Executive/Personal Assistant

KIANNA JAMES

***** ******** **** ***** ***** Vista, CA 90094

TEL: 310-625 •6914 EMAIL: ***************@*****.*** LinkedIn: https://www.linkedin.com/in/kianna-james-36a32384/

EXPERIENCE

EXECUTIVE/PERSONAL ASSISTANT TO PRESIDENT/PHYSICIAN 12/2021

APPLEDOLL BEAUTY- SANTA MONICA/DTLA/REMOTE

Maintain heavy ever-changing calendar; schedule and coordinate executive meetings, business & personal affairs (family doctor appts, coordinate delivery for RX, pet vet appts., family cars and glam appts,). Create and send out meeting invites onsite/remote, communicate upcoming meetings & appointment reminders to President, Appledoll Team and House Staff for both Estates on important tasks and deadlines.

Email Management; Screen, draft correspondence emails and memos on behalf of the President. Manage database and filing procedures. Copy, scan, and print legal documents. Field business/personal calls, texts and responded to voicemails in a professional manner.

Supervise and work with nannies, housekeepers, handy man, spouse’s assistants, property managers and

team to ensure that each day is seamless. Communicate with house staff any info that may possibly impact their work and coordinate work schedules for House Staff at both Estates.

Coordinate complex commercial/private travel accommodations and all logistics (ground transportation, hotel, dinner reservations and special events) for the family/family guests and ensure they are prepared with any required documentation for Covid Guidelines or travel restrictions for domestic and international travel. Set up global entry for family and passports. Create and distribute travel itineraries. Purchased and stocked house, office supplies and Appledoll Beauty products from vendors.

Customer Service: answered, research and resolved customer issues/concerns via Zendesk tickets and phone support; respond and follow up with customer inquiries via email, phone and chat and provided info for products in a timely manner.

Coordinate and organize business, personal affairs and weekend events (red carpet events,

entertainment/medical conferences).

Managing and updating personal documents for family and pets, reconcile and process expense reports, pay vendor invoices for estates and Appledoll Beauty.

Coordinate with house staff and set up catering for family social events at both estates and Appledoll Beauty; Family/Team Birthdays, Sukkot, Family and Holiday Dinners.

Provide ad hoc project management support, communicate and coordinate with Appledoll Team, Property Managers, Estate Vendors, Business Managers, Attorneys, Interior Designers and Estate Team.

Run business/personal errands, pick up children from school, take family cars in for service, purchase &

wrap/deliver gifts, coordinate flower deliveries, maintain a database of operational checklists for household requirements and gift-giving for family and team.

Provided customer service to customers via Zendesk CRM Platform; respond to customer tickets, log and resolve customer issues, coordinate with the logistics department to check status of orders, and follow up with customers via phone, chat and email.

EXECUTIVE ASSISTANT TO CHAIRMAN 09/2019-11/2021 ICELANDIC GLACIAL – CULVER CITY, CA/ ICELAND

REMOTE

Reviewed Chairman’s e-mails and delegate to appropriate Team Member for action items that can be done other than by Chairman, flag important information for to act or read, and correspond/follow up on emails, create memos and facilitated communications with Sales & Marketing Team onsite/remotely.

Maintained Chairman and CEO dynamic heavy everyday-changing calendar & reminders: scheduling international/domestic meetings, interviews, on and on/offsite– overall daily day-to-day maintenance of a calendar across multiple time zones onsite/remotely.

Organized and set up Chairman complex travel schedules, accommodations, and all trip logistics (international/domestic) onsite/remotely.

Answered Customer Service inquiry tickets via Shopify and Zendesk CRM platforms; set up new customer accounts, listened and resolve customer issues via email, phone or chat. Coordinate client local and nationwide deliveries with delivery team, logistics coordinator and distribution team/centers onsite/remotely.

Team on all administrative and operational daily tasks. Answered, screened all incoming office marketing/sales, vendors and customer service calls inquiries onsite/remotely.

Coordinated all planning for quarterly Board of Directors dinners/meetings on/offsite and communications (mailings, meeting support, travel and prepared itineraries) onsite/remotely.

Facilitated positive and fun office culture through event planning, organizing, and hosting office activities and events onsite/offsite. Purchased office supplies & décor for events onsite/remotely.

Managed Chairman social media accounts (Instagram and linkedin) onsite/remotely.

Assisted with any special projects that arrive for the Chairperson or the team onsite/remotely.

EXECUTIVE ASSISTANT TO REGIONAL DIRECTOR (Contract Assignment) 10/2017- 10/2019

KNOLL – LOS ANGELES, CA

Reviewed Regional Director Emails and delegate to appropriate Team Member for action items that can be done other than by Regional Director, flag important information for to act or read, and correspond/follow up on emails, create memos and facilitated communications with Sales Team.

Team on all administrative and operational daily tasks. Screened correspondence and phone calls.

Prepared documentation and presentation materials, reports and created spreadsheets for Sales Meetings and other presentations. Organized and created meeting agendas.

Maintained dynamic heavy everyday-changing calendar & reminders: scheduling meetings, interviews, on and on/offsite– overall daily day-to-day maintenance of a calendar.

Facilitated positive and fun office culture through event planning, organizing, and hosting office activities and events onsite/offsite. Purchased office supplies & décor for events.

Set up, registered guests via security and made sure guests are accommodated.

Organized and set up travel accommodations & itineraries (air, hotel, and car services) which involved proactive research for restaurant and hotel.

EXECUTIVE ASSISTANT TO CEO 06/2015-

08/2017

SCHOOL OF ROCK – EL SEGUNDO, CA

•Executive Assistant to the CEO and Senior Management Team (SVP of HR, Business Development, Marketing, Financial and Accounting, IT, and Operations). Provided full administrative support; managed heavy ever-changing calendars, organized and set up calls, in-person meetings, videoconferences via zoom and google hangout, answered, and screened calls, monitored and prioritized e-mails.

•Arranged and coordinated complex travel schedules, accommodations, and all trip logistics (international/domestic).

•Coordinated all planning for quarterly Board of Directors dinners/meetings on/offsite and communications (mailings, meeting support, travel and prepared itineraries).

•Composed and corresponded to high-level Executives on behalf of CEO via email and phone.

•Established and maintained confidential files and records, gather, enter and/or update records & databases.

•Managed and organize multiple projects and assisted with special projects.

•Reconciled and executed expense reports via Concur, set up new vendors for purchase orders and process invoices for payment via SAP as well as payroll.

•Traveled as needed with CEO and Senior Management Team.

•Coordinated planning and attended Special Events, artist liaison to all VIPS (School of Rock Convention, Summerfest).

•Organized and set up lunch, dinner reservations and CEO’s personal appointments.

EXECUTIVE/PERSONAL ASSISTANT 2003-2012

RAYTHEON – EL SEGUNDO, CA

•Executive Assistant to the CFO and Executive Staff. Scheduled meetings/appointments, videoconferences, received and handled phone calls, monitored and prioritized e-mails. Arranged and coordinated complex travel schedules, accommodations, and all trip coordination (international/domestic).

•Composed and proofed correspondence and financial documents. Requested purchase orders, research, release, and process invoices for payment in SAP.

•Served as liaison to all levels of the organization toward accomplishing objectives.

•Assisted Company Partners, vendors and customers as needed.

•Provided support for HR department: recruiting, interview scheduling, job travel arrangements for job candidates.

•Provide support for Finance/Accounting: employee PTO using Appogee, reconcile monthly corporate credit card statements, changes in employment status.

•Project Management: coordinated, supervised, and complete special projects.

•Reconciled and executed expense reports via Concur.

•Established and maintained confidential files and records.

•Gathered, entered and/or updated data in records and contact databases

EXECUTIVE/PERSONAL ASSISTANT 2002-2003

FUTURE RECORDS- VIRGINIA BEACH, VA

•Coordinated daily personal and road schedule: interviews (phone & in-person), ground rehearsals, studio time, wardrobe fittings, liaise with management, tour staff and artists, conference calls, travel accommodations (packing and unpacking), set up & being on set for video shoots, photo shoots, meetings, press and media appearances, interact with publicists, record label executives and travel. Extensive periods of travel with executive on select global tours- performing tour and office management responsibilities daily

EXECUTIVE /PERSONAL ASSISTANT TO CEO 1999-2002

JACKIE JACKSON OF JACKSON 5 – BEVERLY HILLS, CA

•Set up interviews (phone and in-person), rehearsals, photo shoots, video shoots, lunch/dinner meetings, conference calls and travel accommodations.

•Office Management: oversaw daily operations; answered phones, filed & faxed various documents, compilation and distribution of company reports, oversight of household staff, coordinated individual project budget and expense reports.

•PR Assistant: organized and set up press kits, performed media request, created discographies and event coordination.

•Human Resources: set up new hire and termination packages (COBRA), confidentiality agreements and medical and retirement benefit packages for staff.

TECHNICAL SKILLS

Proficiency in Microsoft Office Suite (Word, Excel, Power Point, Outlook, Teams) and Google Space Proficient; (Docs, Calendar, Forms, Sheets, Slides, Drive, Cloud and Google Suite), Quickbooks, SAP, Salesforce, Sharepoint, CRM and up to date Apps, Teams, Zoom, Drop Box, WebEx, Zendesk, Shopify, Concur, iPhone/blackberry, iPad/iPod, Vimeo, Appogee, Slack, GroupMe and Internet and Social Media Savvy.

EDUCATION & CONTINUING PROFESSIONAL DEVELOPMENT

•Bachelor of Science Degree in Business Management (University of Phoenix 04/2011) • Microsoft Application Training • Administrative Seminars • HR Basics Training • Contact Tracing Training

Contact this candidate