Remote Executive Coordinator & Operations Support
Resume:
Kellie Mason
Executive Assistant/Office Manager/Visa Coordinator
Contact
Locust Grove, VA 22508
***********@*****.***
www.linkedin.com/in/kellie-mason-1905427
Objective
Motivated and highly organized Executive Assistant and Office Manager with over 20 years of experience supporting C-suite executives and senior management teams in construction, management, and corporate environments. Skilled in complex calendar management, international travel logistics, project coordination, and confidential data handling. Adept at streamlining operations, improving workflows through technology and process improvements, and fostering cross-departmental collaboration. Committed to driving operational efficiency and contributing to organizational success.
Education
Commonwealth College
Virginia Beach, VA
AA in Business Administration
Key Skills
Executive & Administrative Support
Complex Calendar & Travel Management
International & Domestic Travel Logistics
Cross-Departmental Project Coordination
Confidential Data & Information Security
Process & Workflow Optimization
Technology & Automation (Microsoft Office, Google Suite, AI Tools)
Policy Development & Organizational Development
Performance Monitoring & Employee Relations
Event Planning & Meeting Coordination
Visa & International Engagements
Technical & Digital Proficiency
Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams)
Google Workspace (Docs, Sheets, Calendar)
AI Tools (ChatGPT, Prompt Engineering)
Project Management & Collaboration Tools (Visio, Slack, Notion)
Adobe Acrobat & Bluebeam
Certifications & Additional Notes
Notary Public (Virginia)
Proven ability to handle highly sensitive and confidential information with integrity and professionalism.
Experienced in coordinating international travel and multi-time zone engagements.
Experience
APRIL 2022 - PRESENT
EA/Office Manager/Visa Coordinator VINCI Construction
Manage complex scheduling, meetings, and international travel logistics for the CEO and CFO, maintaining a master calendar to optimize productivity.
Record detailed, action-oriented meeting minutes; prepare and distribute executive summaries and follow-up items.
Collaborate with executive leadership to oversee cross-departmental project pipelines and shared task lists, supporting high-level communication.
Coordinate international engagements across multiple time zones, ensuring seamless logistics and itinerary management.
Safeguard sensitive organizational and executive information, maintaining strict confidentiality and discretion.
Utilize AI tools and digital workflows to automate administrative processes and improve scheduling accuracy.
JANUARY 2021 – APRIL 2022
Human Resources and Office Manager Sposen Management
Led recruitment, onboarding, payroll, and employee file management for five companies, ensuring compliance with employment laws.
Developed organizational policies and employee training programs, including the Employee Handbook.
Managed internal communications, vendor relations, and office supply inventories.
Supported performance monitoring, disciplinary actions, and employee benefits administration.
FEBRUARY 2011 – DECEMBER 2020
Administrative Manager Elite Contracting Group
Managed administrative personnel and drove results through effective communication, planning, and performance evaluation.
Coordinated all scheduling, travel arrangements, and meetings for senior leadership, maintaining a comprehensive master calendar.
Synthesized meeting discussions into concise briefs, tracking follow-up actions to ensure accountability.
Identified operational risks and suggested process improvements to increase efficiency.
Supported cross-functional project pipelines and executive communications, maintaining strict confidentiality.
FEBRUARY 2002 – DECEMBER 2009
Field Office Manager/Purchasing DPR Construction
Managed financial and project operations including budgeting, billing, payroll, and contract administration.
Drafted agreements, reviewed invoices, and supported project schedule tracking.
Supported project document preparation, including proposals and contracts.
Communication
Implemented new procedures and technologies that improved efficiency and streamlined operations.
Leadership
Successfully led administrative teams to optimize workflows, improve operational efficiency, and support executive leadership in achieving organizational goals.
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