Executive Assistant Project Management

JILL HAWKINS

EXECUTIVE ASSISTANT

Venice, CA 773-***-**** **************@*****.*** LinkedIn

Productive and accomplished executive assistant offering 15+ years of success, providing thorough and skillful administrative and project support to CEOs, senior c-level executives and directors. Highly organized with proven ability to manage high-profile projects and coordinate complex workflow and logistics. Outstanding communicator confidently interfaces with stakeholders and colleagues across all organizational levels. Independent, self-motivated and resourceful with global business experience and creative aptitudes; able to quickly learn new processes and thrive in challenging work environment.

CORE EXPERTISE

Administrative Operations Project Management Complex Domestic and International Travel Planning Global Business Experience Multi-calendar Management Database Management Streamlining Operations Process Improvement Problem Resolution Reporting & Analysis Relationship Building Communications Client Relations

PROFESSIONAL EXPERIENCE

EXECUTIVE ASSISTANT to CFO and Chief People and Culture Officer Academy of Motion Pictures Arts & Sciences 2024 to Present

Manage and maintain executive’s calendars working with several international and external partners.

Administrator for Academy Finance, Audit and Investment Committee meetings – Responsible for facilitating meetings, pre-read materials, presentations and agendas.

Planning private dinners and events.

Manage a high level of communication with internal and external contacts.

Implement administrative systems and procedures.

Arrange domestic and international travel.

Prepare expense reports & departmental invoices, including coding, scanning, and reconciling.

Create and maintain department's database and key spreadsheets.

Work with the office services and IT team to maintain office supplies and expedite technology requests.

Maintain confidentiality and discretion for all conversations, meetings, and documents.

Administrative support to People & Culture Team and Finance Team.

EXECUTIVE ASSISTANT to CEO WasteFuel Contract 2023 to 2024

Manage and maintain executive calendars - working with several international and external partners.

Assist in meeting preparation - compile briefing materials to include titles, bios, and company overviews.

Planning private dinners and events.

Manage a high level of communication with internal and external contacts.

Implement administrative systems and procedures.

Arrange domestic and international travel [travel, accommodations, car service].

Prepare expense reports & departmental invoices, including coding, scanning, and reconciling.

Create and maintain department's database and key spreadsheets.

Work with the office services and IT team to maintain office supplies and expedite technology requests.

Maintain confidentiality and discretion for all conversations, meetings, and documents.

EXECUTIVE ASSISTANT to CEO Gaia Green Solutions 2020 to 2023

Managed professional and personal scheduling for executives, including agendas, mail, email, phone calls, client management, and other company logistics.

Coordinated complex scheduling and calendar management, as well as content and flow of information to senior executives.

Managed senior executives’ domestic and international travel logistics and activities, including accommodations, transportation, and meals.

Provided administrative and office support, agenda creation, note taking, spreadsheet and maintenance of filing systems and contacts database.

EXECUTIVE ASSISTANT TOMS 2012-2020

Provided superior-level administrative and project management support for Chief Merchandising Officer and product team consisting of 45 employees. Managed heavy correspondence and scheduling of meetings and conferences; facilitated and executed Alpargata 2.0 and footwear surveys. Coordinated complex domestic and international travel arrangements. Reviewed and approved team expenses and invoices worth over $178K.

Streamlined communication between executives and internal departments by partnering cross-functionally, leveraging sound judgment, and problem resolution skills to provide quick and concise decisions.

Recognized for developing, editing, and maintaining various documents, including contracts, reports, agreements, correspondence, and presentations, with 100% accuracy.

Improved overall team environment by restructuring seating within product department; collaborated with facilities to implement seating and space improvements on-budget.

Led seamless onboarding process by working with IT, facilities, and finance departments during transition.

EXECUTIVE ASSISTANT Dyson 2003-2010

Supported national research initiatives for Dyson products and competitive brands to present to CEO and executive team. Maintained new competitive intranet site to provide market information to global Dyson offices and teams. Partnered with UK competitive team and US legal team on product testing and communication. Produced product launch announcements and usability assessments; created weekly sales reports and facilitated monthly sales and marketing meetings.

Generated mass enthusiasm leading to sold-out launch by supporting Director with global viral teaser video for launch of new Dyson Air Multiplier fan line.

Championed initiatives to determine demand for new products and reach target audiences by authoring strategic questionnaires and scripts.

Played an instrumental role in new-product prototype home-trial program, delivering crucial product and usability information to founder and product development team.

Additional Professional Experience as EXECUTIVE ASSISTANT for Apple.

TECHNICAL SKILLS

Microsoft Suite (Word, Excel, PowerPoint, Outlook) MAC Operating Systems Concur Slack Google Docs

EDUCATION

Fashion Institute of Technology - New York, NY

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