Executive Assistant & Office Manager with Travel Coordination

Kim Tatum

Carson, CA

424-***-****/*************@*****.***

Objective: Seeking a challenging position at a company and or for an individual which will allow me to further utilize my existing skills

Computer Skills: Concur, Trinium, Zendesk, Navis, AIMS, Shopify, VI, Dray Dog, POS, ADP, EDI, Concur, Workday, Pier Pass, PDTR, NetSuite, SharePoint, Google Sheets, Blue Jay, SAP, Dray Dog, Workday, Concur, Terminal Portals, Profit Tools, UPS and FedEx, Worldship. Word, Excel, Power Point, WMS, Full Circle, Magic, QuickBooks, Vendor Central, AIMS, AS400, Outlook, Internet Research, Smart Phone, UPS WorldShip, FedEx, Type 60 WPM and Travel organization.

PROFESSIONAL EXPERIENCE

Tradelink, Personal Executive Assistant/Office Manager (Jan 2025 - Nov 2025)

●Manage the day to day of the CEO and VP and support all aspects of his daily routine. Maintain a heavy calendar, including scheduling meetings, appointments, speaking engagements, car service and travel which includes domestic and international arrangements. Exercise discretion in committing time and evaluating needs. Book and coordinate trade shows, personal/business dinners, entertainment and company and holiday parties.

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●Coordinate high-level administrative operations, including scheduling and facilitating meetings, conferences, seminars, and training. Run personal and business errands and act as the gatekeeper and liaison for the principal. Manage Credit card; Financial management, both personal and business and updating and maintaining records of important contacts. Draft and respond to correspondences and vendor and contractor management.

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●Assist with pet care and personal shopping, executing special requests, running errands, and related duties as needed. Coordinate all aspects of tradeshows and photoshoots. Coordinate sales events, employee social events and hire entertainment when needed. Book dinner reservations, entertainment and sports events for upper management.

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●Serve as a liaison between executives, internal teams, external agencies, and stakeholders, ensuring efficient communication and information flow. Serve as a primary point of contact between the Office and other groups, including helping to coordinate the work of the different groups and providing administrative support for governance meetings.

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●Prepare and edit a variety of documents such as reports, internal and external agency correspondence, meeting agendas, presentations, charts, and spreadsheets for accuracy and completeness. Maintain and organize filing systems and databases; ensures timely and accurate recordkeeping, including confidential materials.

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●Manage, discipline, train and recruit staff and ensure they are compliant with the standards and company policies. Process and approve payroll and overtime. Onboard and train new hires. Manage containers to avoid demurrage and per diem. Ensure all safety and compliance has been followed, trained, educated and implemented according to all federal agencies and Company policies. Research and report accidents and reports.

●Serve as a liaison between the CEO, staff and the public, this includes receiving and screening phone calls and visitors, answering a variety of questions with tact and diplomacy, taking messages, and directing calls appropriately for resolution. Create vendor contracts, purchase orders and manage vendor relations.

●Procure, source and create requisitions for supplies and new hires PPE. Oversee the work of all employees to ensure they work productively and meet deadlines and company standards. Answer telephone calls and emails from customers and clients and direct them to relevant staff. Monitor office supplies and ordering new stationery, furniture, appliances and electronics as required

●Organize maintenance companies to keep the office clean and safe and ensure its appliances are in good working order. Report office progress to senior management and work with them to improve office operations and procedures.

●Directly supervise and accomplish HR objectives by interviewing, hiring, training, onboarding, planning, assigning, directing work, appraising performance, rewarding and disciplining employees, addressing complaints and resolving problems in accordance with the HR policies, practices, and procedures Process and submit payroll to ADP via workday.

●Manage conference room scheduling Coordinate work with other staff as needed; play a key role in the coordination of staff efforts both within and outside the department. Assist in activities and processes including project planning, intake, prioritization, initiation, execution, and training, as well as in fostering collaboration of end-users and key stakeholders.

●Handle printing, faxing, mail/overnight packages, copying, filing, and email/messages and sort and triage mail; maintain e-mail and other address directories. Compose and prepare letters relating to routine correspondence for the signature. Schedule departmental meetings; assist in the preparation and distribution of meeting agendas and materials.

Integral Care, Executive Assistant (Jan 2024 - Dec 2025)

●Manage and prioritize the Executive Director/CEO's calendar, schedule meetings, and prepare necessary briefing materials and attend relevant meetings including routine management meetings, take detailed minutes, and follow up on action items to ensure timely completion. Process and audit payroll.

●Arrange meetings, manage calendars, and handle logistics for events and appointments. Communication and correspondence: Screen and manage emails and phone calls, draft professional correspondence, and act as a liaison between the executive and internal/external stakeholders.

●Make travel and lodge arrangements. Document and project support: Prepare documents, presentations, reports, and agendas. They may also help manage projects, track deadlines, and coordinate with team members.

●Serve as a liaison between the Director, staff and the public. This includes receiving and screening phone calls and visitors, answering a variety of questions with tact and diplomacy, taking messages, and directing calls appropriately for resolution. Coordinate business and social activities and events.

●Oversee permitting, scheduling, fulfillment, and compliance process and process the expense reports and manage company credit card usage. Perform general administrative tasks like filing, managing office supplies, and handling expense reports. Maintain professionalism and strict confidentiality with all business and personal matters.

●Respond promptly to phone calls, emails, and client inquiries and order, organize and maintain office files, marketing materials, and supplies. Run personal and business errands. Keep all vehicle registrations and maintenance up todate.

●Manage conference room scheduling and create and distribute the agenda and minutes and maintain and update schedules, reminders, and task lists for ongoing operation and track project timelines and deliverables; maintain daily task dashboards.

●Prepare correspondence, emails, and professional communications and organize digital files, decks, and reports (Google Drive / Notion). Create vendor contracts, purchase orders and manage vendor relations.

●Oversee the work of all office employees to ensure they work productively and meet deadlines and company standards. Answer telephone calls and emails from customers and clients and direct them to relevant staff. Monitor office supplies and ordering new stationery, furniture, appliances and electronics as required

●Organize maintenance companies to keep the office clean, safe and all repairs are done. . Report office progress to senior management and work with them to improve office operations and procedures. Maintain phone etiquette while managing multi-line phone systems and addressing customer service inquiries.

●Support front desk operations by greeting visitors and managing incoming communications and order lunch daily for upper management, organize company holidays and special event projects.

Living SpacesRetail/Cafe, Executive Assistant/Office Manager (Feb 2020 – Dec 2023)

●Manage the day to day of the Director/VP and support all aspects of his daily routine. Maintain a heavy calendar, including scheduling meetings, appointments, speaking engagements, and travel (may include domestic and international) arrangements. Exercise discretion in committing time and evaluating needs. Book and coordinate trade shows and company and holiday parties.

●Manage, discipline, train and recruit staff and ensure they are compliant with the standards and company policies. Process and approve payroll and overtime. Onboard and train new hires. Manage containers to avoid demurrage and per diem. Ensure all safety and compliance has been followed, trained, educated and implemented according to all federal agencies and Company policies. Research and report accidents and reports.

●Serve as a liaison between the Director, staff and the public. This includes receiving and screening phone calls and visitors, answering a variety of questions with tact and diplomacy, taking messages, and directing calls appropriately for resolution. Create vendor contracts, purchase orders and manage vendor relations.

●Procure, source and create requisitions for supplies and new hires PPE. Oversee the work of all employees to ensure they work productively and meet deadlines and company standards. Answer telephone calls and emails from customers and clients and direct them to relevant staff. Monitor office supplies and ordering new stationery, furniture, appliances and electronics as required

●Organize maintenance companies to keep the office clean and safe and ensure its appliances are in good working order. Report office progress to senior management and work with them to improve office operations and procedures.

●Directly supervise and accomplish HR objectives by interviewing, hiring, training, onboarding, planning, assigning, directing work, appraising performance, rewarding and disciplining employees, addressing complaints and resolving problems in accordance with the HR policies, practices, and procedures Process and submit payroll to ADP via workday.

●Manage conference room scheduling Coordinate work with other staff as needed; play a key role in the coordination of staff efforts both within and outside the department. Assist in activities and processes including project planning, intake, prioritization, initiation, execution, and training, as well as in fostering collaboration of end-users and key stakeholders.

●Run personal and business errands. Act as the gatekeeper and liaison for the principal. Manage Credit card; Financial management, both personal and business and updating and maintaining records of important contacts. Draft and respond to correspondences and vendor and contractor management. Assisting with pet care and personal shopping, executing special requests, running errands, and related duties as needed. Coordinate all aspects of tradeshows and photoshoots. Coordinate sales events, employee social events and hire entertainment when needed. Book dinner reservations, entertainment and sports events for upper management.

●Serve as a primary point of contact between the Office and other groups, including helping to coordinate the work of the different groups and providing administrative support for governance meetings. Determine priority of matters of attention; redirect matters to staff to handle, or handle matters personally, as appropriate.

●Handle printing, faxing, mail/overnight packages, copying, filing, and email/messages and sort and triage mail; maintain e-mail and other address directories. Compose and prepare letters relating to routine correspondence for the signature. Schedule departmental meetings; assist in the preparation and distribution of meeting agendas and materials.

●Prepare, reconcile, and submit expense reports and maintain paper and electronic filing systems. Maintain confidential and sensitive information and attend meetings and take notes of discussion; prepare the initial draft of minutes and summaries. Complete a variety of special projects including creating PowerPoint presentations, special reports, and agenda material.

Pasha, Operations Supervisor (Feb 2018 - Jan 2020)

●Manage, discipline, train and recruit union and non-union staff and ensure they are compliant with the union standards and company policies. Manage port services. Manage containers to avoid demurrage and per diem. Ensure all safety and compliance has been followed, trained, educated and implemented according to all federal agencies and Company policies. Work with the port for container issues, TMF, custom homes, trouble windows, etc.

●Manage all aspects of Port Services (Import and Exports). Track and Trace customers import and export containers, etc. Enter and audit customer's orders and confirm the containers and the bookings. Work with the port and accounting for billing and price matters.

●Manage union and non-union time off, overtime and performance. Manage all aspects of operations dealing with production, shipping, customer service, etc. Coordinate fulfillment, shipping, receiving, returns, overages, shortages and damages, and cross docking. Negotiate rates with independent carriers and or broker loads.

●Manage vendor relations and work with our vendors and schedule them per the need as well as approve or dispute their invoices. Audit the daily workload and determine if additional Manpower is needed and communicate that to our staffing vendor. Ensures that company policies, standards and procedures are met, followed and maintained in accordance with established company policy (e.g. OSHA and safety compliance, FMCSA, EPA, DOT compliance, CHP, Federal/State/Local Laws).

●Responsible for carrier assignment to customers for all prepaid freight customers. Oversee the processing of freight claims and specific delivery issues on a timely basis. Schedule carriers to pick up our vehicles from the port. Schedule repair maintenance on incoming and outbound vehicles and update the system accordingly.

●Investigate and writeup accidents and incidents and get to the root cause to avoid further issues. Submit account orders for routing and book the delivery appointments to the customers. Audit production vendor purchase orders for product and source out the most cost-efficient transportation. Review product allocation and availability and submit reports accordingly for selection of product to allocate to customers.

California Apparel, Executive Assistant / Event Coordinator (Feb 2009- Jan 2018)

●Manage and prioritize the Executive Director/CEO's and family calendar, schedule meetings, and prepare necessary briefing materials and attend relevant meetings including routine management meetings, take detailed minutes, and follow up on action items to ensure timely completion.

●Act as Office/ House Manager to coordinate logistical details, including but not limited to packing for fulfillment. Screen and manage emails and phone calls, draft professional correspondence, and act as a liaison between the executive and internal/external stakeholders and manage and organize personal family/children social, school and entertainment events..

●Manage complex and detailed domestic and international travel – including reservation of flights, hotels, car-service and dinners; Check into flights; Manage boarding pass and itinerary. Coordinate all aspects of the apparel tradeshows. Document and project support: Prepare documents, presentations, reports, and agendas. They may also help manage projects, track deadlines, and coordinate with team members.

●Serve as a liaison between the Director, staff and the public. This includes receiving and screening phone calls and visitors, answering a variety of questions with tact and diplomacy, taking messages, and directing calls appropriately for resolution.

●Process the expense reports and manage company credit card usage. Perform general administrative tasks like filing, managing office supplies, and handling expense reports. Maintain professionalism and strict confidentiality with all business and personal matters.

●Manage the household and office supplies and requisitions. Manage the sample ordering and PP and TOP library. Respond promptly to phone calls, emails, and client inquiries and order, organize and maintain office files, marketing materials, and supplies.

●Manage conference room scheduling and create and distribute the agenda and minutes and maintain and update schedules, reminders, and task lists for ongoing operation and track project timelines and deliverables; maintain daily task dashboards.

●Run personal and business errands. Keep all vehicle registrations and maintenance up to date. Prepare correspondence, emails, and professional communications and organize digital files, decks, and reports (Google Drive / Notion).

●Create vendor contracts, purchase orders and manage vendor relations and oversee the work of all office employees to ensure they work productively and meet deadlines and company standards. Answer telephone calls and emails from customers and clients and direct them to relevant staff. Monitor office supplies and ordering new stationery, furniture, appliances and electronics as required

●Organize maintenance companies to keep the office clean, safe and all repairs are done. . Report office progress to senior management and work with them to improve office operations and procedures.

●Maintain phone etiquette while managing multi-line phone systems and addressing customer service inquiries and support front desk operations by greeting visitors and managing incoming communications.

●Order lunch daily for upper management, organize company holidays and special event projects and manage and organize personal family social events.

●Provide full travel support inclusive of liaising with Coordinate with vendors to ensure that all supplies needed for events are delivered on time to the office and home. Make sure that the interior of the office/house is clean and well-maintained at all times by the contracted vendors. Coordinate monthly and quarterly team meetings as well-organized meals, lodging and agenda. Prepares reports by collecting and analyzing information.

●Event Coordinator( tradeshows, parties, holiday celebrations, market etc.): Establish and maintain relationships with vendors and venues and plan event details and aspects, including seating, dining and guests. Create reliable financial reports and collect payments on time and remain under budget with all costs. Manage events(ie, parties, personal appearance, hiring entertainment and address potential problems that may arise. Plan for potential scenarios that could impact the integrity of the event and maintain a working knowledge of the complex needs of a wide variety of events. Manage and update the guest invite list and assign seating.

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