBooks and liaised with CPA on tax filings

• Prepared quarterly reports and maintained close communications with board members

• Devised strategic marketing and individual donor fundraising plans

• Wrote and designed weekly email newsletters utilizing Constant Contact

• Created daily social media content for Facebook and Twitter

• Edited website via WordPress

• Designed marketing brochures utilizing Adobe Creative Suite MINDROLLING CHARITABLE SOCIETY, Stanley, Virginia August 2006 – June 2020 Manager and International Tour Facilitator (relocated)

• Structured a world-renowned Buddhist teacher’s yearly international speaking tour, accompanied as manager, traveling throughout the world, coordinating media appearances

• Organized and balanced busy daily schedules, acting as a gatekeeper to manage overflowing requests, using judgment to prioritize urgent vs. non-urgent appointments and requests

• Provided discretion and accomplished diplomacy with high-profile, culturally diverse/ international clients

• Planned complex domestic and international travel itineraries for multiple parties

• Secured visas and letters of invitation for international business and personal travel

• Conceived events, flyers, photo exhibits, videos, and coffee table books, in concert with design studios NATIXIS (French bank), New York, New York Feb 2004 – July 2006 Administrative Manager and Event Planner (relocated)

• Managed administrative staff of 3, serving 30+ bankers in the commercial real estate division on busy trading floor

• Executed large client marketing events at venues throughout the country

• Collaborated with the corporate marketing division for company-wide rebranding

• Researched and procured holiday gifts for clients and staff SKILLS

Technical: Microsoft Word, Excel, Outlook, PowerPoint, Teams, SharePoint, (Microsoft Office Suite/360) Adobe Creative, Google-Workplace (G-Suite), QuickBooks, WordPress, Dropbox, Calendly, Notions, Slack, Rippling, Deel (HRIS Management), Take Command, Zoom, Mac and Windows, (video and sound editing with various applications) Languages: English (Native), French (beginner), Dutch (basic), Tibetan (beginner) EDUCATION

MFA, Film/Video, University of Illinois at Chicago, Chicago, Illinois / Best Film, Big Muddy Film Festival, 2000 BA, Double Major Political Science and Communications, Indiana University, Bloomington, Indiana AWARDS

Midwest Emmy – Best Local Magazine Program (segment producer) – Chicago, IL PBS, WTTW, 2001 Best Film – Big Muddy Film Festival – Carbondale, IL, 2000

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