Executive Assistant, Client Services & Operations Specialist

**KATHRYN ASSISE

***** ********** ***** *** *****, AZ 85248

Cell 630-***-****

*******@******.*** www.linkedin.com/in/kathryn-assise

SUMMARY

A versatile and dependable Executive Assistant, with demonstrated experience in, interdepartmental communications, client/vendor relations, event coordination, inventory management, implementations, and data entry. Additional proficiencies include data management, and document management. Leverages dynamic interpersonal and organizational skills to ensure highly productive and efficient workflow processes. A resourceful and innovative top performer who enables a company to achieve objectives and expectations and go above and beyond to optimize opportunities.

EXPERIENCE

Ingram Micro

Administrative Assistant, 08.2024-Present

Perform administrative duties for Facilities, HR and ITAD.

Responsibilities departmental reporting, meeting minutes and coordinate activities between departments and outside parties. Orientation with new hires, badges and assigned lockers. Facilities point of contact for all maintenance repairs. Scheduling contractors to work onsite to do repairs in warehouse. Contacts of a sensitive, complex, and confidential nature. Remain knowledgeable of business unit policies.

Shaker Recruitment Marketing

Marketing Coordinator, 06.2022 – 04.2024

Provides day-to-day client service and support to ensure the effective execution of customer objectives in order placement, processing, verification, and reporting. The position encompasses data entry, administration, order tracking and billing related duties.

●Operate as primary support for assigned clients.

●Field and process client requests

●Juggle multiple clients and project priorities simultaneously

●Create orders and manage through to final sales approval, ensuring a high level of detail and accuracy.

●Track orders to ensure client approvals are received prior to deadline.

●Submit forms for all internal and reporting requests, providing accurate and comprehensive details required to receive the best possible client deliverable.

●Follow-up with departments to ensure requested deadlines are met.

●Manage passwords and reporting for client contracts and ensure reports are pulled in a timely and detailed fashion as expected by the client.

●Attending all agency media/vendor presentations.

●Execute media plans and media agreements/orders as directed by the Client Consultant

●Prepare proposals with media recommendations/pricing.

●Identify growth opportunities to share internally.

●Maintain current work-in-progress records and archives of past project information as appropriate.

●Manage all client billing requirements and inquiries –cost centers, POs, AR reporting, etc.

●Assist accounting team in timely retrieval of invoices.

Contractor Various Clients

Executive Assistant, 5.2018-12.2021

Assisted various clients on ad hoc project: American Society of Anesthesiologists, Danaher/Videojet, Pepsico, Hillrom, Siemens, and Ingredion.

Job Description

Screening calls, managing calendars (Outlook), expense management (Concur), correspondence, and other scheduled communication of assigned leaders.

Coordinate and support leadership team meetings and projects

Plan and coordinate domestic and international flights, local travel, hotels, and related arrangements including visas and meals for assigned leaders.

Prepare correspondence and other written material as requested including but not limited to, organizational announcements, reporting, editing presentations, etc.

Report departmental expenses and manage all functional reporting.

Updates job knowledge by participating in educational opportunities; reading professional publications.

Coordinate with other administrative staff on projects, meetings, and other tasks as assigned.

Hospira Role/Department Regulatory Affairs

Pfizer Role/Department Account Management and Alternate Site

Executive Assistant, 9.2012-12-2017

Supported the VP of Account Management, PEH U.S. Account Management, and Alternate Site Managers when requested. Supported three VPs of Regulatory Affairs, Senior Director of Regulatory Affairs, and Regulatory Affairs team.

●Scheduled meetings for Lake Forest, Illinois or off-site locations. Clarified details, including timing/length of meeting, participants, AV equipment needs, and if refreshments or meals were required.

●Assisted direct manager in organizing reoccurring meetings, attending meetings, and supporting and operating AV and WebEx during meetings if requested.

●Accurately scheduled travel, including airfare, hotel arrangement, and car services.

●Following Pfizer’s policy, completed and processed expense reports and purchase orders through the Concur and Ariba systems.

●In maintaining a good communication process for announcements and other information communicated through email, created and maintained the PEH U.S. Account Management’s distribution lists and organizational charts or tracking reports.

●Working closely with HR in managing and planning schedules for candidates interviews to meet with leadership team. Calling candidates with arrangements, escorting them to meeting room.

●Transferring calls from the FDA to the appropriate associates. Coordinate meetings room for FDA visits.

●Scanned multiple procedure files coding and labeling files into a stored file in the Compliance directory and purging hard copy files.

●Actively engaged in developing additional skills in current role through enrolling in online and classroom training. Participated in BT online courses, resource scheduler, and Ariba classroom training courses.

TECHNICAL SKILLS

MS Office Suite, Visio, Ariba, Concur Microsoft Word, Excel, PowerPoint, Outlook / Visio/ SAP / BOX / SharePoint / WebEx / Concur Travel Management; International & Domestic / Calendar Management / Event Coordination / Expenses Administrative Assistance / Customer Service / Problem Resolution / Communication / Project Management / inventory management / Cross Team Collaboration / Client Services / Self Sufficient

EDUCATION

College of DuPage. 1999-2003

Grand Canyon University 5/20 – 2/23

Bachelor of Science in Marketing & Advertising

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